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For the latest updates on the evolving COVID-19 policies and resources for the campus community
WhentoWork
WhentoWork
WhenToWork is our online scheduling tool. Please check it out and utilize it: https://whentowork.com/logins.htm . If for some reason you do not have an account please let us know. Also, please make sure that the schedule you agreed to matches with the schedule that you see on WhenToWork. The two tabs you will be using is the 'schedule' and 'tradeboard' tabs.
On whentowork you can use the tradeboard tab to pick up shifts from your fellow co-workers and you can put up your shifts for trade ahead of time if you know you will not be able to make it.
You must post the shift that you expect to miss 2 weeks in advance AFTER your absence has been approved and to be able to find a substitute. After a week, we will contact the student employee who has a flex shift during the same time and will let everyone know the trade is no longer available. All trades now have to be approved by the management team which you will get notified for.
Proper protocol for time off
Proper protocol for time off
All Students must give at least two week notice submission via e-mail to the Student Supervisor domain. In this e-mail please make sure your subject reads "[YOUR UNIT] Requesting Time Off". In your e-mail please include the days and shifts times you will be unavailable to attend. Following your e-mail please proceed to request the time off on W2W.
After your request has been approved, place your trade on the W2W trade board.
When selecting a trade option you will have the following selections:
Trade Only, Drop Only, Trade or Drop Only.
The trade only option means that you do not wish to loose any of the hours you currently work but prefer to "swap" a shift with whoever can pick up your trade.
The Drop only option means that you wish to drop the hours for this day of absence only and you do not wish to "swap" any of your current shift's with whoever picks up your trade.
The trade or drop option only allows the person who is picking up the trade to choose if they either wish to "swap" shifts or if they wish to pick up the extra hours, given that they haven't reached the maximum hours of employment allowed for the week.
If within a week no one has picked up your shift please send a follow-up e-mail within your initial time off thread stating that it has been a week and no one has picked up your trade. This will allow us ample time to move forward with the Flex shift protocol. At this time it will no longer be your responsibility but ours as a management team to ensure that you have the proper coverage.
Please keep in mind that once we move forward with proper Flex shift protocol you will be asked to change the settings of your trade depending on who is being approved for coverage. This will be done in consideration of those who are being called in for their flex shift and who are at the minimum hours for the week. They will then have the ability to chose whether they will be picking up the additional hours or shift "swapping" for the week.
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