As with any organization, knowing and properly executing the call out procedures is vital to our classes being able to run.  Call outs where no coverage is required are only acceptable for illness/emergency. An emergency is only an even that is unforeseen (ie occurs day of work), urgent (presents an immediate threat to health, safety or substantial property), and critical where it requires your personal presence (cannot be handled by another or alternative resource). Transportation challenges, school schedule changes, social events, etc are not emergencies. Illness/emergency procedure goes as follows-

1. Call the Excel main line at (518) 250-9363. Leave a brief message if no one picks up.

2. DM shift supervisor on Homebase
3. Post a general message on Homebase

All 3 of these steps must be followed when calling out for an illness/emergency.

For all other conflicts, you are responsible for securing coverage. This includes requesting coverage via the Homebase app, DMing on Homebase to other staff, calling/texting/speaking in person to other staff. Any individual who cannot follow these procedures cannot and will not be scheduled.

Adding your availability on Homebase can be done as follows-

1. Navigate to My Availability

1. Go to the Homebase website and sign in to your employee account.

2. Hover over "Schedule" at the top of the page.

3. Click "My Availability."

2. Make Your Changes

1. Click on the day of the week you want to update.

2. Enter the details for your new availability, specifying whether you are Unavailable or Preferred, and click "Add."

3. If you have an existing entry, you can click on it to edit or delete it.

3. Request Approval

1. Once all changes are entered, click "Request Approval" (usually located in the top right corner).

Depending on shift lengths, certain staff are provided unpaid breaks. During any unpaid break, staff are fully relieved of all duties and allowed to leave the premise,. The shifts that are provided a 30 minute unpaid break are:

1. Swim instructors working at least 4.5 hours or more in a given shift

2. Administrative staff working at least 6 or more hours in a given shift

All other times that staff are in the break room and on the clock, they are being paid, and may be given meaningful tasks to assist with the success of the program. These tasks may include helping check in families, cleaning, co-teaching, and guarding.

Within Homebase, staff are able to see their scheduled hours, per day. After each shift, these hours are then automatically transferred into a timecard, which gets reviewed and approved by Excel management. As such, there is no manual clock in/clock out requirement for staff. For any questions, alterations or changes to a timecard, you should speak with Excel management (Program Director) for assistance.

Instructional staff who are not assigned a teaching slot during the final portion of their scheduled shift are expected to remain productive and assist with assigned end-of-day tasks. These may include cleaning, organizing equipment, resetting teaching stations, or completing other duties as directed by the shift supervisor. Staff members who are not actively assisting and are instead found in non-work areas (such as the break room or office) without supervisor approval will be considered non-compliant with shift expectations. In such cases, the shift supervisor may end the staff member’s shift early and send them home.

Supervisors may, at their discretion, release staff early if all assigned end-of-day tasks have been completed to satisfaction.

Schedules are created monthly, and are done so based on the availability that each employee submits. The time frame for submitting next month's availability always be announced on Homebase. Once the time frame of updating availability is completed, the schedule will be created at the sole discretion of Excel management. After the schedule is created, it will then be posted. Upon being posted, staff have actively committed to those slots based on their submitted availability, and if they would like to change their schedule, are required to find coverage.