Black-Out Pathway

How to Take a Black-Out Period

In instances where it becomes unavoidable to step away from UQMS responsibilities, it is crucial to communicate effectively to ensure a smooth transition during your absence. During these blackout periods, it is imperative to inform both your team and relevant UQMS executive and management committee members about your time off by following the steps below:

Check here to find the UQMS directory, and reach out to the management/executive committee member directly overseeing your portfolio to take over any immediate tasks during your Black-Out period.
Write a brief handover of what immediate tasks may need to be attended to during your Black-Out period. Feel free to use this Black-Out Handover Template.
Email the relevant volunteer/s on your team, as well as your relevant Management Committee member, with the dates of your Black-Out, the handover, and a query as to whether they will have the capacity during that time to take charge of the immediate tasks that may arise. If they do not, repeat this process with an executive committee member. If both volunteers do not have capacity, contact your relevant Management Committee member to discuss appropriate alternatives.
Set your email to direct people to the relevant volunteer during your Black-Out period using “Settings > General > Out-of-Office AutoReply”. You are welcome to use the following template:

Subject: Out of Office

Message:

Hello,

Thank you for your email. Unfortunately, I will be unavailable starting (Starting Date) through (End Date).

If you need immediate assistance during my absence, please contact (Contacts Name) at (Contacts Email Address). Otherwise I will respond to your emails as soon as possible upon my return.

Warm regards,

(Your name)

Enjoy your Black-Out period!
Following the conclusion of your Black-Out period, ask the relevant volunteer/s to return a handover document to you (feel free to use the “Post-Black-Out” section on the Black-Out Handover Template), and deactivate your “Out-of-Office AutoReply” on your email.

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