The following procedures outline how to call out if you cannot make a scheduled shift:
- Make requests for substitutes no later than 48 hours before you will miss a shift. If the call-out procedures are not properly executed, the absence will be considered unexcused.
- Log in to the paddockstudents gmail account. The password for this account will be emailed to students and staff during the first week of term.
- Navigate to the Google Calendar. Click on the shift you will be missing. Edit the event title to “SUB NEEDED for (Your Name)” and change the color of the event to red. Be sure to save the changes for ‘Only this event.’
- The current sub list is preset in the paddockstudents account. Simply type the current term title and the list appears (ex: X17 = Summer Term 2017, W16 = Winter Term 2016, F17 = Fall Term 2017, S17 = Spring Term 2017).
- Make the subject line of your email: “SUB NEEDED for (Your Name) Mon. Oct. 11 2-4pm.”
- Put the reason for missing the shift in the body of the message and send. Remember, only academic conflicts, illnesses with a doctor’s note, and family emergencies are considered excused.
- If someone is able to take your shift, they should reply all so that everyone knows the shift is taken, and you won’t receive multiple responses for the same shift.
- If someone responds to your request, send an email to the group confirming that the shift has been taken. Then, go back to the Google Calendar and update the shift event. The title should read “(Sub’s Name) SUB FOR (Your Name)” and you should change the color of the shift to dark blue.
Once the regular student arranges to have another student sub and notifies the staff, the sub assumes the regular responsibilities of the shift and will be held accountable for missing the shift.
Consider permanently exchanging shifts for times which are repeatedly missed due to conflicts (e.g.: labs, x-hours, extra rehearsals, athletic team practices, etc.) You are expected to substitute for one another at the same rate as your call out rate. For example: If you call out for a substitute three times during the term, you should also act as a substitute about three times during the term. A high call-out rate will result in a reduction of hours per week in subsequent terms. Calling out for 5 or more shifts per term will result in termination.
If you have tried to find a sub and can’t, then the expectation is that you will come in for your regularly scheduled shift. If you have a final exam scheduled during one of your shifts and you can’t find a sub, you are excused from your shift with no penalty provided you let the Library Supervisor know in advance.
Remember, last-minute or same day changes should also be phoned in, not just emailed in, to Paddock Library 603-646-3234. Staff may be at meetings or not in their email accounts, so you need to contact someone directly to make sure we know what to expect.
You are welcome to substitute for as many shifts as you like, but you may NOT exceed forty hours of work per week across all campus jobs. If you are an international student, you may not exceed 20 hours per week.