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Policy #: 3402
Subject: Call-ins
Group: CUPE Local 2338
Approved by: Vice-President (Administration)
Approval date: March 31, 1997
Effective date: April 30, 1997
Revised:  
Administered by: Vice-President (Administration)
 
1 - PREAMBLE
University activities are not limited to the regularly scheduled working hours of employees. Emergencies can occur at any hour of the day or night and a system must be in place to ensure prompt, effective response to after-hours situations requiring the support of the Facilities Management Department. The cost of providing this response can be high, so controls must also be in place to ensure that the level and type of response is appropriate to the circumstances.
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2 - POLICIES & PROCEDURES
2.1 Point of Contact
  Whenever Facilities Management Reception is not operating, all requests for Facilities Management response are to be phoned in to the Heating Plant at 364-2452. The Duty Engineer will be the focal point for all such requests, and anyone else such as Security personnel or a supervisor who is contacted directly by a customer is to contact the Heating Plant to ensure that the Engineer is aware of the situation. A log book will be maintained in the Heating Plant to record all calls and the response provided.;
 
   
2.2 Call-in
  The Duty Engineer will ask the caller to identify him/herself, obtain a phone number where the caller can be reached and obtain sufficient information from the caller to assess the urgency of the situation and the nature of the problem. A checklist of questions will be provided to the Duty Engineer to assist him in making this assessment. The Duty Engineer will then telephone the supervisor identified on the supervisor contact list as the appropriate supervisor for the type of problem. The supervisor will then respond as necessary to resolve the situation. If the supervisor cannot be contacted, the Duty Engineer will assess the urgency of the situation and, if there is a threat to security, personal safety or additional property damage, he will call in the senior person on the list of people in the trade classification appropriate to the situation. Up-to-date seniority lists will be kept in the Heating Plant to ensure that the seniority system is respected as per the Collective Agreement.
 
   
2.3 Eligibility For Call-in
 
2.3.1 Vacation
  In order to ensure that employees are not disturbed unnecessarily during their vacation, they will not normally be eligible for overtime during the vacation period. If an employee is on vacation for a full week or weeks, then their vacation period will be considered to be the period from midnight on the night before the first working day that they will be absent from work until midnight on the night before they return to work from their vacation. An employee who will be on a one week vacation will therefore not be eligible for overtime from midnight of the Sunday before the vacation starts until midnight of the following Sunday. If they are on vacation for less than a full week, then the vacation period will be from midnight on the night before the first working day that they will be away from work to the midnight of the night after the last working day that they will be away. An employee taking vacation for a Thursday and Friday only, will therefore not be eligible for overtime from Wednesday midnight to Friday midnight. An employee taking vacation for an afternoon will not be eligible for overtime until midnight of that day.
   
2.3.2 Other Absences
  An employee who was absent from work for an entire day or shift for any reason other than illness will not normally be called for overtime work during the period of time that would be applicable if the period of absence had been for vacation. If an employee is absent due to illness or leaves work prior to the end of a work day or shift due to illness, they will not normally be called in for overtime until they return to work for a regularly scheduled work day or shift.
 
   
2.4

Pay for Sunday Call-in

  Where an employee is called in to work on a second day of rest or on a Sunday, he or she should receive a minimum payment of four hours at time and one-half in accordance with article 27.01 of the Collective Agreement. If the employee works more than three hours, then payment will be made at double rate in accordance with article 25.04 of the Collective Agreement.
 
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Maintained by the Office of the Vice-President (Administration)
September 6, 2006