Create a new Departmental Leave Calendar

• Step 1: Create the Calendar
• Step 2: Assign Permissions
  • Add Permissions for Individual Department Members
    • Exception – Add permission for contact outside of department
    • Exception – Remove department member from calendar
  • Add Permissions for Departmental Calendar Administrator(s)
  • Add Permissions for HR Leave Calendar Administrator
• Step 3: Set-up Calendar Events
• Step 4: Assign Event Approvers as Required
• Step 5: Verify Calendar Creation
• Step 6: Add Permissions to Calendars and Leave Report
• HR Leave Calendar Administrators

Step 1: Create the Calendar (HR-only)

1. Login to the IT Helpdesk system at helpdesk.ok.ubc.ca
2. In the left-hand menu, choose Calendars^[1]
3. Click the small green above the list of available calendars.
4. Enter the Name of the calendar
   1. The Name should indicate the department and what the calendar will be used for, i.e. "IT – Leave". This will help eliminate confusion for the HR Leave Calendar Administrator with access to multiple Leave calendars.
5. Select the Department that the calendar is applicable to.
6. Enter the Description of the calendar.
   1. You may want to indicate what the Calendar will be used for, and what events are included.
7. Click Save

Step 2: Assign Permissions

Now that you have created a new calendar for a department, you need to assign permissions. Assigning permissions will enable individual members of that department to view and/or enter their own events, or enable department administrators to enter events on behalf of others.

The defined permission set-up for a departmental Leave calendar is:

• All members of the department can view their own individual events.
• Designated departmental calendar administrator can create events for any member of the department, or any contact that has explicitly been added to the calendar.
• A designated HR Leave Calendar Administrator has full access to the calendar.

Add Permissions for Individual Department Members

1. Click the Permissions tab
2. Click the Add New link
   

   

3. Under the Category dropdown, select Department
4. Under the Department dropdown, select the Department
5. Under the Access Level dropdown, select Level I
6. Under the Hide Contact dropdown, ensure that No is selected. This will allow the Calendar Administrator for this department to assign events to all members of the department.
7. Click Save

Exception – Add permission for contact outside of department

If an individual should be included in this calendar, but they are not a member of the department selected above, follow the steps below:

1. Under the Permissions tab, click the Add New link
2. Under the Category dropdown, ensure that Contact is selected
3. Under the Contact dropdown, select the name of the contact
4. Under the Access Level dropdown, select Level I
5. Under the Hide Contact dropdown, ensure that No is selected. This will allow the Calendar Administrator for this department to assign events to this contact.
6. Click Save

Exception – Remove department member from calendar

If a contact that is part of the department for a Leave Calendar should not be included in the calendar for any reason, follow the steps below:

1. Under the Permissions tab, click the Add New link
2. Under the Category dropdown, ensure that Contact is selected
3. Under the Contact dropdown, select the name of the contact
4. Under the Access Level dropdown, select Deny
5. Under the Hide Contact dropdown, select Yes. This will ensure that no events can be assigned to the contact for this calendar.
6. Click Save

Add Permissions for Departmental Calendar Administrator(s)

1. Under the Permissions tab, click the Add New link
2. Under the Category dropdown, ensure that Contact is selected
3. Under the Contact dropdown, select the name of the departmental calendar administrator
4. Under the Access Level dropdown, select Level IV
5. Under the Hide Contact dropdown, select Yes or No.
   1. Select Yes if this contact has been added to another calendar, i.e. if someone from another department is reporting their leave.
   2. Select No if events will be assigned to this contact under this calendar.
6. Click Save

Repeat the above as necessary for each departmental calendar administrator.

Add Permissions for HR Leave Calendar Administrator

1. Under the Permissions tab, click the Add New link
2. Under the Category dropdown, ensure the Contact is selected
3. Under the Contact dropdown, select the name of the HR Leave Calendar Administrator
4. Under the Access Level dropdown, select Level V
5. Under the Hide Contactdropdown, select Yes. This will ensure that no events can be assigned to the HR Leave Calendar Administrator for this calendar.
   1. The only instance where this will be No is for calendar assigned to the department that the HR Leave Calendar Administrator is a part of, i.e. the Human Resources leave calendar.
6. Click Save

Step 3: Set-up Calendar Events

This step allows you to configure which Event Types will be excluded from the calendar.

