GENERAL NOTE: The Circulation Services Manager has complete oversight of the desk schedule to ensure adequate coverage on a daily and ongoing basis.

VACATIONS, INCLUDING HOLIDAYS / SPRING BREAK / EXTENDED HOURS:

• ACS staff should understand that service desk coverage is critical and is a priority for all. All employees are encouraged to volunteer when staff shortages occur due to unexpected illness or absences, including vacations.

• It is recommended that all departmental staff will provide vacation notification as early as possible, giving a minimum of 3 weeks notice whenever possible.

• Prior to granting vacation leave, the unit supervisor is responsible for checking the ACS Master Calendar to review coverage for the day(s) in question. Special caution should be taken when considering vacation when more than 3 ACS staff are already scheduled to be off on any given weekday, or more than 1 ACS staff is already scheduled to be off on any given weekend day, as well as during extended hours, spring break, and holidays. Supervisors of evening and weekend staff should also consider the impact of operations during these times of limited staffing, and work with the employee to arrange for sufficient coverage in advance. Supervisors may use their judgment when granting leave, or may consult with ASMT colleagues, as needed. Exceptions to allow more than 3 individuals to be out should be granted on a case by case basis in light of departmental needs and considerations.

• After approving any vacation leave, the supervisor will annotate the employee’s vacation on the ACS Master Calendar (and SSHL calendar through August 2006) in the following format: Employee Name: Vacation – Approved by Supervisor Initials, Date of Approval.
  

ILLNESS:

• All staff calling in to report an unexpected, same day absence, must speak directly with a person, and should not send an email or leave a phone message. If no one can be reached at the Circulation Desk, staff may attempt to contact the Library Facilities Department at 858-534-0874.

• Calls made to the Circulation Desk regarding unexpected absences should be forwarded to the Supe-in-Charge that hour, who will make appropriate notes on the daily desk schedule posted by the ACS entrance, review the desk schedule for the day and make any needed arrangements to cover all shifts, or delegate this task to the ACS Administrative Assistant, if available.

• All staff are responsible for reviewing the posted daily desk schedule as they arrive at work to determine whether staff in their unit are unexpectedly out for the day, as well as to determine if any desk hours have been reassigned.
  

ADDITIONAL NOTES FOR HOLIDAYS / SPRING BREAK / EXTENDED HOURS:

• The ACS Administrative Assistant is responsible for highlighting and annotating all holidays, spring breaks, and extended hours on the ACS master calendar at the beginning of each term, so that supervisor’s can clearly identify these special times when reviewing the calendar to approve leave time.

• In general, ACS employees are expected to sign up for (or will be assigned) holiday/extended hour shifts each quarter. The number of shifts assigned to each person may vary by term and will depend upon the number of shifts in need of coverage and available staff. Exceptions will be granted on a case by case basis in light of departmental needs.

• Once an employee has signed up for a shift, that employee is responsible for getting a substitute to fill a holiday/extended hour shift they are subsequently unable to cover. The substitute will be reported ahead of time to the ACS Administrative Assistant, who will note the change on the ACS master calendar.

Reviewed and approved by ASMT on 5/24/06. Introduced to all ACS staff at the June 15, 2006 ACS All-Staff Meeting.