UKG & Clocking In

WHEN I Work & Scheduling

Clocking In & Out

HR should have sent you a step-by-step guide on our timekeeping system- WhenIWork, and your employee portal ESS. Please check your emails if you need to review! 

Employee Self Service (ESS) is our Employees' one-stop shop to monitor, update, and maintain their employment information easily. Our online portal can access ESS through a phone or computer browser. I've attached the ESS User Guide for you to look over. Below are the steps for you to log into ESS for the first time:

www.chicorec.gov/ESS

Username: First Initial Last Name (Ex: JSMITH)
Password: #LastName + Last 4 digits of SSN (Ex: Joan Smith = #Smith1234) Password is case sensitive

Please note that the ESS password requires a minimum of 9 characters. If employee has a 3 lettered last name they will add the number 2 after the SSN. (Ex: #Fey00002). If an employee has a two-letter last name, they will add the number 2 and another hashtag (Ex: #Ng00002#)

When I Work is the system that CARD Employees use to record their time and submit time off requests. You will receive an automated login via email shortly after you are hired. I've attached the When I Work user guides for your reference. Please refer to those when setting up your account.

Please email HR at hr@chicorec.gov if you have trouble with ESS or your When I Work account.

Staff Schedule

We use When I Work for all Staff Scheduling. Please download the When I Work app to see your assigned meetings, training, and shifts.

• Your email and profile will be set up by the Recreation Coordinator

• You will receive an email or text alerting you to the account. Once you sign in for the first time, make sure to: 

1. Update your notifications to what best serves you- typically texting 2-3 hours before your shifts is ideal. 

2. Add a profile picture 

3. Review the below to see how to utilize the app.

Time Off

Contact Scottie, scasagrande@chicorec.gov, (530) 267-6473, as soon as you know you cannot go to your assigned shift. 

Staff are expected to work all scheduled shifts, as consistency is essential to the success of our program. Frequent absences are unacceptable, and staff are generally not permitted to take more than one day off per program unless approved by a supervisor. Additionally, no more than one staff member per program may take the same day off.

If time off is needed, it is the employee’s responsibility to arrange for a qualified substitute to cover their shift.

To find a sub using When I Work, you first need to log into the When I Work app or website. Then, navigate to the shift that needs a replacement and select "Drop Shift" or "Swap Shift". From there, you'll be able to offer the shift to available coworkers, and the first one to accept will take the shift. If you are a substitute, you can also use the app to view available shifts and accept them. 

Detailed Steps:

• Log in to When I Work: Access the app or website and log in with your credentials. 

• Navigate to the Shift: Find the shift that needs a replacement on your schedule. 

• Offer the Shift:

  • Drop Shift: To completely drop the shift and let someone else take it, select "Drop Shift." 

  • Swap Shift: To trade shifts with another employee, select "Swap Shift."

• Select Coworkers: Choose which coworkers you want to be offered the shift. 

• Send the Request: Send the request to your manager for approval, and they will approve the trade or offer. 

• Monitor Status: You can monitor the status of your request from the "Requests" view within the app. 

• Accept the Shift: If you are a substitute and see an available shift, you can select the shift and accept it. 

Hours Rules

Maximum work hours: All CARD part time employees are limited to working a maximum of 1000 hours per fiscal year (July 1-June 31) unless the employee is a member of PERS.

Breaks

• For shifts between 3.5 and 6 hours, the employee may choose to take a 10 minute paid rest break. No more than 1 employee may take a break at the same time which must be approved by the on-site coordinator or director.

• If working less than 8 hours in a day, employees can voluntarily waive their meal break.

• If working more than 8 hours in a day, employees are required to take a 30-60 minute break no later than the end of the 7th hour.

Example: If working 8:00a-5:00p- Can take a break between 11:30a but no later than 3:00p and a lunch no later than 3:45p .