Embedded Files
Time Off
Consistency is key to a successful program. Participants rely on seeing familiar faces, and frequent absences disrupt the trust and stability we work hard to build. As a staff member, you are expected to report to work on all scheduled days.
General Guidelines
Staff are expected to limit time off to no more than 2 days per month.
If time off is needed, it is the sole responsibility of that employee to make sure their shift is covered by finding a substitute.
Time off will not be approved without a substitute in place.
Steps to Take Time Off
Find a substitute (see instructions below)
Let your site supervisor know you will be off and who your sub will be
Fill in the Absence Tracking Sheet
Go to the Absence Tracking document on the Google Drive
Find your name on the left side of the document and fill in who your sub will be for the date you are taking off.
If You Are Sick
If you are unable to work due to illness, you must speak with a Recreation Coordinator at the CARD Office no later than 11:00am on the day you need off.
You must speak to a Coordinator, not just leave a message.
The Recreation Coordinator will assist with support and sub coverage for sick days.
How to Find a Sub
Go to the CARD ASP Staff Google Drive and select the Sub Availability Calendar
Contact all subs who are available on the day you need off. Do not send group text messages. When texting subs, say "Hi, this is (name) at CARD (school site). I am looking for a substitute to work for me on (Date) at (Shift time). Are you available to sub for me?"
The first person to respond will be your substitute. Respond with appreciation and prepare them with any helpful information. If anyone else responds after you have secured a sub, thank them for responding and let them know you have already found someone to cover you.
If you are a substitute and you accept a subbing job, change your availability on the calendar to indicate which program you are subbing at and who you are subbing for.
What if no subs are available?
Prior to the day off: If you have contacted all subs and everyone has either said no or hasn't responded, contact your Recreation Coordinator for assistance. You must speak to a Coordinator, not just leave a message. Time off is not guaranteed until a substitute is found and/or a Recreation Coordinator has authorized the time off.
For same day time off: Time off is not guaranteed until a substitute is found and/or a Recreation Coordinator has authorized the time off. If you are unable to find a substitute on the day that you would like to take off, you must speak with a Recreation Coordinator at the CARD Office no later than 11:00am. You must speak to a Coordinator, not just leave a message.
Timesheets & Work hours
Timesheets
Use the When I Work app to clock in and out for each scheduled shift.
Instructions for using the app can be found in the Timesheets folder on the ASP Staff Google Drive.
Double-check your timesheet weekly. If you miss a punch, you must manually add your time.
Forgetting to clock in or out regularly is not acceptable and may lead to disciplinary action.
⚠️ Reminder: All time entries must reflect the actual hours you worked.
Falsifying time records is considered time theft and may result in termination.
Scheduled Work Hours
Show up on time and work the full duration of your scheduled shift.
Your assigned hours are listed on the ASP Staff List in the ASP Staff Google Drive.
Do not clock in early, stay late, or work additional hours unless pre-approved by your supervisor.
If your availability changes, contact your Recreation Supervisor at the CARD office as soon as possible.
1000 Hours Rule
Part-time CARD employees may work up to 1,000 hours per fiscal year (July 1 – June 30).
Employees enrolled in PERS (Public Employees’ Retirement System) are exempt from this limit.
Breaks
For shifts between 3.5 and 6 hours, the employee may choose to take a 10 minute paid rest break.
If working between 6-8 hours in a day, employees can chose if they would like a meal break.
If working more than 8 hours in a day, employees are required to take a 30-60 minute meal break no later than the end of the 7th hour.
Example: If working 10:00-6:30- Must take a break no later than 6:00.
Example: Attending training in the morning and after school program in the afternoon. Work 9:00-1:00, 2:00-6:00 (no more than an hour break)
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