CP Eastern Network
Notice # 907
December 28, 2001
Locomotive Engineers - All Points
Conductors, trainmen, foremen & yardmen - All Points
2002 ANNUAL VACATION PROCEDURES
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Copies of this bulletin are available to all running trade employees
in your respective terminal. You are encouraged to take a copy with
you to assist you in making your application and to understand the
procedures which will be followed in connection with annual vacation.
SECTIONS OF THIS BULLETIN
A - APPLICATION FORM AND CLOSING DATES
B - INFORMATION REGARDING ANNUAL VACATIONS
C - LISTING OF CALENDAR WEEKS
D - APPLICATION FORM
A - APPLICATION FORMS AND CLOSING DATES
Applications for annual vacation for 2002 will be received by the
Network Management Center until: 2359k January 15, 2002
Applications are to be faxed to the NMC at: 1-877-863-0870
Applications must be made on the prescribed form which is part of
this bulletin and available to all running trade employees.
B - INFORMATION REGARDING ANNUAL VACATION
For av scheduling purposes, the junior engineer is:
Hamilton: TW Cormier
London: JG Demers
Smiths Falls (Belleville): LP Bourbonnais
Toronto: WH Elyas
VACATION WEEKLY PERIODS AND DURATION
- vacation periods will begin on Monday.
- vacation periods will be multiples of 7 days
- at the end of this bulletin is a listing of the weeks of 2002
commencing on Mondays and each week has been assigned a number.
- on the application form, indicate the week number desired, do
not list calendar days.
- example: July 1 - 21 would be weeks 27, 28 and 29.
GENERAL HOLIDAYS FALLING WITHIN VACATION PERIOD
- a General Holiday falling within the vacation period will be
observed on the day which it falls.
- the vacation period will be adjusted to reflect the General
Holiday involved
- vacation period to be adjusted as mutually agreed between
employee and NMC (or Divisional Officer) before Wednesday of the
week preceeding the a.v. period.
- example - vacation period is June 17 to July 7 inclusive
- July 2nd is a General Holiday
- vacation period becomes June 16 to July 7 or
June 17 to July 3.
- default: an extra day will be automatically added at
the end of the vacation period
- a General Holiday which falls immediately after the vacation
period is not within the vacation period and the employee is
subject to duty on that day.
AWARDING VACATION
- vacation periods are awarded on the basis of seniority within
craft and location
REDUCTION IN ANNUAL VACATION ENTITLEMENT
- vacation entitlement will be reduced if an employee was
unavailable for work for various reasons - illness, layoff,
etc. - in accordance with the applicable collective agreement
FAILURE TO MAKE APPLICATION
- employees who fail to make a timely application will be assigned
vacation in the remaining vacation periods after all
applicants have received their entitlement
- example - employee entitled to 3 weeks and does not apply
- employee assigned vacation (which may be divided into 1 week
and 2 weeks) after all applicants have been awarded their
choices
FAILURE TO MAKE APPLICATION FOR FULL ENTITLEMENT
- should an employee fail to make application for their full
entitlement, they will be assigned a vacation period for
their entire entitlement, including the portion for which
no application was made
- the portion for which no application was received will be
assigned in the remaining vacation weeks after all other
applicants have been assigned their vacation periods
- example - employee entitled to 5 weeks and applies for only 4
- employee awarded 4 weeks according to seniority then
employee awarded 1 remaining week after all other applicants
have been awarded their vacation
LIST ALTERNATIVE OPTIONS
- employees should list numerous alternative options
- example - employee wants 2 weeks in summer, ideally August,
- employee should list:
(a) week 32 and 33 (f) week 30 and 31
(b) week 33 and 34 (g) week 29 and 30
(c) week 34 and 35 (h) week 28 and 29
(d) week 35 and 36 (i) week 36 and 37
(e) week 31 and 32 (j) week 27 and 28
- if unable to get any two week period, and employee wants to
accept 1 week, should then continue to list, under first
