Public Services Manual: Scheduling

WhenToWork (WTW)

The scheduling of CCSD services is done through the WhenToWork (WTW) app. New employees will be given an account and will be asked to create a log-in and password.

The main areas of WTW that employees will use are indicated in the orange boxes.

My Schedule/Everyone’s Schedule/Schedule Tab

See your own or everyone’s schedule. Various views are available - week, month, day, etc. Recommendation: Check Everyone’s Schedule or the Weekly Schedule to see who else is working and if reference is available.

Change My Information/Info Tab

Use this link or tab to see and/or update your personal information in WTW. Select the type of notices you receive here.

Request Time Off/Time Off Tab

Use this tab to indicate desired days or hours off. DO NOT provide the reason for the time off in WTW. For more information on making shift changes in WTW see the Schedule Changes tab. For more information on the time off process please see the Time Off Procedures tab.

Schedule Changes

Foreseen Absence of Less than 2 days (NOT Reference Assistants or PT Librarians)

Chat and curbside staff who will be unavailable for their chat or curbside shifts on a certain day due to a foreseen absence or commitment are asked to seek coverage for their missed shifts. Examples of when this may happen include meetings, professional development sessions, appointments, personal leave, etc. Staff should ask colleagues’ assistance by either offering to swap a shift or day. Or they may ask if a colleague is willing to take a shift, which could always be repaid in the future if necessary. Once the arrangement is made, please confirm the changes in an email cc’ing the coordinator so they can update When to Work.

Please remember:

• ask colleagues outside your traditional library
• some colleagues are more than happy to take more shifts without swaps
• ask for your coordinator’s help if you are unsuccessful covering your shifts 
• you may be asked by a coordinator outside your traditional library to help cover a shift if necessary

Foreseen Absence of More than 1 Day

Please seek assistance from your coordinator.

Unforeseen Absence due to Illness or Emergencies

Notify your coordinator of your absence and they will make arrangements to cover your shifts.

Reference Assistants and Part-Time Librarians

Given the complexity of the reference schedules all changes needed to shifts will continue to be mediated by Umut Incessu with the advice of Tanya and Dana.

Time Off Procedures (YUSA 1)

Note: PT Librarians should make requests for time off in WTW and let Dana know

Time Off Requests

1. Submit a Time Off request in HR Self Serve (TRT) and at the same time, in When To Work (WTW).

2. Your Manager will respond to your request informed by the operational needs of the department with one of the following outcomes:

a. Your manager approves your request and the scheduler will ensure, if necessary, the WTW schedules have been adjusted to reflect the requested absence.

b. Your Manager does not approve your request.

3. Note: Approval is granted by the Manager and communicated via HR Self Serve (TRT). “Approval” in WTW only indicates that a scheduled absence can be accommodated operationally at a service point, which your manager will factor into their consideration of the time off request.

4. This process will be completed within the timeframe outlined in the YUSA collective agreement – 28.04b

Unplanned Absences

1. If you are unable to come to or remain at work due to illness or other unforeseen reasons, you must notify your Manager and inform your scheduler.

2. The scheduler will update WTW to reflect the absence and arrange coverage where necessary according to established procedures.

3. A HR Self Serve (TRT) absence request should be submitted as soon as possible or immediately upon your return to work.

Consider the peak periods described within your job description, where applicable, when making time-off requests.