Staff Time-Off Policy and Procedures

POLICY:

1. Advance Notice:

   • Time off should be requested at least one week in advance for 1-2 days off, and two weeks in advance for 3+ days off.

2. Priority and Urgency:

   • Requests will be accommodated on a first-come, first-served basis. However, requests with higher urgency (e.g., medical reasons) will take priority. In emergencies, staff granted time off may be asked to return.

3. Considerations:

   • When requesting time off, consider the time of year, important tasks/events, and other time off requests.

4. Minimum Staffing:

   • Ensure a minimum of three staff members are available to coordinate work and handle any situations. It is best if those on duty have redundancy with those away.

5. Delegation:

   • Prepare a detailed list of responsibilities and processes for delegation to ensure tasks are handled accurately and timely.

PROCEDURE:

1. Check Availability:

   • Inspect the shared time-off calendar to ensure the dates are available. Add the "PHY Vacation" calendar to your Outlook shared calendars.

2. 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.

3. Review and Approval:

   • The Operations Specialist reviews the request for correct dates, ensures no conflicts with programming needs, and confirms a suitable substitute if needed.

   • Upon approval, the Operations Specialist will notify the employee via email and update the shared calendar.