Clocking In and Out: Difference between revisions

Latest revision as of 17:20, 13 November 2025

Clocking In

You are expected to be able to clock in and begin your assigned duties no later than 5 minutes past the start of your shift. As soon as you realize that you may be more than 5 minutes late, you must:

Contact your direct manager and receive a response, and
Post on Slack so leadership and teammates have an accurate estimate of your arrival time.

Excessive tardiness may result in a disciplinary action, reduction of hours, or termination.

You are expected to be ready to begin your duties within 5 minutes of your scheduled start time. Please arrive early enough to take care of personal needs before your shift starts (restroom, storing belongings, etc.). This ensures that transfer of care, completion of duties, etc. can happen on time and, if there is a person you are relieving, they can leave promptly.

Clocking in more than 5 minutes before the start of your shift also requires special approval. If you feel that you need additional time before your scheduled shift in order to complete your duties, speak with the Director or Administration so your needs can be assessed and schedules can be adjusted if appropriate.

Clocking Out

At the end of your shift, you should clock out no later than 5 minutes after the end of your shift.

If you believe you need to stay past your scheduled time for any reason, speak with the Administrator on Duty to determine whether:

Duties can be delegated to oncoming staff, or
It is necessary for you to stay and remain on the clock.

If a staff member is required to stay past their scheduled time due to a late pick up or a late staff member, they must notify the Director or Assistant Director in Slack by the end of the day.

Clocking Flexibility

Some roles allow for clocking flexibility, while others require fixed schedules because of the nature of the work. Certain positions simply need consistent coverage to ensure classrooms, programs, and daily operations run smoothly.

Clocking flexibility is a privilege. It does not remove the expectation that all tasks, responsibilities, and deadlines are completed on time.

If a staff member does not meet deadlines, consistently fails to complete required responsibilities, or misuses flexible time, this privilege may be limited or revoked at the discretion of the Director or Administration.

Roles that may have clocking flexibility:

Sprouts Admin and Assigned Plan Time
Kitchen Manager
Church Staff roles as defined in their job descriptions

Kitchen Manager

The Kitchen Manager may maintain a flexible schedule, but all meals must be prepared and served on time. Flexibility is contingent upon maintaining prompt and consistent meal service.

Church Staff

Church roles may permit flexibility, but prompt attendance at church services is a requirement, even if the staff member is not performing an essential duty for that service. Paid church staff are expected to be publicly present for the entire church service they are assigned to attend.

Assigned Plan Time

Assigned plan time allows for reasonable flexibility as long as:

All responsibilities are completed on schedule, and
Classroom coverage is not negatively affected.

Staff using assigned plan time must keep regular communication with their direct supervisor regarding timelines and due dates for lesson plans, continuing education, and other assigned tasks.

Overtime Requires Pre Approval

It is the responsibility of any staff member with clocking flexibility to avoid overtime (having more than 40 hours clocked in a week) whenever possible. Overtime must be approved by Director or Administration.

Clocking Adjustments Channel

Staff members cannot edit their own clocking records.

If you need to adjust your clocking for any reason, including errors such as forgetting to clock in or out, post the requested adjustment in the Slack channel #admin-clockingadjustments. An admin will review and make the necessary changes in the timekeeping system.

No admin should make clocking adjustments for themselves. If you are an admin, request that another admin make the correction on your behalf.

All staff are responsible to confirm their hours by the end of the week. Failure to do so may result in delays of proper payment. Changes documented after Monday at 11:00 am will be reflected on the following pay period.

Clocking Documentation

Proper documentation for USDA funding is essential.

It is the responsibility of staff to communicate when they are performing USDA administrative work.

It is the responsibility of staff to communicate if they are not doing USDA work during meal times when they normally would.

Documentation related to USDA food service work is completed by your direct manager or designated USDA administrator.

Clocking Concerns

If you feel that your scheduled shifts are not adequate to perform your expected duties or maintain quality care, please reach out to the Director or Administration to discuss these concerns.

