Local 006 Workload Appeal COLLECTIVE AGREEMENT 2014:LETTER OF INTENT - - PowerPoint PPT Presentation

Local 006 Workload Appeal

COLLECTIVE AGREEMENT 2014:LETTER OF INTENT #2

Why a Workload Appeal?

• Service to the public:

Albertans are not getting the service they deserve in a timely and efficient manner

• Burnout

Workload management is when tasks and responsibilities can be accomplished with quality within the given amount of time. Sufficient resources, staffing, technology, are contributing factors for successful workload

• management. If those factors are inefficient it impacts the amount of time it takes to do your job thus contributes

to a high workload. A healthy work environment allows an employee to to complete assigned tasks in a reasonable amount of time with quality as well allowing for personal balance and career development. http://www.ccohs.ca/oshanswers/psychosocial/mentalhealth_risk.html http://www.apa.org/helpcenter/job-stress.aspx

Why Workload Management?

“The 13 organizational factors that impact organizational health, the health of an employee, the financial bottom line, including the way work is carried out and the context in which work occurs, are:” 1.Psychological Support 2.Organizational Culture 3.Clear Leadership & 4.Civility & Respect/Expectations 5.Psychological Competencies & Requirements 6.Growth & Development 7.Recognition & Reward 8.Involvement & Influence 9.Workload Management 10.Engagement 11.Balance 12.Psychological Protection 13.Protection of Physical Safety http://www.ccohs.ca/oshanswers/psychosocial/mentalhealth_risk.html

Burnout is a state of chronic stress that leads to: physical and emotional exhaustion cynicism and detachment feelings of ineffectiveness and lack of accomplishment What are the signs of burnout? Disinterest in your job/lack of motivation No work life balance Chronic fatigue/insomnia Anxiety/Depression Anger/Negativity Lack of concentration/Increase in errors Emotional distress/Increased stress Increase in illness days/ absenteeism Less tolerance and patience at work and personal Vacancies/high staff turnover Presenteeisim

High volume of work Burnout/presenteeism Burnout/med leave Burnout/secondment Burnout/leave GOA entirely New hires/6-12 months of training

The cycle of high volume of work and burnout

Preparing for a Workload Appeal

http://www.aupelocal006.ca/Documents/GSBC%20Sub%20Agreements.pdf Page: 34

Letter of Intent Workload Appeal

Gather Information

• volunteer/voluntold for a task
• covering a caseload(s)/cover off schedules
• employer requested over time.
• Client services (examples/stories)
• Examples of quality vs quantity
• Staff vacancies and retention
• Policy, procedure, and or best practices,

that hinder the workload

“Power of Union is Strength”

• No Overtime
• No Flex time beyond 10 hours
• No free time to the employer
• Take your breaks
• Take your Lunch

WHY: You cannot argue burnout and or lack of work life balance if you are choosing to work over time, flex time, and

• r unaccounted time to the employer because you are

choosing to work those extra ours Standing together during the length of the appeal is beneficial The Power of Union is Strength - Crabs VS Ants VS Penguins https://www.youtube.com/watch?v=jop2I5u2F3U

Who can file a workload appeal?

Any AUPE MEMBERS of Local 006 whose assigned workload exceeds, for a period of sixty (60) calendar days. Who is not able to participate General Illness Maternity Leave Wage staff

Level 1 Process: appealing as a group or an individual

Group: 1. AUPE steward gathers all signed letters from work site/worksite contact 2. Once all letters are submitted the Steward submits the letters to the worksite director/manager via email. Be sure to request confirmation of receipt of email. Once the letters are submitted the director/manager has 14 calendar days to book a level 1 hearing. The steward may request time and location depending on program, parking, and how many appellants there are. At level 1 the steward will request that the appellants be heard as a group. If the employer is not in agreement contact your MSO. During the appeal keep all emails. 3. Appeal group prepares for the appeal by organizing their presentation to the manager/director. The director or the assigned HR is representative is responsible for booking location and time of appeal. Once a time and place is set. The director and or HR will connect with the steward abut time and location which then the Stewards forwards the confirmation date to the site contact or appellants. 4. Appellants prepare for the level 1 presentation. A PowerPoint is not required at this point. The appellants should discuss who and what information they are going to present to the employer. 5. After the appeal has been heard the employer has 14 calendar days to respond to all appellants. 6. The appellants have 7 calendar days to respond to the response when received. 7. Level 2 process is the same as level 1

Individual:

• 1. Submit your letter
• 2. Notify your steward or other representative
• 3. Coordinate with your director a time and place for your appeal
• 4. Present your appeal based on your workload
• 5. After the appeal has been heard the employer has 14 calendar days to respond to your appeal.
• 6. You then have 7 calendar days to respond to the response when received.

