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Schedule Protocols for Leave Requests

Page history last edited by Katrina Nardini 5 years, 9 months ago

Schedule Protocols for Leave Requests

 

Putting leave requests into Qgenda

Timing

Leave requests should be placed in Qgenda by midnight on the day of the MTM meeting on the 1st Wed of each month.

If you have additional requests to make any time after the meeting, you may put requests in Qgenda, but you must also email the scheduler explaining why the request was made late and urgency of leave. Note that additional requests may not be honored, and you may be asked to find your own trade after the schedule is published.

Format

For A/L: please just indicate number of hours - 8, 6, or 4 depending on pointage

A/L cannot be requested on the weekends or on holidays.

For S/L: please indicate number of hours for leave.

If you have a medical appointment, this does not constitute a full day of sick leave, and you should specify time/number of hours for appointment.

If you have an appointment, but would like the whole day off, please note this in the comments section.

S/L cannot be requested on weekends or on holidays.

For P/L: please indicate the time of the conference, class, meeting, etc.

Please adjust hours accordingly to account for lunch.

You must put in comments the name of the conference, class, meeting, etc. AND the location (city and state, or country if international).

P/L can be requested on the weekends.

A maximum of 8 hours per day can be requested.

Comments

If you have any flexibility or need for scheduler to know something about your request, please make comments in “comments” section or email scheduler.

 

Schedule Release

Schedule will be posted the evening before the morning staff meeting--the 3rd Tues evening of the month.

Please review schedule immediately to make sure there are no errors or problems.

Please email scheduler immediately with any problems or errors.

The scheduler is responsible for correcting errors or problems that was the scheduler’s doing.

The midwife is responsible for correcting or making a schedule trade for any problems that were not made by the scheduler, or conflicts that have come up since the time requests were made.

 

Review of Hours

At the end of the month (generally the Thursday prior to the MTM meeting), a summary of hours and leave requests will be sent to each individual midwife.

Midwives are responsible for reviewing the summary of their schedule to verify accuracy, and to determine if leave is correct or needs to be adjusted.

An email response should be sent to the scheduler and the Program Coordinator confirming hours and leave look correct or if changes are needed.

Emails need to be received by the Monday evening before the MTM meeting. This allows for the schedule team to make adjustments in Qgenda and send a new summary.

Midwives may elect to be paid out for paid additional shifts (PAS), roll over hours for Comp Time, or apply PAS hours to A/L time.

If no email communication is received by the scheduler/admin, it will be assumed that:

The summary is correct and leave hours are correct.

If there are PAS to be paid out and A/L has been used that month, the PAS hours will be applied to A/L, thereby preserving your A/L for future use. This will be the default.

If there are PAS and no A/L, PAS will be paid out and not rolled-over. This will be the usual default.

Even if all hours look correct and the default for extra hours is desired, communication confirming this information is appreciated.

 

Administrative Review of Hours

PAS hours are due by the 5th of the month after schedule worked.

The Program Coordinator will try to get signatures from midwives prior to this date.

If signatures are not obtained the Midwifery Chief or Associate Chief may sign the PAS form for the CNM and inform them by email.

By the 15th of the following month, staff from OB/GYN scheduling will generate a report to be sent to the Operations Manager. This report is a summary of leave requests.

The CNM scheduler will have all leave approved by this date so as to make sure all leave is approved.

The CNM scheduler will have updated Qgenda to reflect any changes communicated by CNMs to ensure the accounting is correct.

 

 

 

Updated: 4/25/17

 

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