Learning Commons:Chapman Learning Commons/Shift Swaps and Vacation Requests

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Shift Swaps

The Program Assistant, Daniel, is your primary contact about the schedule. Before contacting him you must follow all the guidelines below.

Before Considering a Swap

  • You are in charge of your shift swaps, not the Program Assistant. Reach out to the Program Assistant via email to request a swap only after you have found someone to swap with.
  • Swaps must happen for a legitimate reason (direct conflict with a work/volunteer/club/school commitment/religious observation or date of significance)
  • Shift swaps are not official until approved by the Program Assistant.

Rules for Requesting a Swap

  • Contact/email the Program Assistant to confirm that the swap works. Rules for email:
    • All communications must occur over email.
    • Include the CLCA who you are swapping with on the email.
    • Shift swap requests must be emailed a minimum of 48 hours business hours before (aka Monday to Friday) ; more is preferred. Do not send emails on the weekend for a Monday or Tuesday shift swap with expectation of approval.
    • The Program Assistant will respond if it is approved and change the schedule accordingly for you. Only after you receive an email is your swap approved.
  • If your shift is not approved you are responsible for coming to work, on time.
  • Shift swaps that occur without staff approval will not be tolerated. Doing so will constitute an official warning.
  • If needed: Do a callout to all CLCAs for shift swaps via the group email (CLC-MAIL@LISTS.UBC.CA).

Parameters for Shift Length and Timing

  • No more than 10 hours per week (20 in summer) (including staff meetings and project work).
  • No more than 2 hours during the day (3 max) during the academic year and 4 hours in the evening/weekend/summer.
  • No split shifts (opening/closing on the same day). You cannot exceed 4 hours of work per day.
  • Swap within the same calendar week (Sunday-Saturday). Shift swaps must occur within the same pay period.
  • "Like for Like"- If you need to switch a two hour shift, you must swap for another two hour shift. This is to ensure that nobody exceeds their weekly hours.
  • 3+ way shift swaps are messy so avoid these if possible (though we will consider them if there are no other options).

After Hours/ Emergency Swap

  • Weekend shift swap requests must be sent before 3:00pm on Friday at the latest. If Friday is a holiday, request must be sent the previous working day at 3:00pm
  • If an emergency swap (due to illness, etc.) occurs after hours or on a weekend, please text the Learning Commons Coordinator. Staff do not check emails over the weekend so your shift must be approved over text or phone!

Other Shift Rules

  • Ensure all your shifts are scheduled into your phone/computer/email calendar as the schedule may change from week to week.
  • Arrive a minimum of 5-10 minutes before your shift (see below if you have an opening shift). Inability to do so more 1+ times will constitute an official warning.
  • You must arrive at least 10 minutes early to opening shifts as the desk must be fully set up (phone on, computer signed in, cabinets unlocked) and open to help patrons at the start of the hour.
  • Requests for multiple shift swaps, especially within a short time frame, may not be approved. Shift swap approvals are at the discretion of the staff team.
  • We will do our best to accommodate shift swaps related to academic and religious observations. Please reach out to the staff team if you have trouble arranging a shift swap for these reasons.

Requesting Time Off

Due to operational needs, time off requests for the Winter Terms will only be considered during the following times:

  • Reading Week(s)
  • Last week of exams/during intersession



In the Summer Terms, we require a minimum of 3 weeks notice for time off requests (if you can notify us sooner, that's even better!).



Any requests for time off within the above parameters should be done as soon as possible. Time off is dependent on availability of all staff/student staff.

  • You must submit a detailed leave request to the Learning Commons Coordinator and the Alex (cc program assistant)
  • Do not book tickets until you have confirmation from your supervisors! Leave requests are only requests until they are approved.
  • If you take time off for winter break, other student staff will get priority over reading week and vice versa.
  • Requests are first come, first served and not guaranteed to be approved.
  • Leave is not paid.
  • If you need to request time off for medical reasons/special consideration/emergency please talk to the Learning Commons Coordinator and / or Alex ASAP.



Sample leave request:

Email Title: Jimmy McCLCA Requests Time off

Email Body: I, Jimmy McCLCA would like to request time off for X reason. Dates Requested: Dec 19th-31st


***Do not book airline tickets before requesting the time off. Failure to do so may result in formal warning!***

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