The defined events included in each departmental Leave calendar are:

• BCGEU - Paid Leave (BGPAID) *
• Bereavement (BR) *
• Christmas Leave (CHR) *
• Compassionate Leave (COMP) *
• Deferred Salary Leave (DEFSAL) *
• Education Leave (ED) *
• Exchange Leave (XCH) *
• Fire Fighting (FIRE) *
• Jury Duty/Court Duties (JRY) *
• Leave for Union Officers (UNOF) *
• Leave in Special Circumstances (SPCI) *
• Leave Requested by University (UNI) *
• Leave Without Pay (LWOP) *
• Maternity Leave (MATLV) *
• Medical Appointment
• Parental Leave (PARLV) *
• Part-time Retirement Leave (PTRET) *
• Political Activity (POLI) *
• Sabbatical Leave (SABB) *
• Sick Leave (S) *
• Sick Leave (Family) (F) *
• Sick Leave - ILI (ILI) *
• Special Leave (SPLV) *
• Study Leave (STDY) *
• Time Off in Lieu *
• Vacation Leave (V) (Optional)
• Worksafe BC (WCB) *

* Restricted event. Only calendar owner and/or permitted users can add events of this type.

1. Click the Excluded Events tab
2. Under the Campus-wide Event heading, click the Select All^[2] link
3. Under the Department Event heading, click the Select All^[3] link
4. Under the Individual Event^[4] heading, check all events except those listed above.
   1. As these are ‘excluded events’, you want to check all events that should not be available in the calendar.
5. Click Save

Step 4: Assign Event Approvers as Required

You may want to have the departmental calendar administrator (or other individual) approve certain events after they’ve been added to the calendar by an individual department member. Events with one or more assigned approver(s) are marked as ‘pending’ until the approval has been given.

1. Click the Approvers tab
2. Click the Edit link for the Event Type you’d like to add an Approver for
3. Under the Add Approver dropdown, select the name of the Approver^[5]
4. Click Add

Repeat steps 3 and 4 as necessary. Note that if multiple approvers are specified, approval for that event type is required from only one of the selected approvers.

To remove an approver, click the ‘Remove’ link to the left of the approver name.

5. To return to the calendar details, click the calendar name at the top of the screen.

Step 5: Verify Calendar Creation (HR-only)

1. In the left-hand menu, choose Calendars^[6]
2. The calendar name (specified in Step 1) should appear in the list of available calendars.

Step 6: Add Permissions to Calendars and Leave Report (HR-only)

The next step is to add permissions for Departmental Leave Calendar Administrators to the ‘Leave Calendar Administrators’ group. This group gives its members access to the Calendars and Reports left-hand navigation options, as well as the Leave Report.

1. In the left-hand menu, choose Administration
2. Under the Groups tab, click Leave Calendar Administrator group
3. Click the Members tab
4. In the Add Member drop-down box, choose the contact you’d like to add
5. Click the Add button

HR Leave Calendar Administrators

Debbie Oakley
debbie.oakley@ubc.ca
78861

Tracey Hawthorn
tracey.hawthorn@ubc.ca
78619

Tena Mckenzie
tena.mckenzie@ubc.ca
78183
HR Leave related questions

[1] If you do not see a ‘Calendars’ link in the left-hand menu or are unable to access any of the options listed above, please enter a work request to have access set-up.

[2] This excludes all campus-wide events from the calendar.

[3] This excludes all departmental events from the calendar.

[4] Individual Events are events that pertain to a single individual only.

[5] Only calendar owner and permitted users (Access Level IV or V) will appear in the dropdown.

[6] If you do not see a ‘Calendars’ link in the left-hand menu or are unable to access any of the options listed above, please enter a work request to have access set-up.