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Leave Calendar Guide for Departmental Administrators

Article Summary

Leave Calendar Guide for Departmental Leave Calendar Administrators.

Table of Contents

Access your departmental leave calendar(s)

  1. Login to the IT Helpdesk system at helpdesk.ok.ubc.ca
  2. In the left-hand menu, choose Calendars[1]
  3. All calendars that you currently have access to will appear in the CALENDARS box.

Customize Your View

By default, the main calendar view will display all events for the current month for the selected calendars.  You can also:

  • Increase the size of the main calendar viewing area
    • Hide the left-hand navigation menu by clicking the  <<  icon in the MAIN MENU header

  • Show or hide events for specific calendars
    • In the Calendars box, check or uncheck the checkbox to the left of the calendar name
    • Alternately, use the Show All checkbox to show or hide events for all available calendars.

  • Choose to have the calendar displayed in Month Mode or Day Mode

  • Use the Previous and Next buttons to move the calendar backward or forward in time

  • Jump to another month or day using the Mini-calendar Navigator

    • JUMP TO MONTH: Use the left or right arrows until the desired month/year is displayed in the blue header area.  Click the Month name to jump to that Month.  Alternately, you can type any date in the text field and click the ‘Go To’ button.
    • JUMP TO DAY: Use the left or right arrows until the desired month/year is displayed in the blue header area.  Click the Date to jump to Day view for that particular date.

View/Edit/Cancel Events

By default, all events for the selected calendar are shown in the main calendar area. The colour-coded entry will show the Event Code and Contact Name.

  1. Click the individual event to view additional details
  2. From the pop-up window, you can choose to Edit, Cancel or Export the event to your Outlook Calendar

You can also use the Search (located to the right of the Month and Year heading) to filter events that are displayed on the main calendar view.  

To view all calendar events in List View:

  1. Click the Edit icon to the right of the Calendar name 
  2. Click the Calendar Events tab
  3. Use the Quick Search to filter events, or sort event listing by any of the column headers (i.e. Event Type, Event Contact)
  4. To return to the main calendar view, click the blue CALENDARS heading, or the Calendars link in the left-hand menu

Event Codes

Add New Event

  1. Click the Add New Event link at the top of the page or click the Date on the main calendar area to add a new event for that date

  2. The Add Calendar Events page will load

  3. In the Calendar dropdown box, ensure the desired Leave Calendar is selected
  4. Select the Event Type
  5. Enter a Subject [optional]
  6. For Time Entry, choose either Time [default] or Percentage
    1. Time: Utilize time-based entry for ‘All Day’ events, or events based on a start and end time.
    2. Percentage: Utilize percentage-based time entry to have the start and end time calculated automatically for part-time leave, based on a 7-hour work day for staff and an 8-hour work day for faculty.  Percentage-based time entry is not available for events that are considered to be 'all day’ events, nor is it available for departmental or campus-wide events.
  7. TIME-BASED ENTRY
    1. Select Start and End Date for the event
      1. Click the Quick Help icon for Part-time Leave Calculations
    2. Indicate if this is an ‘All Day Event’
      1. ‘All Day’ events are considered as either 7 or 8 hours, dependent on employment group.
  8. PERCENTAGE-BASED ENTRY
    1. Select Date for the event
      1. Click the Quick Help icon for Part-time Leave Calculations
    2. Select Percentage
  9. Indicate if this Event repeats (Never, Daily, Monthly or Yearly)
    1. Add any Exceptions to the Event Recurrence if required
    2. See Recurring Events for additional information
  10. Select the Contact Name
  11. Indicate if this is an ‘Off Campus’ event
  12. Indicate Location of Contact [optional]
  13. Enter Event Description [optional]
  14. Click Save

Recurring Events

Utilize Event Recurrence to schedule events that span multiple days or weeks, or recur at a specified interval. 

  1. In the ‘Repeats’ dropdown box, choose the frequency (Daily, Weekly, Monthly, Yearly) with which you want the event to recur.

  2. Select options for the frequency.
    1. Daily

      1. Use the ‘Every weekday’ option to exclude Saturdays and Sundays from an event that recurs daily over a specified period of time.
    2. Weekly

    3. Monthly

    4. Yearly

  3. Add any Exceptions to the event recurrence if required.

View Your Own Events

All faculty and staff can view their own individual events through the Calendar view, or under their Profile in the IT Helpdesk system.

