Chapter 3: The HUC’s Role in Staffing and Scheduling
Adjusting the Master Schedule Based on Unit Requirements
Calculating staffing needs
When staffing is completed at the unit level, the HUC, along with the clinical resource nurse/charge nurse or unit manager, keeps a close watch on staffing needs. This involves taking into consideration the following:
- actual number of patients on the unit (unit census) now,
- anticipated number of discharges for the next few days,
- anticipated number of elective admissions scheduled for the next few days (if surgical unit),
- number of ER patients waiting to be admitted, and
- number of pending patient transfers, either into or out of the patient care unit.
Once this projected unit census is calculated, the HUC and charge nurse will calculate the number of staff required for each shift of the day, using the unit’s staffing ratios. They will check this against the actual staff booked, and any sick calls for that day, and add staff or cancel staff as required. Staffing on units with RNs must be looked at a minimum of 24-48 hours prior to shifts to accommodate the collective agreement cancellation provisions.
Example: Calculating Staff
It is Thursday at 1200 and Maria, the HUC, and Joseph, the clinical resource nurse, are looking ahead at staffing. The current unit census is 30, and they are expecting 2 discharges later today, as well as 4 admissions and 1 discharge tomorrow morning.
What is the projected census for evenings on Friday?
Answer
[latex]30-2=28[/latex]
[latex]28+3=31[/latex]
The unit staffs using the primary nursing model. The staffing ratios for their unit are as follows:
- Days (0700-1500): 1 RN: 5 patients
- Evenings (1500-2300): 1 RN: 8 patients
- Nights (2300-0700): 1 RN: 10 patients
How many RNs should they have scheduled for evenings tomorrow?
Answer
[latex]31\div{8}=3.875[/latex]
As you cannot have [latex]0.875[/latex] of a person, you would round up to [latex]4[/latex] RNs.
Next, Maria and Joseph would check the schedule to see how many staff were actually booked.
Answer
If fewer than 4 RNs are scheduled, then Maria would call in an RN according to the collective agreement provisions (typically the most senior part-time RN).
If more than 4 RNs are scheduled, then Maria would cancel RN(s) according to the collective agreement provisions (typically the most junior casual part-time RN, if no casual, the most junior part-time RN).
Remember that the collective agreement outlines time restrictions for cancellations for staff. As casual and part-time RNs require 24 hours notice, Maria may still cancel the most junior until 1500 today.
If 4 RNs are scheduled, then no further action is required.
Seniority and Equitability
In the example above, we are assuming that the collective agreement stipulates that cancellations and call-ins are based on seniority, which is often the case. However, some collective agreements will stipulate that call-ins be based upon both seniority and equitability, to reward seniority but also limit large variations in hours between junior and senior staff members. In these cases, the staffing office and/or unit clerical staff must calculate each part-time staff’s hours worked and follow parameters for assigning additional shifts based on availability, seniority and whether the staff has met hours requirements.
This excerpt from an expired collective agreement at Grand River Hospital outlines how to handle the issue of staffing seniority and equity:
The available shifts will be scheduled by seniority and availability starting with the most senior employee on the nursing unit or service department, up to 45 hours in a pay period. Once all regular part time employees in the nursing unit or service department have 45 hours, shifts will be scheduled one at a time by seniority and availability, so as to equalize hours, in the nursing unit or service department.
For clarity, shifts that become available after the schedule is posted will be offered by seniority and availability starting with the most senior part time employee on the nursing unit or service department, up to 45 hours in a pay period. Once all regular part time employees in the nursing unit or service department have 45 hours, shifts will be offered one at a time by seniority and availability, so as to equalize hours, in the nursing unit or service department.
(Grand River Hospital and Unifor-Local 1106, 2018, pp. 37, para. 5)
Grievances
It is very important the HUC and/or schedulers are aware of and follow all collective agreement provisions for cancellations or calling in extra staff to avoid a grievance. A grievance is a formal complaint alleging that the employer has violated the collective agreement. Grievances related to daily staffing are often individual grievances-for example, one person grieves that a management action (in this case completed by the HUC who reports to management) has violated their rights, such as denial of a shift or overtime (OPSEU, 2015).
Video: Grievance Procedure
Learn more about the grievance process in the short video below:
Source: OPSEU Education. (2015, June 16). The grievance procedure [Video]. YouTube. https://www.youtube.com/watch?v=vgYUToBBEns&t=1s
References
Grand River Hospital and Unifor-Local 1106. (2018). Full-Time and Part-Time Clerical Bargaining Units: October 11, 2028, to March 31, 2021 [PDF].
OPSEU. (2015, August). Legal tools: Grievances and more [PDF].
a count of the actual number of patients on a unit
the unit census plus the anticipated discharges, anticipated elective admissions, waiting ER patients, and pending transfers
a formal allegation reported to the union that the employer has violated the collective agreement
