Requesting Leave
Please click here for instructions to add the DSD-CivAv Team Calendar to Outlook. Once installed, you should record the following activities in the shared calendar:
Vacation: Vacation requests should discussed with your Team Lead and Team prior to requesting leave in LEX or the Team Calendar. As a rule of thumb, all leave requests should be made 2 weeks in advance of expected time off: this will give your team the opportunity to plan ahead of your absence and make necessary arrangements with the stakeholders in terms of development and support.
Sick Days: In case of illness, contact your Team Lead and Supervisor/Manager (phone, email, MS Teams, team calendar, etc) as soon as possible. Rules and guidelines for sick days follow the current CS Collective Bargaining Agreement. Your Team Lead or Supervisor will update the Team Calendar to reflect your absence. Note: Sick days requested in advance will be rejected and you will be asked to use vacation, personal leave, or unpaid leave to account for your time off.
Teleworking / Working off-site: Until further notice, team members are expected to be working from home by default: WFH requests are not required.
Whenever possible, requests to work off-site or for teleworking should be discussed with your Team Lead and manager/supervisor at least 24 hours in advance. Giving notice prior to teleworking will give your team the opportunity to prepare for virtual meetings and work. IMPORTANT: If you would like to work from home, you must have your TC laptop, TC mobile phone, and an idea of the work you'll be doing from home (i.e. DevOps backlog, e-mail, teams conversation, etc.). We should always aim for clear and constant communication, collaboration, and transparency in our work.Training: Training should be clearly marked in the Team Calendar and discussed with your Team Lead and team prior to making the request. Please refer to our Learning space for further details regarding training.
Other Absences, including Family, Medical or Dental Appointments: All other absences should be added to the Team Calendar and discussed with your Team Lead and supervisor as soon as possible.
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Vacation (110)
Sick leave - Uncertified (210)
Sick leave - Certified (220)
Family Appointments (410)
Medical Appointments - Doctor/Dentist (698)
Other unpaid leave (999): If you do not have leave balances available to cover your requested leave (or your unauthorized/unrequested leave), you must report the leave as "unpaid leave" in LEX. Your pay will be adjusted to account for the time away. Please note that Student employees are required to report unpaid leave in LEX for any vacation, family appointments, or sick leave.
COVIDCOVID-19-related absence (699): You must speak with your team lead or manager before requesting any COVID-19-related absences. Failure to do so will result in rejection your request.
If you have any questions regarding the use of these codes, leave balances related to these codes, or the CS collective bargaining agreement, please speak with your team leader lead or manager.
Entering Leave Requests in Team Calendar
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Create every activity as an all-day activity. Your name, start and end time of the activity, contact phone number (if applicable), and brief reason (Working From Home, Sick Day, Doctor Appointment, etc.) should be included in the appointment’s Subject.
Set the “Show As” field as “Free”.
Set the “Reminder” field to “None”.
Make sure that you update your own calendar with the appointment details and set your “Show As” status appropriately (i.e. should have an all-day appointment in your personal calendar set to “Out of Office” for sick days). This step is needed to ensure that your status shows up when scheduling meetings.
Requests for leave should be made as early as possible and adhere to the guidelines set out in the current Collective Bargaining Agreement.
Invite your Scrum Master Team Lead and direct supervisor to the calendar appointment.
Example #1: You would like to work from home later this week: receive a call from your family doctor and need to leave work to get some test results:
Create a meeting request in the shared calendar, inviting your supervisor and scrum master to the meeting request.
Set the subject of the meeting that includes your name , work hours, and contact numberand reason for absence. For example, “Justin : Working From Home (9 AM - Medical Appointment (2 PM – 5 PM) (343-549-0312)"You ".
Although you can add a few details to the calendar appointment, as necessary.
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, you are NOT obligated to include sensitive in your calendar request. If you have any questions or concerns regarding absences due to medical or other personal issues, please contact your supervisor or manager.
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Example #2: You receive a call from your family doctor and need to leave work to get some test results:would like to work from home later this week:
Create a meeting request in the shared calendar, inviting your supervisor and scrum master to the meeting request.
Set the subject of the meeting that includes your name and reason for absence, work hours, and contact number. For example, “Justin : Doctor Appointment (2 PM - WFH (9 AM – 5 PM) (343-549-0312)".
Although you You can add a few details to the calendar appointment, you are NOT obligated to include sensitive in your calendar request. If you have any questions or concerns regarding absences due to medical or other personal issues, please contact your supervisor or manager.
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as necessary.
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Personal Calendar (Leave and Sick Days)
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In your personal calendar, mark the time you’ll be away as “Out of office”. For example, if you are going to be away on Friday (vacation, leave, sick, etc.), please create an all-day meeting in your personal calendar with the “Out of office” status.
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2. If you have meetings already scheduled on a day when you’ll be out of the office, please be sure to open each meeting and decline the invitation. If needed, add a comment when declining the meeting request to let the meeting organizer know why you’ll be away.
3. Set your Out of Office message in Outlook: File - Automatic Replies (Out of Office)
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4. Set the date range for your out of office message to match what you’ve recorded in your personal calendar and shared calendar.
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5. Set your out of office message appropriately. For example:
I will be away from the office (on <date> / until <date>). Emails are not being monitored during my absence.
For web site or application support, please contact ServiceDesk@tc.gc.ca.
Regards,
Justin
Team Leader, Digital Services Directorate – Solution Center – Marine Portfolio
Transport Canada / Government of Canada
justin.green@tc.gc.ca / Tel: XXX-XXX-XXXX / TTY: 1-888-XXX-XXXX
Chef d’équipe, direction générale des services numériques – centre des solutions – portefeuille maritime
Transports Canada / Gouvernement du Canada
justin.green@tc.gc.ca / Tél. : XXX XXX-XXX-XXXX / ATS : 1 1-888-XXX-XXXX