SMS Call in Procedures

Boarding Staff – requesting advance leave/switching a shift or reporting an absence:

To request advanced leave – complete a time off request in payworks and submit to the Director of Boarding and Boarding Manager. You will receive an email confirmation either approving or denying the leave request. If approved, your shift will be covered.

To switch a shift – complete a yellow Employee Records form requesting the switch and submit to the Boarding Manager. An email will be sent to both staff confirming the switch and it will be logged.

To report an absence – call the Boarding Manager (or Admin on call during the weekend) with the full details of your absence as soon as possible. (leave a message if no answer) and email details to
Day and Dates. (e.g., Wednesday, Oct 8 & Thursday, October 9)

Specific Shifts/Times needing coverage

Upon your return to work, adjust your payworks timesheet to record the absence.


Please phone and email your absence in, as it is a double-check system in case there are problems retrieving messages from either the phone or email.

Please DO NOT call the Boarding Manager on the regular SMS phone extension as it is not checked outside office hours.

All shifts will be filled by the Boarding Manager or designate; staff may not arrange their own coverage


Boarding Manager Procedures:

When a request for coverage is received (and approved), the Boarding Manager or designate will email the “on-call list” with the required shifts.

for same-day coverage (or calls received after 5 p.m. the night before) the first available staff will be booked

for advance booking coverage, an email will be sent out then confirmed after 9 a.m. the following day, based on seniority
Any call received after 5 p.m. the night before the shift starts will be considered same-day coverage. Any calls received for a weekend shift after 5 p.m. Thursday will also be considered same-day coverage so they can be covered before the end of the day on Friday (or earlier in the case of a long weekend)

Once a replacement is booked according to the procedures outlined above, the Boarding Manager will email a confirmation to the absent staff, the relief staff booked, and cc. payroll

The absence will be logged into the Outlook Boarding Absence Calendar.


Boarding On-call Staff Procedures:

In order to receive requests for relief work, you must be able to check email on a regular basis.

When you receive an email outlining shifts that need to be covered, you respond to the email stating which shifts you are available for. Shifts will be booked according to the procedures outlined above.

When accepting relief work, please remember that you must have a minimum of 8 hours between shifts and cannot work more than 37.5 hours in a one-week period (Sunday to Saturday). On-call staff are responsible for tracking this on their own and not responding to shifts that will put them in an overtime situation.


On-call staff must be available to work a variety of shifts. Here are some examples of what may be needed:
Mon-Fri  2:30-10:00 p.m., 5:30-9:30 p.m., 9:30 p.m. – 9 a.m., or 8:45 a.m. – 2:5 p.m. (during school closures)

Sat-Sun  8:30 a.m. – 3:00 p.m., 2:30-10:00 p.m., 9:30 p.m. – 9 a.m.
Priority for some shifts will be given to those holding a Class 4 license, depending on operational needs.

On-call staff must be committed to working for St. Margaret’s School Boarding and upholding the high standards of care we strive to provide for our girls.

The school encourages On-call staff to respond and be available to work a minimum of 5 shifts per term in order to remain current on policies and procedures.

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