DoIT Internal Operations - Work Schedule, Planned and Unplanned Absence
The Internal Operations Team adheres to the DoIT Attendance Policy. Click here to see the full policy details.
Work Schedule
- Members of the Internal Operations Team will designate a weekly ongoing schedule.
- If the schedule includes onsite and remote work, staff will work onsite as scheduled.
- If a planned or unplanned absence falls on a primary onsite workday, they will adjust their schedule as described below.
- Staff may be required to attend meetings, training, and other functions onsite which may include days they would customarily work remotely. These requirements will be scheduled and communicated at least one week in advance.
Prepare to Be Out of Office
Planned Absence
- To request time off staff will email their supervisor.
- Requests for two days or less will be submitted at least three days in advance.
- Requests for more than two days in length will be submitted at least two weeks in advance.
- Staff will add the approved absence to their personal calendar by creating an event and blocking the related amount of time.
- They will also invite internal-operations-team@office365.wisc.edu to the event. Adding the planned absence to the shared calendar.
- Staff will plan so the units and/or departments they support are covered while they are away.
- This work will be done at least one day in advance of their planned absence.
- Staff will consult their supervisor with any questions or concerns about arranging coverage.
- Staff will create and publish an automatic reply during their planned absence so the units and/or departments they support know who to contact.
- If the planned absence falls on their primary onsite workday, staff will work through these steps in the following order:
- Staff will trade primary onsite workdays with another team member within the same work week or within five workdays, where possible.
- Staff will consult their supervisor with any questions or concerns about arranging coverage.
- Staff will email their supervisor, notifying them of the trade in primary onsite workdays.
- Staff will update their personal and the shared team calendar to reflect the change.
Unplanned Absence
- In the case of an unplanned absence (notice less than three days), staff will email their supervisor prior to the start of their scheduled shift.
- If able, staff will create and publish an automatic reply during their unplanned absence so the units and/or departments they support know who to contact.
- If able, staff will post a message in the Internal Operations Team Channel, letting the team know they will be out of the office unexpectedly.
- If the unplanned absence falls on their primary onsite workday, staff will:
- Trade primary onsite workdays with another team member within the same work week or within five workdays.
- Staff will email their supervisor, notifying them of the trade in primary onsite workdays. And may request to work remotely during the unplanned absence.
- If the staff member does not trade primary onsite workdays, they will use paid time off and will not work during their unplanned absence.
- Trade primary onsite workdays with another team member within the same work week or within five workdays.
Onsite Support That Falls on Remote Workday
- If onsite support is needed on a remote workday, staff will work through these steps in the following order:
- Trade primary onsite workdays with another team member within the same work week or within five workdays.
- If a trade is not possible, they will work onsite additional hours or a day of the week.
- Staff will consult their supervisor with any questions or concerns about arranging coverage.
- Staff will email their supervisor, notifying them of the trade or additional onsite hours or workday.
- Staff will update their personal and the team calendar to reflect the change.
Add Absence to Team Calendar
Using Office 365
Create New Event
From your personal calendar, create a New event.
Enter the details and invite the Internal Operations Team (internal-operations-team@office365.wisc.edu).
Select Free, so the event does not block the calendars of those who accept it.
Click Send.
See Event on Calendar
To see the event on the Internal Operations Team calendar, Go to Groups and find the Internal Operations Team.
Be sure Events is selected under Internal Operations Team.
Then click on View in calendar to see events on the team calendar.
Using Microsoft Outlook Desktop Application
Create New Event
From your personal calendar, create a New Event (Mac) or a New Appointment (PC).
OR
Enter the details and invite the Internal Operations Team (internal-operations-team@office365.wisc.edu).
Select Free, so the event or appointment does not block the calendars of those who accept it.
Click Send.
See Event on Calendar
To see the event or appointment on the calendar, select the Calendar icon. Then find the Internal Operations Team in Groups (Mac) or All Group Calendars (PC).
OR
Select your preferred view of the calendar.
Set Automatic Reply
Using Office 365
Click on the Settings icon in the top right corner of the screen.
Within Settings select Account and Automatic replies.
Enter your out of office details and click Save.
Using Microsoft Outlook Desktop Application
Click on File.
Within Account Information select Automatic Replies (Out of Office).
Then click on Send Automatic Replies. Enter your out of office details.
Click OK.
Add Onsite Workday to Team Calendar
Using Office 365
Create New Event
From your personal calendar, create a New event.
Enter the event details and invite the Internal Operations Team (internal-operations-team@office365.wisc.edu).
Select Free, so the event does not block the calendars of those who accept it.
Make recurring if your onsite workday follows a repeating pattern.
Click Send.
See Event on Calendar
To see the event on the Internal Operations Team calendar, Go to Groups and find the Internal Operations Team.
Be sure Events is selected under Internal Operations Team.
Then click on View in calendar to see events on the team calendar.
Using Microsoft Outlook Application
Create New Event
From your personal calendar, create a New Event (Mac) or a New Meeting (PC).
OR
Enter the event details and invite the Internal Operations Team (internal-operations-team@office365.wisc.edu).
Select Free, so the event or meeting does not block the calendars of those who accept it.
Make recurring if your onsite workday follows a repeating pattern.
Click Send.
See Event or Meeting on Calendar
To see the event or the meeting on the calendar, select the Calendar icon. Then find the Internal Operations Team in Groups (Mac) or All Group Calendars (PC).
OR
Select your preferred view of the calendar.