POLICY:
Advance Notice:
- Time off should be requested
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- at least one week in advance for 1-2 days
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- off, and two weeks in advance 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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PROCEDURE:
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- for delegation to ensure tasks are handled accurately and timely.
PROCEDURE:
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
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- 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.