Bulletin
ICBC – 2020 Vacation Scheduling
August 27, 2019
To: MoveUP members at ICBC in the following positions: • Claims Adjusters (excluding Out-of-Province Claims and Commercial Claims) • Customer Claims Specialist - Field Operations only (excluding Out of Province Claims) • Supervisors Telephone Claims • Call Centre Coordinators • Customer Service Adjusters • Claims Contact Representatives at CCC • Broker Enquiry Representatives, AP and Driver Services Representatives at BEU
2020 Vacation Scheduling Process
It’s just about time to start bidding for next year’s vacation again. The information in this bulletin pertains to the following positions:
- Claims Adjusters (excluding Out-of-Province Claims and Commercial Claims)
- Customer Claims Specialist – Field Operations only (excluding Out of Province Claims)
- Supervisors Telephone Claims
- Call Centre Coordinators
- Customer Service Adjusters
- Claims Contact Representatives at CCC
- Broker Enquiry Representatives, AP and Driver Services Representatives at BEU
Attached to this bulletin is an LOU regarding how you will bid for your 2020 vacation. We encourage everyone to take the time to read the LOU. This iteration is the same as last year’s version except this time Customer Claims Specialists at GCS will be covered by the ‘pilot project’ or Direct Call method. As in past years the union wanted to have everyone covered by this superior method; however, we were only able to get the Corporation to agree to expand this Direct Call method to include the Customer Claims Specialists at GCS.
Why This Change is Required?
To refresh your memories, Article 15 is no longer adequate for the way ICBC currently schedules and distributes vacation. It only provides a single deadline for vacation submissions. According to the collective agreement language, employees must submit their vacation selections to their manager by November 20th. Managers then must publish the vacation schedule by December 10. The flaw in that system, especially with large groups of workers, is that individual members could take until the deadline to submit their selections. In the past, this has often stalled the process and didn’t allow junior members an opportunity to select their vacation. That was certainly not the intention of the parties when it was originally negotiated, and so changes have been required to meet the needs of the employees.
To facilitate a more effective system of bidding vacation, the parties have agreed to replace the single deadline system with a four-deadline process. Members have reported that this has helped to keep the process moving along. As well, members can see the results after each bid, which in turn allows them to make informed choices for their next vacation selection.
What You Have Told Us About the Vacation Bid Process in the Past
The biggest complaint we have heard about bidding vacation is that members can’t see what senior people have bid and therefore they feel they are ‘bidding blind.’ Throughout the time we have worked on improving this LOU, we have stressed to the Corporation the need to address this problem. We have not wavered in taking that message to the employer on your behalf.
In 2017, the employer agreed to a pilot project, whereby each person would have an assigned time in each round to bid their vacation. Based on the past two year’s success with the Customer Contact Representatives at Driver Licence Customer Call Centre Victoria (DLCCCV), Customer Contact Representatives I at DTVI, and Customer Contact Representatives II and III at ICS, this year the Corporation agreed to expand the pilot to include an additional group, Customer Claims Specialists at GCS. This will allow us to test the processt for a large group of employees, in this case over 120 people.
We are hopeful that the fears that ICBC seems to have about that system, specifically that it would be too difficult with large groups of workers, can be dispelled and we can further expand it again in 2020 for your 2021 vacation. From our perspective it is the far superior system and meets the needs of both ICBC and the members who want transparency in the vacation bid process.
2020 Vacation Bid
We encourage everyone to take the time to read the most recent LOU; however, here are some of the key pieces of the agreement we reached with ICBC.
What You Can Expect for the 2020 Vacation Bid Process
1. Full Week Bids in Round 1 & 2:
In the first two rounds of vacation bidding, employees will be required to bid in units of a full calendar week. This will eliminate the chance of partial weeks being left unassigned, especially during the high demand times of the year. In the 2018 vacation bid, some members did not get a favourable vacation selection because of random days being taken, leaving part of the week open and part not. In the 2019 vacation bid Full Week Bids solved this problem and so we have kept in for the 2020 bid.
Furthermore, at the call centres, this will also alleviate problems that can occur when work schedules get changed midway through the year. If you have the week secured, and your hours of work change, you will no longer need to scramble to alter your vacation to fit your schedule.
2. Dropped or Abandoned Vacation Days:
At the end of the second round of bidding and prior to the commencement of the third round of bidding, employees will be able to drop any portion of their round 1 & 2 bids and that time will be replenished into their vacation bank. After the vacation bidding process starts, if days are dropped, either by members choosing as above or by members who leave the department, such days will not be put back into the vacation calendar until the entire process is completed. This will maintain the integrity of vacation awards of each round.