choice the 1 week periods between week 26 and 35 in order of
preference along with an alternative for the second week, such
as time in spring or autumn
- example: employee wants any available time in summer
- employee should list OR WRITE DOWN:
(a) any four week period between weeks 25 and 37 inclusive
(b) any three week period between weeks 25 and 37 inclusive
with some other time for the remaining week
(c) any two week period between weeks 25 and 37 inclusive
with some other time for the remaining two weeks
(d) any one week period between weeks 25 and 37 inclusive
with some other time for the remaining three weeks
==> SEE APPENDED EXAMPLE <==
- if any week of an option is fully allocated, the option is
adjusted to the closest available time period
- example - employee elects 2 weeks in August, 2 weeks at year end
and 1 week in May but one of 4 weeks in August is full
- August portion adjusted to closest available time and
balance awarded as requested
FAILURE TO LIST SUFFICIENT OPTIONS UNDER EACH CHOICE
- an employee who does not list sufficient options forces the NMC
to guess at what the employee wants
- in general, if insufficient choices listed, closest available
period corresponding to the choice will be awarded
- example - employee lists week 28 and 29 only
- week 29 fully allocated, weeks 27 and 28 available
- employee awarded weeks 27 and 28
- example - employee lists week 28 and 29 only
- week 27 and 29 fully allocated, week 28 available
- closest available 2 week period is week 18 and 19
employee awarded week 18 and 19
AUTOMATICALLY BOOKED ON & TO ANNUAL VACATION
- employees who are scheduled for annual vacation will be
automatically booked to that vacation period at a time
corresponding to the lead time at that terminal and coinciding
with the weekly pool setups/setbacks (where applicable).
- employees who stand for duty on the day prior to AV will
be called for duty unless other arrangements are made prior to
call time
- employees will also be booked back on automatically at the end
of their vacation period at a time corresponding to the lead
time.
- employees who do not call as outlined above will be
considered absent WITHOUT authorized leave
When making application, use the numbering which represents the week
or weeks for which you are applying. Do not use calendar dates.
List sufficient alternative options to ensure you can be awarded one
of your selections - CONSIDER YOUR SENIORITY WHEN LISTING OPTIONS.
If more choices selected than space on the form, use another copy of
the form and write on the top PAGE TWO or PAGE THREE as the case may
be.
Request annual vacation in following order of preference.
List full entitlement weeks on each line with a minimum of four (4)
choices.
Example - 1st choice - weeks 26, 27, 17, 51, 52
2nd choice - weeks 27, 28, 16, 50, 51
3rd choice - weeks 25, 26, 18, 49, 50
4th choice - weeks 28, 29, 19, 48, 49
SITUATION: Weeks 26 & 27 fully alloted, 17 is open and 51 & 52 fully
alloted. Employee would get week #17 on his first choice.
Weeks 27 & 28 fully alloted, 16 is open and 50 & 51 also
open. Employee would get weeks 50 & 51 BUT NOT 16, as he
is already getting week #17 out of his first choice.
Weeks 25 & 26 open. Employee would get weeks 25 & 26 on
his third choice.
Employee's av schedule would be: 17, 25, 26, 50 & 51.
Pls refer to the example below:
C - ANNUAL VACATION WEEKS
- use the week number listed below on application forms
2002 CIVIC DAYS WEEK # 2002 CIVIC DAYS WEEK #
From Jan 1 to Jan 7 1** From Jul 1 to Jul 7 27 *
From Jan 7 to Jan 13 2 From Jul 8 to Jul 14 28
From Jan 14 to Jan 20 3 From Jul 15 to Jul 21 29
From Jan 21 to Jan 27 4 From Jul 22 to Jul 28 30
From Jan 28 to Feb 3 5 From Jul 29 to Aug 4 31
From Feb 4 to Feb 10 6 From Aug 5 to Aug 11 32 *
From Feb 11 to Feb 17 7 From Aug 12 to Aug 18 33
From Feb 18 to Feb 24 8 From Aug 19 to Aug 25 34
From Feb 25 to Mar 3 9 From Aug 26 to Sep 1 35
From Mar 4 to Mar 10 10 From Sep 2 to Sep 8 36 *
From Mar 11 to Mar 17 11 From Sep 9 to Sep 15 37
From Mar 18 to Mar 24 12 From Sep 16 to Sep 22 38
From Mar 25 to Mar 31 13 * From Sep 23 to Sep 29 39
From Apr 1 to Apr 7 14 From Sep 30 to Oct 6 40
From Apr 8 to Apr 14 15 From Oct 7 to Oct 13 41