@@ Line 1: / Line 1: @@
-[[Category: Sprouts]][[Category: Staff]]You are expected to be able to clock in and begin care of the children no later than 5 minutes past the start of your shift. As soon as you realize that you may be more than 5 minutes late, you are to call your direct manager and post on slack so that they are aware and have an idea of when to expect you. Excessive tardiness may result in a reduction of hours or termination.
+== Clocking In ==
+You are expected to be able to clock in and begin your assigned duties no later than 5 minutes past the start of your shift. As soon as you realize that you may be more than 5 minutes late, you must:
+# Contact your direct manager and receive a response, and
+# Post on Slack so leadership and teammates have an accurate estimate of your arrival time.
-At the end of your shift, you should clock out no later than 5 minutes after the end of your shift. If you feel that you need to stay for whatever reason, please speak with the Director or Administration to determine if duties can be delegated to oncoming staff, or if the need to stay is necessary. In some cases, the Director or Administration may be notified after the fact such as late pick-ups after 5:30pm, or to cover a staff member who is late. Clocking in more than 5 minutes before the start of your shift also requires special approval.
+Excessive tardiness may result in a disciplinary action, reduction of hours, or termination.
-It is a requirement to switch to the Kitchen Department when performing any food service duties, and back out again when you are done. This is crucial to proper documentation in the CACFP.
+You are expected to be ready to begin your duties within 5 minutes of your scheduled start time. Please arrive early enough to take care of personal needs before your shift starts (restroom, storing belongings, etc.). This ensures that transfer of care, completion of duties, etc. can happen on time and, if there is a person you are relieving, they can leave promptly.
+Clocking in more than 5 minutes before the start of your shift also requires special approval. If you feel that you need additional time before your scheduled shift in order to complete your duties, speak with the Director or Administration so your needs can be assessed and schedules can be adjusted if appropriate.
+== Clocking Out ==
+At the end of your shift, you should clock out no later than 5 minutes after the end of your shift.
+If you believe you need to stay past your scheduled time for any reason, speak with the Administrator on Duty to determine whether:
+* Duties can be delegated to oncoming staff, or
+* It is necessary for you to stay and remain on the clock.
+If a staff member is required to stay past their scheduled time due to a late pick up or a late staff member, they must notify the Director or Assistant Director in Slack by the end of the day.
+== Clocking Flexibility ==
+Some roles allow for clocking flexibility, while others require fixed schedules because of the nature of the work. Certain positions simply need consistent coverage to ensure classrooms, programs, and daily operations run smoothly.
+Clocking flexibility is a privilege. It does not remove the expectation that all tasks, responsibilities, and deadlines are completed on time.
+If a staff member does not meet deadlines, consistently fails to complete required responsibilities, or misuses flexible time, this privilege may be limited or revoked at the discretion of the Director or Administration.
+'''Roles that may have clocking flexibility:'''
+* Sprouts Admin and Assigned Plan Time
+* Kitchen Manager
+* Church Staff roles as defined in their job descriptions
+=== Kitchen Manager ===
+The Kitchen Manager may maintain a flexible schedule, but all meals must be prepared and served on time. Flexibility is contingent upon maintaining prompt and consistent meal service.
+=== Church Staff ===
+Church roles may permit flexibility, but prompt attendance at church services is a requirement, even if the staff member is not performing an essential duty for that service. Paid church staff are expected to be publicly present for the entire church service they are assigned to attend.
+=== Assigned Plan Time ===
+Assigned plan time allows for reasonable flexibility as long as:
+* All responsibilities are completed on schedule, and
+* Classroom coverage is not negatively affected.
+Staff using assigned plan time must keep regular communication with their direct supervisor regarding timelines and due dates for lesson plans, continuing education, and other assigned tasks.
+=== Overtime Requires Pre Approval ===
+It is the responsibility of any staff member with clocking flexibility to avoid overtime (having more than 40 hours clocked in a week) whenever possible. Overtime must be approved by Director or Administration.
+== Clocking Adjustments Channel ==
+Staff members cannot edit their own clocking records.
+If you need to adjust your clocking for any reason, including errors such as forgetting to clock in or out, post the requested adjustment in the Slack channel #admin-clockingadjustments. An admin will review and make the necessary changes in the timekeeping system.
+No admin should make clocking adjustments for themselves. If you are an admin, request that another admin make the correction on your behalf.
+All staff are responsible to confirm their hours by the end of the week. Failure to do so may result in delays of proper payment. Changes documented after Monday at 11:00 am will be reflected on the following pay period.
+== Clocking Documentation ==
+Proper documentation for USDA funding is essential.
+It is the responsibility of staff to communicate when they are performing USDA administrative work.
+It is the responsibility of staff to communicate if they are not doing USDA work during meal times when they normally would.
+Documentation related to USDA food service work is completed by your direct manager or designated USDA administrator.
+== Clocking Concerns ==
 If you feel that your scheduled shifts are not adequate to perform your expected duties or maintain quality care, please reach out to the Director or Administration to discuss these concerns.
-It is important if you are manually entering your hours that you do so at the end of your shift. You are also responsible to check your hours at the end of the week. Failure to do so may result in delays of proper payment. Hours must be properly documented by Monday at 11AM.
+[[Category: Sprouts]]
+[[Category: Staff]]