Probation Department Policy/Procedure Manual

5.2 Notification to Staff and Others When out on Some Type of Leave

Location Support Services-DPT
Section N/A
Subject 5.2 Notification to Staff and Others When out on Some Type of Leave
Purpose To establish a procedure for DPT personnel to notify others when they will be out of the office longer than two business days.
Effective Date 8/17/2020
Previous Effective Date 10/31/2022

 

Department staff and other County employees utilizes the services of our Department DPT personnel.When they are not available for longer than 2 business days, there needs to be a mechanism to inform Department staff and others to contact the Department DPT who is not on leave and who can assist them.

 

Steps for the DPT being out of the office greater than 2 business days.

  1. Email PR_STAFF and those staff outside our Department in which you have regular contact with that you will be away from the office from ___ date to ___ date.  Include in your email who will be covering for you and that person’s contact information (email address and office telephone number).
  1. If you will be gone longer than 5 business days, the return date is to be 1st day after your actual return date).
  2. Set your automatic email reply for the dates plus 1 day that you will be gone.
  3. Change your voicemail on your office telephone that you are away from the office.
  4.  Email a list of current and pending items needing to be completed or action taken to other DPT that will be covering for you. If possible, put your list in chronological order or due dates.

 

  1. Steps to take when you return to the office (physical office or telecommuting) after being gone between 2 and 5 business days.
  1. Read your emails in reverse order (most recent first).
  2. After reading and sorting through emails, make a list of questions for DPT that was covering on any items or conversations that may appear to be incomplete or if there is question on whether something was completed. Do this prior to responding to emails.
  3. Only respond to emails that need your response. This will occur once you have read all your emails and received updated response from DPT that was covering this will prevent accidently responding to an email either out of order or that no longer needs a response from you as your peer DPT already handled the situation.
  4. Email staff in the Divisions you cover, along with your peer DPT, you have returned to work.
  5. Reset your office telephone voicemail message.

 

  1. Steps to take when you return to the office (physical office or telecommuting) after being gone longer than 5 business days.
  1. Complete any outstanding online training that you either missed while you were gone or online training you have not been able to complete.
  2. Read your emails in reverse order (most recent first).
  3. Only respond to emails that need your response. This will occur once you have read all your emails and received updated response from DPT that was covering this will prevent accidently responding to an email either out of order or that no longer needs a response from you as your peer DPT already handled the situation.
  4. Email staff in the Divisions you cover along with your peer DPT that you have returned to work and thank your peer DPT (in the same email).
  5. Reset your office telephone voicemail message.

 

Steps for the DPT covering for the other DPT who is out of the office greater than 2 business days.

 

  1. Keep a list of uncompleted work (names of the staff and they type of work needing to be completed) which you are doing for those in the Divisions assigned to the other DPT so that when the DPT on leave returns, that DPT can complete the outstanding work.

 

  1. First thing in the morning when the DPT on leave returns to work, email that DPT an attachment of the outstanding work that the returning DPT will need to complete and specify the actions / tasks still needing to be completed.