POLICY:
Advance Notice:
- Time off should be requested at least one week in advance for 1-2 days off, and two weeks in advance
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- for 3+ days off.
Priority and Urgency:
- Requests will be accommodated on a first-come, first-served basis. However,
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- requests with
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- higher
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- urgency (
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- e.g., medical reasons) will take priority.
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- In emergencies, staff granted time off may be asked to
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- return.
Considerations:
- When requesting time off,
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- consider the time of year, important tasks/events
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- , and other time off requests
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- .
Minimum Staffing:
- Ensure a minimum of three staff members are available to coordinate work and
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- handle any situations. It
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- is best if those on duty
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- have redundancy with those away.
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Delegation:
- Prepare a detailed list of responsibilities
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- and
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- processes
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- for delegation to ensure tasks are handled accurately and timely.
PROCEDURE:
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Check Availability:
- Inspect the shared time-off calendar to ensure
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- the dates are available.
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- Add the "PHY Vacation" calendar to your Outlook shared calendars.
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Request Submission:
- Send an email request to the Operations Specialist, including the dates or time of the day needed (personal information is not required). The request will be reviewed for approval.
Review and Approval:
- The Operations Specialist reviews the
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- request for correct dates, ensures
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- no conflicts with programming needs, and
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- confirms a suitable substitute
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- if needed.
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- Upon approval, the Operations Specialist will notify the employee via email and update the shared calendar.