Procedure To Follow If You're Going to Be Out During Your Regular Hours

Procedure To Follow If You're Going to Be Out During Your Regular Hours

This applies to vacation time, sick leave, unpaid time off, etc.

Please follow these procedures if you will be out of office during your regular work hours. 

1. Block off the time on your calendar so no appointments are scheduled for you. If you are too sick to do this, ask the Office Admin to do it for you. Please make sure the Office Admin is in the office if you make this request. Otherwise, please ask someone else who has access to your calendar to do it for you. (If you're not sure who has access, ask a senior staff member.) 

2. Inform Office Admin via email or Slack (if you're sick on short notice, Slack) so she can add the info to the GGIT calendar. 

3. Put an Out of Office reply on your email if you will be out for a full work day or more. (OWA>Settings>Automatic Replies). Always include the support email address and the office number as an alternate contact.

4. So that auto replies are handled correctly by internal mailboxes such as the support mailbox, your OOO reply must contain the following phrases: 

Message Subject contains: Automatic Reply
Message Body contains: out of the office

The following is our standard out of office message. Unless there's a reason to diverge from this, use this message:
      
Thank you for your message. I am out of the office and unavailable until [day and date]. If your message is urgent, please send a support request to support@geekgirlsit.com or call the office at 347-351-3031. 


If you will be returning to the office later than expected, please notify the Office Admin before the time you're due back so she can reschedule any appointments that may have been added to your calendar. 


Requirements for providing notice for time off requests can be viewed here and here. 
For emergencies, these policies do not apply, but you must still follow the procedure above. 


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