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Housing, Dining, Recreation & Business Services - Handbook
  • Call-in and sick leave policies
    • Bookstore

      As with any effective retail organization, customer service is a primary and ongoing concern of Miami University Bookstore. To assure that we meet the highest standards in this area, it is essential that every employee be where they are supposed to be at the times they are supposed to be there. When illness causes an employee to be unable to perform their duties, there are procedures that must be followed.


      Call-In Policy
      If you are unable to be at work at your scheduled time due to illness, you must call the store at least thirty minutes before the beginning of your shift. While the policy is the same for all stores, the numbers to call are different.


      Call-In Times and Phone Numbers
      Whether or not you have accumulated sick leave, you must call-in as listed below. Calling by the times listed will qualify you to receive payment of sick leave if you have accumulated sick leave hours.


      On the Oxford campus, before 8:30 AM call 529-2603. You may leave a voice mail message if necessary. After 8:30 AM, call 529-2600 and the call will be directed to your manager.
      On the Hamilton campus, call your manager at 785-3241.
      On the Middletown campus, call your manager at 727-3309.


      Returning To Work
      You are expected to call daily unless you are on extended medical leave or other arrangements have been made with your supervisor. If we do not receive a call, you will be expected at work at your scheduled time. Failure to appear will be considered an unexcused absence and will hinder your qualification for payment of sick leave (assuming you have accumulated sick time).


    • Culinary Support Center

      If you are unable to report to work due to illness, you must notify your manager as indicated below. Whenever possible, please make the call yourself. Do not send word with another employee.


      Call your direct supervisor one hour prior to your scheduled shift. If your supervisor is unavailable, you should leave the information on his/her voice mail, including the reasoon for your absence and - if you expect to be late- the reason for your tardiness and your anticipated time of arrival at work.


      Call-In Times and Phone Numbers

      Whether or not you have accumulated sick leave, you must call-in as listed below. Calling in one hour before your scheduled start time will qualify you to receive payment of sick leave if you have accumulated sick leave hours.


        In order to qualify for payment of sick leave (if you have accumulated sick hours), you must call at least one (1) hour before your start time. Please remember that sufficient advance notification will allow us time to staff appropriately without you.


      Bakery Operations-529-1897

      Commissary Operations-529-3038

      Purchasing-529-3045

      Culinary Services-529-3042

      Hot Production-529-5126

      Dock Operations-529-3039

      Facilities-529-5823


      Returning to Work

      Unless you have personally spoken to your manager and informed them of your return-to- work date, or made arrangements to contact them on a specified date, you will need to call in by 3PM the day prior to your return. Failure to call in will void your right to sick leave.


    • Marcum Conference Center and Inn

      If you are unable to work due to illness, you must notify your manager as indicated below. Whenever possible, please make the call yourself. Do not send word with another employee.


      Call the Front Desk (529-6911) and report your absence so that it can be recorded in the Call-In Log and reported to the manager on duty.


      The Front Desk Attendant will then transfer your call to your manager. It is important for you to speak to your manager to ensure that we have complete and accurate information about your absence. If your manager is unavailable, you should leave the information on their voice mail, including the reason for your absence and -- if you expect to be late -- the reason for your tardiness and your anticipated time of arrival at work.


      When Marcum is closed overnight for guestrooms, your call will be picked up by the front desk clerk at The Inn. They will record your information and forward you to your manager as usual. When Marcum reopens, the Front Desk attendant at The Inn will call Marcum's Front Desk attendant with your information. They will, in turn, pass the information along to the manager(s) on duty.


      Call-In Times and Phone Numbers

      In order to qualify for payment of sick leave (if you have accumulated sick leave hours), you must call at least one (1) hour before your start time. The policy is written this way in order to give you an opportunity to see how you feel closer to your scheduled work time. Obviously, if you have a scheduled appointment, or if you are certain in advance that you are too ill to work, you should notify us as soon as possible so that we can staff appropriately without you.


      Front Desk and Managers' Phone Numbers are as follows:

      Front Desk/Night Audit:

      Call 529-6911; you will be transferred to manager's phone: 529-6917


      Food Service:

      Call 529-6911; you will be transferred to manager's phone: 529-3981 or 529-6924


      Housekeeping:

      Call 529-6911; you will be transferred to manager's phone: 529-6441


      Utility:

      Call 529-6911; you will be transferred to manager's phone: 529-6919


      Returning to Work

      Unless you have personally spoken to your manager and informed them of your return-to-work date, or made arrangements to contact them on a specified date, you will need to call in every day until the day you return. If we do not hear from you, then we will assume that you will be back to work on that day. Failure to call in will void your right to sick leave.


