Policies and Procedures

scheduling

Emma, Director of Operations, is responsible for releasing the weekly schedule on When I Work (WIW).

• Sometimes your times and responsibilities may shift due to upcoming events and ambassador availability, but they'll likely remain the same from week to week.

• If there is an issue on the day of your shift, please check in with your LC on duty.

• Your shifts will be assigned to you on WIW; you must CONFIRM your shifts on WIW.

• Any and ALL scheduling issues that are not immediate concerns (day-of) should be discussed with Emma.

How to schedule time off?

You're encouraged to schedule off as soon as you know the days/hours you won't be available.

• For example, request off on the mornings you have an exam, or on the days you have a vacation scheduled.

To schedule time off on WIW:

• MUST request at least 7 days in advance.

• Time Off Type is: "Personal (unpaid)"

• Select: "All Day" or Your exact times

• Message examples: "Exam" or "Birthday"

Swapping shifts

If you are needing to swap a tour shift with someone else, aim for at least 2 days notice.

• MUST ask other ambassadors to find coverage by using the #cansomeonecoverme channel of Slack.

• If no one respondes on the Slack channel, start messaging ambassadors directly

• If you cannot find coverage then YOU are still responsible for coming to work

• Anytime you swap a shift, please communicate that with Emma by DMing her on Slack.

The following are the only reasons why you can Drop a shift and NOT show up :

• • You experience a personal loss

  • Medical Emergency: NOT routine/previously scheduled care

  • Your power is out or your wifi is down. Please try to Slack an LC so we can cover you.

clocking in / out

• • You clock in/out on the PASS app located on your AccessUH.

  • You are allowed to clock in up to five minutes early before your shift starts.

  • If you forget to clock in/out, Slack Kyle so that he can correct your timesheet (and so you can get paid correctly!). Putting a comment on your PASS account does not notify Kyle--you must message!

  • Set alarms or mark your planner to make sure you clock in/out correctly. LC will also remind you at the beginning/end of your shift.

  • You are ONLY allowed to clock-in when working on ambassador specific responsibilities as outlined by your WhenIWork schedule, or LC projects if your tour gets cancelled/you finish what you were scheduled for early, or in need of more hours.

  • This not a job where you can do homework, watch Netflix, etc. while on the clock. If you need time off for personal obligations, use the "How to Schedule Time Off?" section.

  • For additional policies, check this work study handbook. Even if you are not a work study student, we abide by the policies outlined for student and staff expectations.

CLAWS

what happens when you get a claw:

Progressive discipline is a process for addressing job performance behavior that does not meet expected and communicated performance standards. The purpose of a Progressive Discipline Plan is to help you with understanding a performance problem, provide coaching and opportunity for improvement, and create a plan of action for improvement.

Progressive Discipline has two basic goals:

1. Align employee performance or behavior with the expectations of the department standards and expectations

2. Encourage professional growth, reflection, and planning

The Progressive Discipline Plan is a 3-step process that follows:

1. CLAW ONE: Coaching Conversation and Written Warning. If we notice a consistent problem, this is the initial conversation to make you aware of the problem. This serves as a developmental conversation to get down to the problem. It’s also where we can learn if there are unknown factors contributing to the problem. Ideally, we come to a mutual understanding, the situation improves, and the process ends.

2. CLAW TWO: Performance Development Plan (PDP). This formalizes our concern about ’s performance or behavior and outlines the potential consequences that could follow if the behavior or pattern doesn’t change. This will serve as an improvement plan that the you will develop, both parties will sign, and that you will put into action. See form attached. If the employee chooses not to participate in the coaching plan, they are automatically eligible for termination.

3. CLAW THREE: Final warning (Subject to Termination). After a timeframe, specified in the coaching plan, if the problem is not satisfactorily addressed, the department and employee will be forced to part ways.

*This is not an extensive list. If other actions that can impact your productivity of professionalism are noted, it will be brought to your attention in counseling. Progressive Discipline Plans do not apply to violating outlined policies set by the university related to student employment.

Dress Code

Whenever you are scheduled to be client/guest facing (meaning interacting with campus guests with a camera on) you MUST be in dress code. This includes anytime you are scheduled to give a virtual tour, complete a requested call, give presentations, or work virtual events. The required dress code includes: your polo or a red UH shirt and black/khaki shorts or pants or skirts.

• • If you are scheduled for calls, then you are welcome to wear whatever you want. Unless its a zoom call then you have to wear a polo or red UH shirt.