Time Off Requests

We are getting a lot of last minute unpaid time off requests.  We wanted to remind you of the process for unpaid time off:

    • Time off needed in excess of 24 hours
    • Need to be submitted in WIW with at least 7 days advanced notice
    • Requests can be submitted via When I Work with a reason for approval (requests without a reason will not be approved)
    • During time off you do not need to maintain your 3 full nights availability requirement
    • Holiday time off approval is limited during holidays for operational needs
      • Thanksgiving Break, Spring Break, etc. 
    • Needs to be approved by Front Desk Team before student(s) can be excused from shifts for those days
    • Requests will be process during UHS business hours (requested submitted over the weekend will not be approved)
      • Monday-Friday 8:00am-5:00pm

No Time Off Request is guaranteed until it is approved by the FDT.

 

 

 

Room Change Process

Sometimes our OA’s get asked questions about items they don’t know the answer to.  At this time, we wanted to inform you of the Room Change Process if any residents asks for assistance.

Room Changes are available between January 27-February 6.  The resident needs to email the Residential Life Coordinator (RLC) for their building to request a room change. It is quite simple!

 

Cleaning Process

As a quick reminder OA’s are expected to keep the front desk cleanly and in order. There is a cleaning log in the OA shared drive to reference on when to clean and what to clean. Make sure you are checking the log every other day. We’ll send reminders for the first two weeks to help everyone remember.
Some notes:
  • Please clean and leave the desk how you want to find it next time you arrive to your next shift. We want to maintain a professional environment and a clean desk is paramount to this.
  • There are not small trash cans at each desk, but there are trash cans in every lobby. Utilize these trash cans.”  “There are no small trash cans at each desk, but there are trash cans in every lobby. Utilize these when removing litter.
  • In the cleaning log there is a page for every desk, please fill the log out properly.
Lastly, if you are running low on cleaning supplies, please contact us so we can replenish them. Happy cleaning and welcome back.

Calling in Sick

We wanted to remind OA’s of the process for calling in sick to your shift ahead of your scheduled shift and during your shift.

  • Prior to your scheduled shift: If you begin to feel sick, please notify the Community Desk Team via email to the res-life-frontdesks@sjsu.edu with a subject line of Sick. DO NOT put in a drop/swap request as sick time is considered different. Unauthorized swaps of shifts outside of When I Work or supervisor approval could result in a dismissal of the OA position.
  • During your shift: If you begin to feel sick and need to leave your shift, notify the Community Desk Team. If you do not clock out of your shift, this will be considered a no show and could result in a dismissal of the OA position.

If your sickness lasts beyond 72 hours please provide medical documentation. The documentation should include the employee’s name, the date and time the employee was seen, and if applicable, a specific instruction regarding the employee’s incapacity to perform his or her job.

 

 

Drops/Swaps

We have been seeing a lot of drop/swaps without a reason provided.  Here are some reminders to follow when requesting a Drops/Swap:

  • Submitted 48 hours in advance from the shift requesting to drop
  • Put in a Reason for the request
    • Requests will not be approved without a reason
  • Needs to be accepted by another student
    • Requests not accepted are still the responsibility of the student assigned to the shift.  Failure to show up for the shift will result in a no show
  • Requests will be processed/approved during UHS business hours (requested submitted over the weekend will not be approved)
    • Monday-Friday 8:00am-5:00pm
  • Unauthorized swaps outside of When I Work could result in disciplinary action i.e. loss of hours