    • Residence Halls

      The Department of Housing, Dining, and Guest Services is responsible for providing students with clean, safe facilities and nutritious, well-prepared meals that are served on time. To ensure that these responsibilities are met, all persons employed in the department must be present at work when scheduled.


      Call-In Policy


      If you are unable to work due to illness, you must notify your manager as indicated below. Whenever possible, please make the call yourself. Do not send word with another employee.


      Whether or not you have accumulated sick leave, you must call-in as listed below. Calling by the times listed will qualify you to receive payment of sick leave if you have accumulated sick leave hours. You must call within 30 minutes of your scheduled start time.


      Call your manager and report your absence.


      If your manager is unavailable, you should leave the information on their voice mail, including the reason for your absence and -- if you expect to be late -- the reason for your tardiness and your anticipated time of arrival at work.


      Call-In Times

      Whether or not you have accumulated sick leave, you must call-in as listed below. Calling by the times listed will qualify you to receive payment of sick leave if you have accumulated sick leave hours. Please call as soon as you can to alert your supervisor that you will not be in and no later than half an hour after the start of your shift.


      Returning to Work

      You must call your manager by 3 pm the day before you plan to return to work.


    • Shriver Center

      If you are unable to work due to illness, you must notify your manager as indicated below. Whenever possible, please make the call yourself. Do not send word with another employee.


      Call-In Policy


      In order to qualify for payment of sick leave (if you have accumulated sick hours) you must call in at least one hour before your scheduled start time unless noted below in the specific operational descriptions. If you expect to be late please state the reason for your tardiness and your anticipated time of arrival at work. If that information is not left, your manager may call you to confirm.


      Call-In Times and Phone Numbers

      Whether or not you have accumulated sick leave, you must call-in as listed below. Calling by the times listed will qualify you to receive payment of sick leave if you have accumulated sick leave hours.


      Haines Food Court/Tuffy's/Spring Street Market


      Normal School Year

      • When calling between 7am and midnight, call the food court office (529-4007) and speak to a manager.
      • When calling between midnight and 7am, call the Spring Street Market (529-1927) and speak to a manager.

      Normal Summer Hours

      • Shifts starting after 7:15am, call the food court office (529-4007) at least one hour before the start of your shift and speak to a manager.
      • Shifts starting before 7:15am, call the food court office (529-4007) within 30 minutes of the start of your shift and speak to a manager.

      Modified Service Hours

      • Call 529-4007 within 30 minutes after the start of your shift and speak to a manager.
      • Modified Service times are defined as when all staff are scheduled for one shift rather than two or three.

      Other areas


      Production Kitchen

      • Shifts starting before 8:30am, call the Production Office (529-4043) and leave a message in mailbox #5 or with a manager at least 30 minutes before the start of your shift.
      • Shifts starting after 8:30am, call the Production Office (529-4043) and leave a message in mailbox #5 or with manager.

      Business Office

      • Shifts starting before 7:00 am, call manager (Geri Schick 937-456-5653) at home
      • Shifts starting before 8:00 am, call manager's office(529-5997) and leave a message

      General Office/Box Office

      • Shifts starting before 9:00am, call manager (Neila Hanges, 330-3052) at home.
      • Shifts starting after 9:00am, call the information desk (529-4031) and leave a message with attendant.

      Catering

      • Shifts starting before 7:00am, call manager (Tonya Smith, 523-5213) at home.
      • Shifts starting after 7:00am, call and leave a message at 529-4035 and speak to a manager or leave a message on mailbox #1.

      Building/Maintenance

      • Shifts starting between 6am-8am Mon-Fri, call maintenance office (529-0896) and leave a message for Dennis Brown.
      • Shifts starting between 3pm-6:30pm, call 529-6097 and leave a message for Mike Dobias.
      • Shifts starting at 11:00pm, call the maintenance office (529-0896) and leave a message for Linda Allen or Gary Smith.
      • Shifts starting between 6am-7am Sat-Sun, call the maintenance office (529-0896) and leave a message for Linda Allen or Chris Toney.

      Returning to Work

      Unless you have personally spoken to your manager and informed them of you return-to-work date, or made arrangements to contact them on a specified date, you will need to call in every day until the day you return. If we do not hear from you, then we will assume that you will be back to work on that day. Failure to call in within the following guidelines will void your right to sick leave.


    • Dining Halls

      The Department of Housing, Dining, and Guest Services is responsible for providing students with clean, safe facilities and nutritious, well-prepared meals that are served on time. To ensure that our responsibilities are met, all persons employed in the department must be present at work when scheduled.


