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SCARBOROUGH LOCAL
VACATION LEAVE LETTER CARRIER
AND IN STATION MSC PROCEDURES
2004-2005
This document has been prepared to ensure vacation leave bookings for Group 2
employees governed by the CUPW Collective Agreement are done consistently and
uniformly throughout the Metro East Post Office. The process outlined herein
conforms with the Collective Agreement Provisions in Article 19.
VACATION LEAVE SCHEDULE
The Vacation Leave Schedule shall be spread over 52 weeks commencing March 28,
2004
and continuing in consecutive 4 week blocks.
SCHEDULING BY WORK STATION
Bidding for Vacation Leave will be by station. Number of employees for each week
shall be determined through meaningful consultation.
EMPLOYEE NOTIFICATION
The vacation leave charts should be posted prior to the commencement of the
bidding process in a conspicuous location where all employees have visual access
to it.
Employees will be notified that the bidding for vacation leave shall commence on
Dec 8, 2003.
Employees will be notified that they must select their vacation leave when their
turn arises and are to refer to the bidding schedule to find out when their turn
will arise (where possible employees will be given 24 hours advance verbal
notice of when they are required to bid).
SCHEDULING
Employees will schedule their vacation leave on the vacation leave schedule for
the location to which they are permanently assigned.
Unassigned employees will schedule their vacation leave on the vacation leave
schedule at the facility to which they are assigned on Dec 8, 2003. Management
must exercise extreme caution to ensure that such employees are properly placed
on the vacation leave seniority list on that day.
BIDDING
Letter Carrier: Bidding process (1st / 2nd rounds) will commence December 8,
2003 and close on Feb 6, 2004.
MSC: 1st round bidding will commence on Dec 8, 2003 and close on Dec 30, 2003
2nd round bidding will commence on Jan12, 2004 and close on Feb 6, 2004
Bidding for vacation leave will be conducted according to seniority.
Vacation leave will be booked in periods of 1 week and must be booked
consecutively within the defined 4 week blocks (exception being
"Superimposing").
Starting with the most senior employee, employees will be asked to select the
block or consecutive weeks of vacation within a particular block that they wish
to take their vacation leave.
Employees who do not wish to schedule their entire vacation entitlement
consecutively and/or within the same block are permitted to book a portion of
their entitlement during the 1st round of bidding and select the remainder in
the 2nd round. Employees will not "Cross" blocks during the 1st round of bidding
with the exception of superimposing. All vacation leave must be scheduled on the
2nd round
SUPERIMPOSING
Employees eligible to "Superimpose" (those entitled to 5,6, or 7 weeks vacation
leave) will be permitted to schedule their 5th, 6th, and/or 7th week concurrent
with their initial 4 week block subject to the following conditions:
A) The Superimposed weeks will be selected at the same time as the initial 4
week block.
B) The Superimposed week(s) selected must be contiguous to, either prior or
following, or combination of both, the 4 week block selected.
C) The 5th, 6th, and/or 7th week not superimposed in accordance with (A) and (B)
above shall be selected pursuant to ( clause 19:16 (F) (III) draft ) of the
Collective Agreement.
NOTE: In the event that an employee, who had originally exercised his/her
superimposing privileges, subsequently cancels/postpones/exchanges one or more
of the weeks in the original 4 week block from which he/she had superimposed,
that employee will automatically forfeit ligibility to superimpose and all
superimposed weeks will be canceled.
BY-PASS
Employees who refuse to select their vacation leave on either the 1st or 2nd
round when their turn comes, will be by-passed. In this instance the "Signature"
sheet will indicate by-pass and will be endorsed by the employee or should the
employee refuse to endorse the "Signature" sheet it will be endorsed by the
Supervisor.
After the completion of the 2nd round bidding, any annual leave not scheduled by
the employee will be assigned to a vacant block(s) by the Supervisor.
Reasonableness must be used when by-passing an employee. Should an individual be
unable to bid due to his/her original choices being no longer available, due to
too many individuals having bid on the same day, reasonableness should be
exercised and the individual would not be expected to bid until the next day.
Any instances of employees being by-passed, whether endorsed by the employee or
not, will be brought to the attention of the shop steward prior to moving on the
next employee. Where no shop steward is available on site, the Local will be
contacted and allowed 24 hrs to investigate if necessary.
ABSENCES
When it is known in advance that an employee will be absent from the workplace
at the time he/she will be required to bid, the employee is asked to leave
instructions with the Supervisor on how he/she can be contacted to obtain their
bid(s).
If it will not be possible to contact the employee during the absence, the
employee will be asked to indicate in writing his/her choices for vacation leave
selection in order of preference. The employee affected should leave a list of
preferences sufficiently long enough to ensure one of his/her choices will be
available.
Any instances of employees vacation leave selection being made in his/her
absence will be brought to the attention of the shop steward or the Local Office
in the event that no shop steward is available on site.
TSOS employees with expected return to work date will be contacted in writing by
Management to select their annual leave. In the event contact is unsuccessful,
Management will contact the Local Shop Steward or if there is no Local Shop
Steward, then the Local Office.
Employees identified as TSOS who are not anticipated to return to work in the
fiscal year 2004/20045 will not be offered a bid. However, should they return to
work within the year, they will be afforded vacation leave privileges based on
their seniority eligibility.
ANNIVERSARY DATE:
An employee's entitlement is based on their anniversary date as long as it
occurs during the current vacation period of April 1, 2004 to March 31, 2005.
EXCHANGING OF VACATION LEAVE
There will be no exchange of vacation leave permitted.
TRANSFERS
Employees who, during the course of the year, transfer to another area/office,
will carry their originally scheduled vacation leave with them to the new
location.
Coverage of vacation leave for employees who transfer will be in accordance with
the provisions of the Collective Agreement.
RECORDING OF BIDS
All vacation leave selected will be recorded on the vacation leave schedule
chart and on the vacation leave "Signature" sheet.
Employees will be given a receipt upon request signed by their Supervisor
indicating all vacation leave that is selected by the particular employee at the
time of their bid.
INFORMATION TO THE UNION
The Local Union shall be provided with copies of both the vacation leave
schedule and the "Signature Sheet" immediately upon completion of each round of
bidding.
POSTING OF VACANCIES
Vacant blocks or weeks, including vacancies created as a result of an employee
transferring out of the station where he/she originally drew their vacation
leave, shall be targeted to be posted on the Tuesday of the last week of a block
and close on the Thursday of the subsequent block.
Vacant vacation leave shall be posted in the station information book and will
be posted for a period of 8 working days where possible.
PRE-RETIREMENT
Pre-retirement leave will be bid after the vacation leave draw is completed on a
separate schedule.
A separate board by Depot will be utilized based on a 52-week schedule.
MSC'S
The MSC annual leave bid will be conducted by Zone in Zones 6 and 7. In Zone 5,
the MSC's will bid by station with the following exception: the MSC's at
Willowdale B and Willowdale D will bid as one combined group.
With the impact of the parcel project we agree to revisit the issue if required.
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