3. Assigning Vacation and the ‘Call Back’ Process for Round 1 & 2:
Once the bid closes for round 1 and again for round 2*, the staff in Workforce will start to assign vacation in order of seniority and as per your vacation bid. If none of your choices can be awarded because all your selections are taken by senior employees, you will be entitled to a call from Workforce. To qualify for the call from Workforce you must have submitted a ‘bona fide’ bid.
A bona fide bid is defined as follows:
a. The employee makes vacation selections from weeks that show available on the Vacation Calendar for that specific round of bidding;
b. The employee submits at least 5 selections;
c. And submits at least 1 selection outside of July, August and the last two weeks of December (peak time).
*There will not be call backs for rounds 3 and beyond.
You may submit as many selections as you wish. You are not limited to 5 selections and we encourage everyone in the mid to low seniorities to make more than 5 selections especially if you are hoping for peak time vacation. Remember, to qualify for a call back during round 1 and 2, regardless of your seniority, you must meet the requirements of a bona fide bid as outlined above. Keep in mind that if you submit only five selections (four during peak time and one during off peak) and any of those are available, including the non-peak time bid, that is what will be assigned and there won’t be a need for Workforce to call you. You will be called only if all of your bids fail, including the non-peak time, and you have met the above criteria.
We encourage everyone to bid for what they want, but to also be realistic when bidding their vacation. That means, if you really want summer, go for it! But also give yourself some realistic options if you aren’t sure if you will hold peak time. Last year, many people didn’t bid for peak time vacation which they likely could have held had they just put it down as an option so don’t be afraid to bid for your dream bid, just be sure you have a back-up plan.
Some of the things we recommend you consider when bidding are your relative seniority in your work group, the size of your work group, and the amount of vacation available on the Vacation Calendar during each round.
4. Call Back Timelines:
As you can imagine, with close to 1200 employees and multiple departments, the call back process needs to be streamline. Calls will take place between 8:00 AM and 6:00 PM from Monday to Friday. Workforce will call your work phone number first. However, since members could be on days off, or have changed their hours of work, or be away from the office, or be away from their phone for any number of reasons, each person will need to provide Workforce with an alternate number to avoid stalling the process. Please make sure your contact information is up to date with the employer.
If Workforce can’t reach you or your designate, they will email you to let you know when they called and the phone numbers they called. If they reach you, they will let you know what vacation time is available so please be ready with other options. You won’t have time to call your spouse or check with others about what to choose next. If on the other hand they don’t connect with you, you will have 30 minutes to call them back before they move on to the next person. If you call back after the 30 minutes Workforce will still be able to help you with your vacation bid, however, you will be slotted into the vacation bid next in seniority, at the time of your call.
5. Final Results:
In an abundance of caution and to be sure as many people as possible get their vacation scheduled, we have agreed that the vacation scheduling process must be completed no later than December 22, 2019 instead of December 10.
6. MoveUP Job Stewards observing with Workforce:
Unlike in past years when we had two of your job stewards working in Workforce as part of this process, this year we will have a Job Steward observing the process and on hand to assist you to trouble shoot problems that may arise. The job steward this year is Kari-Lynn Bruce who can be reached at 778-368-6302.
7. Acting Assignments:
Members on an acting assignment may choose which group they want to bid with, either their acting assignment group or their original position group. This choice will be available on each round of vacation bidding. This will help members secure vacation during the entire year. Please be sure to bid on the appropriate calendar based on your acting assignment dates.
For instance, if you are a Claims Adjuster in an acting assignment as a Customer Claims Specialist that goes until March 31, you may choose to bid for vacation on the Customer Claims Specialist calendar between January 1 and March 31 or you may choose to bid on the Claims Adjuster calendar so as to secure vacation between April 1 and December 31. Keep in mind that the language in Article 15.12 (f) still applies. Should you have questions on this specific issue, we recommend you discuss with Workforce prior to finalizing your vacation choices.
8. Vacation Bid Deadlines:
This year the schedule will be as follows:
Bid Round Submission Deadlines
Round 1 October 18th, 2019
Round 2 November 5th, 2019
Round 3 November 19th, 2019
Round 4 + November 29th, 2019
9. Employees on LTD:
ICBC has agreed that employees who are on LTD during the vacation bid process will not bid for vacation unless they have an established return to work date. This means that vacation will not be bid and held by someone for whom it is unclear if they will return to work in 2020. In years past, this problem has resulted in junior employees not being able to secure vacation dates held by senior members who were off work due to illness or injury. Instead, the dates will be available for bidding to those who are at work or have a return to work date.
Anyone returning to work after the vacation bid is closed will not lose their seniority though. They will be able to secure vacation upon their return to work equivalent to what they could have held, had they had a return to work date secured.
We hope that these initiatives will help to meet the members’ needs around bidding vacation. If you have any questions please contact atoth@moveuptogether.ca or ksmyth@moveptogether.ca.
In Solidarity,
Annette Toth
Vice-President
Kevin Smyth
Senior Union Representative