CIU Representatives Report From Grievance Database
NO-17-2012
DATE : April 17, 2012
PRIORITY : For your action
TO : National Board of Directors and Branch Grievance Chairs
Sisters and Brothers:
We continue to make some improvements to our grievance database. Recently, we created a module that allows us to add information about every CIU representatives authorized to sign Grievance Presentations at the Branch level. The module helps us identify and track the status of every representative in every Branch, from Branch Presidents down to Stewards. This is the first time we have this information available electronically (it was only available on paper previously). The module also lets us generate a report, as required. It shows us – on one document – information about all CIU representatives nationally.
About the GATS Representatives Report
The Report must be treated with the upmost of care regarding confidentiality.
Members of the National Executive and National Office staff do not appear on the Report.
Representatives are sorted by Branch, then by Title with the Branch President at top, working down to Stewards.
Provides the name, title, level (1, 2, or 3) and jurisdiction (work location(s)) represented, status (active/inactive), language, change(s) in status.
When a Representative’s status changes between reports, the system keeps track and, when the system generates a report, it adds a checkmark in the “Change, and What” column of the report and the letter(s) I, J, L, and/or N next to the checkbox to indicate what changed. I=Inactive, J=Jurisdiction, L=Level, N=New.
Some of the jurisdictions identified by Branches had names that were too long to be able to fit properly on the report. Therefore, it was necessary to abbreviate some.
Members of a Branch Executive are, by default, assigned the authority to represent “ALL” jurisdictions in their Branch.
How the GATS Representatives Report will be Used
Every time grievance reports are automatically generated and emailed to Branches by our Grievance Administration Tracking System (GATS) – most Branches are set up to receive such reports every 3 months, the System will also include the report of “CIU Representatives – by Branch” together with a request asking Branches to review the report and advise the National Office of any change/update that may be required.
When the National Office makes a change/update in the CIU Representative module (by adding a new Representative, making an existing Representative inactive, changing the level of grievance for which a Representative has delegated signing authority, or changing the jurisdiction that a Representative is responsible for), the GATS will send the Report to the CBSA Redress and Compensation Directorate along with a request that invites the Directorate to update their records regarding CIU Representatives (this was always done manually beforehand).
Other Uses of the Representatives Module
Representatives’ Contact information and Distribution Lists in MS Outlook are automatically generated/updated for use of all employees in the National Office (already in place).
Representative contact information (name, jurisdiction, phone, and/or email) could be pushed to other platforms like the CIU Website or Board Members’ cell phones (privacy questions and how-to need to be investigated).
In conclusion, the first “CIU Representatives – by Branch” Report is attached for your review. It would be greatly helpful if you could look it over and provide the National Office with information about any update/change, or suggestion for improvement.
Thank you,
Michelle Tranchemontagne
Director and Legal Counsel