From Apr 15 to Apr 21 16 From Oct 14 to Oct 20 42 *
From Apr 22 to Apr 28 17 From Oct 21 to Oct 27 43
From Apr 29 to May 5 18 From Oct 28 to Nov 3 44
From May 6 to May 12 19 From Nov 4 to Nov 10 45
From May 13 to May 19 20 From Nov 11 to Nov 17 46 *
From May 20 to May 26 21 * From Nov 18 to Nov 24 47
From May 27 to Jun 2 22 From Nov 25 to Dec 1 48
From Jun 3 to Jun 9 23 From Dec 2 to Dec 8 49
From Jun 10 to Jun 16 24 From Dec 9 to Dec 15 50
From Jun 17 to Jun 23 25 From Dec 16 to Dec 22 51
From Jun 24 to Jun 30 26 From Dec 23 to Dec 29 52**
* general holiday on that week
Pls refer to the example below:
R.E. Wilson F.O.Peters
General Manager Southern Ontario Service Area Manager
EXAMPLE
2002 ANNUAL VACATION APPLICATION FORM
FAX TO CMC AT 1-877-863-0870
EXAMPLE
NAME ___ ROBERT MARTIN _______________ EMPLOYEE NUMBER __ 555000 ___
HOME TERMINAL __ HAMILTON ____________ CRAFT ___ ENGINEER __________
CRAFT SENIORITY DATE __AUG 18/90 _____ NUMBER OF WEEKS ___ 4 _______
CHOICES
1st _____27-28-29-52______________ 19th ____________________________
2nd _____28-29-30-51______________ 20th ____________________________
3rd _____29-30-31-50______________ 21st ____________________________
4th _____30-31-32-33______________ 22nd ____________________________
5th _____31-32-33-34______________ 23rd ____________________________
6th _____26-27-28-29______________ 24th ____________________________
7th _____32-33-34-35______________ 25th ____________________________
8th _____33-34-35-36______________ 26th ____________________________
9th _____34-35-36-37______________ 27th ____________________________
10th ____25-26-32-33______________ 28th ____________________________
11th ____24-25-34-35______________ 29th ____________________________
12th ____ANY 4 WEEKS IN SUMMER____ 30th ____________________________
13th ____ANY 3 WEEKS IN SUMMER____ 31st ____________________________
14th ____ANY 2 WEEKS IN SUMMER____ 32nd ____________________________
15th ____ANY 1 WEEK IN SUMMER____ 33rd ____________________________
16th _____________________________ 34th ____________________________
17th _____________________________ 35th ____________________________
18th _____________________________ 36th ____________________________
If I don't stand for any or part of the above choices, I would prefer
to be scheduled in: spring X fall
SIGNATURE ____ Robert Martin___________________________
2002 ANNUAL VACATION APPLICATION FORM
FAX TO CMC AT 1-877-863-0870
PRINT YOUR NAME ON THE REVERSE SIDE
NAME _________________________________ EMPLOYEE NUMBER _____________
HOME TERMINAL ________________________ CRAFT _______________________
CRAFT SENIORITY DATE _________________ NUMBER OF WEEKS _____________
CHOICES
1st ______________________________ 20th ____________________________
2nd ______________________________ 21st ____________________________
3rd ______________________________ 22nd ____________________________
4th ______________________________ 23rd ____________________________
5th ______________________________ 24th ____________________________
6th ______________________________ 25th ____________________________
7th ______________________________ 26th ____________________________
8th ______________________________ 27th ____________________________
9th ______________________________ 28th ____________________________
10th _____________________________ 29th ____________________________
11th _____________________________ 30th ____________________________
12th _____________________________ 31st ____________________________
13th _____________________________ 32nd ____________________________
14th _____________________________ 33rd ____________________________
15th _____________________________ 34th ____________________________
16th _____________________________ 35th ____________________________
17th _____________________________ 36th ____________________________
18th _____________________________ 37th ____________________________
19th _____________________________ 38th ____________________________
If I don't stand for any of the above choices, I would prefer to be
scheduled in: spring fall
SIGNATURE _____________________________________________