Letters 1,2, and 3

Level 1 appeal letter example: My caseload has exceeded my daily work time of 7.25 hours per day for more than 60 days. I am requesting a meeting to resolve this

• matter. Please note you have 14 days in accordance to the

collective agreement to respond. Level 2 & 3 response letter example: The Appeal Committee is not satisfied with the response received from (director name) (date). Therefore, the Appeal Committee is submitting a level (2/3 appeal). *Make sure each individual signs their own letter. *Use a business letter format. *submitted via email

Level 3 Presentation

Be sure your appeal presentation includes:

• Brief description of your role
• Concerns and issues: what is causing the workload
• Providing stats, examples of quality and quantity, emails,

meeting minutes etc. can be beneficial

• Provide examples that are factual and related to the
• workload. Try to stay away from personal experiences unless

it is directly related to workload

• At level 3 it is recommended that a PowerPoint presentation

be provided for the panel members. Choose 1-2 speakers to

• present. The slides should be made available to the appeal

panel and appellants only

• Provide ideas of what you think will improve the workload

Level 3 Appeal

At level 3 the appellants letters are submitted via email to the Deputy, HR, and the local chair. At this point the steward will coordinate with HR for time and location and any other items related to the appeal. Panel:

• As per letter of intent the appeal committee shall be made up of 3 members. One member

appointment by AUPE Council and one member appointment by the department. The third member who is the chairman, is to be mutually agreed upon by the other two members appointed and shall be chosen from a list of potential chairmen mutually agreed by the local council.

• The panel shall be made within 14 calendar days.

• The panel and appellants meet to present the appeal.
• The employer is present and the Chairman will give the employer time to present their side. After the

employer is finished then the appellant will go.

• At the end of the appeal the chairman will allow the appellants to meet anywhere from 10-20 minutes

to discuss their final statements, requests, and summary. The panel members and employer will leave the room to the appellants and steward.

• The panel and appellants will reconvene to present the final part of the appeal.
• The panel usually meets after the appeal to discuss recommendations. The panel has 30 calendar

days to provide a report with their recommendations to the Deputy Minister.

• The Deputy Minister has 14 calendar days of receipt of the report from the panel to respond to all

appellants.

• Time limits may be extended if mutually agreed upon.

Q: What if the employer doesn’t meet the deadline? A: The steward will contact the Local Chair and advise. At that time the local Chair will contact HR to inquire and follow up with the steward. Depending on the relationship you have with the HR the Steward may contact the HR representative directly with a cc to the Local Chair. Q:What if the final response from the DM is insufficient A: Contact your local Chair and strategize Q:What kinds of things can you request in your appeal? A: Anything that will reduce your workload such as, Process, policy, documents, best practices and so forth.

Role of your Local Chair and MSO

Local Chair – Promotes and supports the appeal at a higher level i.e. lunch and learns For example: may put the employer on notice that there shall be no targeting, bullying, and or harassment in relation to those members who have appealed MSO - If a member has experienced “targeting” in relation to filing an appeal they would contact the lead steward who will then notify the Local Chair. The member should also contact their MSO for further assistance and direction to have the concern resolved.

Role of AUPE Steward &Worksite Contact Role

Steward:

• Liaison between the employer (director/HR), worksite contact, appellants, MSO, and or Local Chair
• Follow the appeal process as per letter of intent (time lines, letters, and or communication)
• Guide and support the appellants with the appeal process

Worksite contact:

• To liaison with the Lead Steward and the appeal committee
• Arrange lunch time meetings
• Disperse and collect signed letters. Scan all signed letters and email to Steward.
• Forward emails from Steward to appeal members
• Notify Steward of any operational and best practice changes with in your site during the appeal. This allows the

steward to identify if the changes are positive, negative short or long term resolutions when presenting at the

• appeal. If the change is negative how can the appeal rebut

Resources/References

http://www.businessinsider.com/20-ways-to-avoid-getting- burned-out-at-work-2015-9 http://www.hc-sc.gc.ca/index-eng.php http://wmhp.cmhaontario.ca/workplace-mental-health-core- concepts-issues

Human Services Appeal Presentations