Basic Rules

You are free to come up with your own schedule around your classes. We suggest using this guide to determine your schedule – https://docs.google.com/spreadsheets/d/1FPWn9eooiPjspAUtQRSUEFDefCmL3a3ezfV7QB5EIGw/edit#gid=778598588

We ask that you follow these simple rules when creating your schedule:

  • Schedule 10-20 hours during the academic year; 30-40 hours during the summer.
    • ~80% fixed time. This is the time that you will always be available.
    • ~20% flex time. Use this time in the early mornings, late evenings, or weekends.
  • Do not schedule work during class.
  • Earliest start time is 9am
  • Latest end time is 8pm
  • Minimum block size is 2 hours. Make enough time to solve complex problems.
  • Maximum block size is 8 hours.
  • Break up blocks longer than 4 hours with a 30 minute break.
  • Post your schedule in the DLINQ Intern Shared Calendar.
  • Adhere to your schedule.

Exceptions

  • If you are attending a work meeting (such as the DLINQ Intern Weekly meetings) or working on a task that doesn’t require a lot of spool-up time, you can ask your supervisor if it’s ok to work a block that is shorter than 2 hours.
  • If you need to come into work earlier than 8am or leave later than 11pm, talk to your supervisor.

Protocols

Schedule Changes

Your schedule should be the same every week, so if you would like to take time off, you will need to follow this procedure:

  1. Plan ahead! Do all of this at least 1 week before your time off.
  2. Send an email or Slack message to your supervisor with specific dates and times you would like to take off. If you would like to make up the time at another point in the pay period, please note this in the message as well.
  3. Once your supervisor has approved the time off, mark those days/times as “out of office” in the DLINQ Intern Shared Calendar.

Don’t be afraid to ask for time off! Vacation time is important to mental health. You can also ask for time off to study for tests or to complete assignments (just make sure you ask your supervisor a week ahead of time).

Attendance

  • You must show up on your scheduled days and times.
  • Not showing up when scheduled without prior notice is NOT acceptable.

Attendance and punctuality are very important in maintaining a normal workload and efficient schedule. It is also an essential part of the employee’s overall performance at Middlebury. Employees are expected to report to work regularly and be ready to perform their assigned duties at the beginning of their work shift.

Calling Out Sick

If you are sick, please don’t come into work! We understand that you are paid hourly, but getting your coworkers sick will make them miss work, lose money, and destroy the team’s productivity. Plus, you can usually work with your supervisor to make up the time on another day or week. If you need to call out sick (or for mental health, or whatever reason), please follow this procedure:

  1. Email or send a Slack message to your supervisor explaining that you are not coming in that day, and any tasks that might need to be delegated to others while you are out.
  2. Update your schedule in the DLINQ Intern Shared Calendar to reflect the time you will be out.
  3. On each subsequent day you are out, you must send another email to your supervisor to let them know that you are still out. Be sure to keep updating the Shared Calendar.

Calling In Late

While punctuality is mandatory, we understand that delays are caused by traffic or other unforeseen circumstances. If you are going to be late to work:

  • Notify your supervisor as soon as you know you will be late (Email, Phone, or Slack are acceptable). Even if you think you might be late, notify your supervisor.
  • You must stay after your shift to make up for your tardiness, as long as it doesn’t interfere with class time.
  • If you can’t make up the time, you must deduct the time from your timesheet.
  • If timesheets have already been turned in, contact your supervisor to see if your timesheet can be amended.

It is improper for employees to ask other personnel, friends, or relatives to notify their supervisor about their absences or tardiness, except in emergency situations.

Emergencies

We understand that emergencies happen. If an emergency comes up, please notify your supervisor as soon as it’s safe to do so. They may be able to help!

Filling Out Your Timesheet

Once every two weeks, you’ll need to fill out your Time Card. Refer to the Time Card How-To for more information.