Scheduling Procedures

• Schedules will be released at least two weeks before the start of shifts and released monthly.
• Employee Responsibilities
  • Within 2 business days of the schedule being posted, bring up any issues with the schedule that need to be changed.
  • Shift Coverage
    • After 2 business days have passed, it is your responsibility to get your set-ups, pre, and post-checks, or event shifts covered.
    • Emergencies or last-minute changes. (If something comes up 24 hours or less before your shift and you cannot come into work the following are the steps to find coverage.)
      1. First, alert the Events & Scheduling Teams channel and make sure to tag the channel by typing @Events & Scheduling.
         • One note: You do not need to include personal or private details as to why you are not able to come in, this is just to alert the whole team that we need to shift around coverage.
      2. Reach out to other Event Managers to find someone to cover your set-ups, pre and post-checks, or event shifts.
         • When coverage has been found, post in the Events & Scheduling Teams channel so Jeremy can change the assignments in Mazevo.
      3. If you cannot find coverage, alert Jeremy that you cannot find coverage.
      4. Jeremy, Andree, and Laura will attempt to find coverage or cover the set-ups, pre and post-checks, or event shifts themselves.
  • Shift Attendance
    • All start and end times for shifts will be published in Homebase.
    • There is a 7-minute grace period after the beginning of your shift. If you clock in after 7 minutes, it is considered late. 
    • The first missed or late shift will result in a verbal coaching session to review expectations and discuss what is needed to ensure a timely arrival to work.
    • Subsequent missed or late shifts will result in a written warning or final written warning and termination.

Homebase:

Homebase is online software that we use to schedule shifts for each week. You can access it on your personal computer, through the app on your phone, or on the office computer. It allows you to update your availability, including times you are unavailable such as for a class. It also allows you to express preferred times. If you need to take time off you can also request a time off request. Please do this as soon as possible, and at least a week in advance for regular shifts. This includes breaks and finals weeks, otherwise, it will be expected you will work your normal times.

Homebase also allows you to automatically receive shift reminders if that is helpful. If you have a non-emergency conflict and would like to swap a shift, please use Homebase to try to swap shifts with another event manager. Keep in mind that all shift changes must be approved.

We share the Homebase software with the rest of the student Union areas, so please do not claim any shifts for any other departments. Do not try to swap or cover open shifts from other departments. 

Types of Shifts:

Event Managers will work "Regular shifts" and "Event shifts". Both types are scheduled in Homebase so managers can know their complete schedule and receive reminders.

Regular shifts are repeating shifts that can be spent helping with events, setups, cleanups, AV testing, or working at the desk. Regular shifts will typically follow the same weekly schedule all semester long and are during business hours 8 AM-5 PM Monday through Friday. Typically there will be no more than 2 event managers in the office working a regular shift at the same time.

Event shifts are shifts that require the Event Manager to stay present at an event such as running a mixer or a livestream. These shifts will be scheduled as much in advance as possible but keep in mind, we sometimes get last minute event changes or requests that may require an event shift. These shifts will be published as "open" in Homebase, so event managers can claim them as soon as they become available. Event Managers should treat event shifts as more important and try to stay true to their commitment to work them. A small amount of detail will be provided in each open event shift in Homebase so that managers can know what to expect when claiming them. All claimed shifts must be approved.