Calendar View

  1. Login to the IT Helpdesk system at helpdesk.ok.ubc.ca
  2. In the left-hand menu, choose Calendars
    All events are shown in the main calendar area
  3. See Customize Your View for additional viewing options

My Profile View

  1. Login to the IT Helpdesk system at helpdesk.ok.ubc.ca
  2. Under your name, click the ‘My Profile’ link (white box in left-hand column)
  3. Click the Leave tab
  4. Select the Year [defaults to Current Year]
    The Total Number of Hours for each event type are displayed, including remaining vacation hours [2]
  5. Click the [+] to expand the Details for a detailed listing of Events, including Date and Event Type

Run Leave Report

  1. Login to the IT Helpdesk system at helpdesk.ok.ubc.ca
  2. In the left-hand menu, choose Reports > Leave

  3. The Leave Report options page will load
    1. See Leave Report Options for details
  4. Specify options and click Preview button
  5. At the top right of the Report header, choose to view a Print-friendly version of the report, or Export the report to CSV for viewing in a spreadsheet

Leave Report Options

CALENDAR Select the Leave Calendar
Only events for the specified Leave Calendar will be included on the report.
YEAR: Enter the Year [defaults to current year]
Only events for the specified year will be included on the report.
ENTIRE YEAR or FROM/TO DATE Check ‘Entire Year’ checkbox to include all events for the specified year. Alternately, enter a From and To date to include only those events for the specified date range.
NAME Leave the Name field blank to include events for all contacts. Alternately, enter a First or Last Name to include only specified individuals. To query for more than one name, separate each name with a semicolon.

Note: For additional help on querying names, hover over the Quick Help icon.
SHOW CONTACTS WITH RESULTS ONLY Check this option if you’d like to EXCLUDE those individuals that don’t have any events from your report. Otherwise, all contacts will appear, some with 0 hours.
REPORT TYPE Detail
For each contact, includes Total Number of Hours for each event type, as well as a detailed grid view for all dates.

Summary
For each contact, includes Total Number of Hours for each event type.

List
For each contact, includes a list of all events (Date, Time, Event Type, Hours, Description).
SHOW DATES WITH RESULTS ONLY Check ‘Show Dates with Results Only’ to hide dates from the Detail report that have no events. Otherwise, a row for each day in the specified year or date range will be displayed.
EVENT TYPE Check Show All to include all event types. To run a report for only specified event types, uncheck Show All, and select individual types. To select multiple event types, hold down the CTRL key while you click.

Run Calendar Membership Report

The Calendar Membership report includes, for each calendar and a specified year, a list of individuals who are currently part of the leave calendar and their Employee ID, Department, Service Start Date, Vacation Carryover (from the previous year), Vacation Allocation (from the specified year), Vacation Used (within the specified year), and Vacation Remaining (for the specified year).  

The report can be exported to Excel and used by the departmental leave calendar administrators for the purpose of reporting new vacation allocation and carryover – the exported report will include three additional fields of information, being the Contact ID (used to import the data back into our system) and blank columns to enter Carryover and Allocation (for the next year).

The updated Excel documents should be provided to Human Resources, at which point they’ll be compiled and imported into the system.  The Contact ID field should not be modified in any way.

To access the new Calendar Membership report:

  1. Login to the IT Helpdesk system at helpdesk.ok.ubc.ca
  2. In the left-hand menu, choose Reports > Calendar Membership
  3. Under the Calendar dropdown, choose which calendars to include in the report.  
    1. “All” calendars will be included by default.
  4. Enter the year to generate the report for.
  5. To export the report to an Excel document, click the “Export to CSV” link.

  6. Choose to Open the CSV file with Excel, or Save the file for accessing at a later point.
  7. Format the Excel worksheet as desired (i.e. increase column widths), ensuring that the Contact ID column is left intact/untouched.
  8. Enter in both the vacation carryover hours for the next year, and new vacation allocation.

  9. Save the Excel file and provide to Human Resources.  The new vacation allocation will then be imported into the IT Helpdesk system.

Contacts

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] If your Vacation Allocation for the current year has not been entered, or is not correct, please contact Human Resources.

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