      If you are unable to work due to illness, you must notify a member of your unit's management and supervisory team as indicated below. Whenever possible, please make the call yourself. Do not send word with another employee.


      If it is not possible to speak directly to a member of your unit's management and supervisory staff, you should leave the information on his/her voice mail, including the reason for your absence and -- if you expect to be late -- the reason for your tardiness and your anticipated time of arrival at work.


      Call-In Times

      Whether or not you have accumulated sick leave, you must call-in as listed below. Calling by the times listed will qualify you to receive payment of sick leave if you have accumulated sick leave hours.


      Weekday shifts starting before 7:15 a.m. must call between 5:30 and 6:00 a.m. All other shifts must call at least one hour before starting time.


      Weekend shifts starting before 9:30 a.m. must call between 8:00 and 8:30 a.m. All other shifts must call at least one hour before starting time.


      During times when there is no meal service employees must call within one-half hour after starting time.


      Contact information


      Returning to Work

      Unless you have personally spoken to your manager and informed them of your return-to-work date, or made arrangements to contact them on a specified date, you will need to call in by 3:00pm the day prior to your return.


    • Office of Student Housing, and Meal Plan Services

      Call-In Policy

      If you are unable to work due to illness or other reasons, you must notify your manager.


      Call-In Times and Phone Numbers

      Whether or not you have accumulated sick leave, you must call-in as listed below. Calling by the times listed will qualify you to receive payment of sick leave if you have accumulated sick leave hours.


      If you are unable to report to work, you must call no later than one hour before your shift as directed below:


      • Call the assistant Director at 513-529-5220 and if applicable leave a voice message.
      • If the Assistant Director is on vacation (the voice message will indicate whether he/she is out of the office or you will be notified in advance), please call the Director at 513-529-5021. Note: you do not have to leave a message on both the Assistant Director and Director's voice message.
      • If both the Assistant Director and Director are out of the office due to vacation or a business trip, please call 513-529-5000 and leave a message. Also, please leave a voice message on the Assistant Director's voice message that you were late or out of the office for that particular day(s).
      • If there is an emergency or if needed, please call the Assistant Director on cell phone: 513-330-2249.
      • Unless a medical leave of absence has been approved report each day you are absent as directed above.

      Returning to Work


      Unless you have personally spoken to your manager and informed them of you return-to-work date, or made arrangements to contact them on a specified date, you will need to call in every day until the day you return. If we do not hear from you, then we will assume that you will be back to work on that day. Failure to call in within the following guidelines will void your right to sick leave.


  • Essential Staff
    WEATHER EMERGENCY ESSENTIAL STAFF


    Housing, Dining, Recreation and Business Services

    When the University is open, all staff members are expected to report for work. If adverse weather prevents an employee from reporting, (s)he is expected to follow the normal call in procedures in place for their area.


    When the University closes and students are in residence, the following are considered weather emergency essential staff and should report to work, if scheduled:

    Dining Services
    • All (if the Library and RSC are closed, King CafĂ© and Hydrations will be assigned to other areas)

    Residence Halls
    • All, including Elm Street

    Culinary Support Center
    • All

    Cook Place
    • All

    Marcum & Miami Inn
    • All

    Shriver Center
    • All, with the exception of the Ticket Office, Business Office and Bookstore staff. The Business Office Manager should report plus one Business Office staff member on rotation. The Bookstore Director and Bookstore Computer Manager are on call. One person in the General Office will be expected to report according to a planned rotation.

    Student Housing & Meal Plan Office
    • Unclassified staff only

    Business Systems & Technology
    • Unclassified staff available by phone

    Staff Development (GFB)
    • Scheduled training would be cancelled; unclassified staff available by phone.

    Goggin Ice Center
    • Goggin will close and no staff member is required to come to work. The Senior Director will walk the building.

    Recreational Sports Center
    • Rec Center will close and no staff member is required to come to work.



    When the University closes and students are not in residence the following are considered weather-emergency essential staff:

    Dining Services
    • Only Hydrations, Concessions and Vending staff to report if scheduled events are not cancelled

    Residence Halls
    • If anyone is in residence, the manager of that area would be deemed essential (one manager could cover several areas, if needed)

    Culinary Support Center
    • All

    Cook Place
    • All

    Marcum & Miami Inn
    • All

    Shriver Center
    • All, with the exception of the Ticket Office, Business Office and Bookstore staff. The Business Office Manager should report plus one Business Office staff member on rotation. The Bookstore Director and Bookstore Computer Manager are on call. One person in the General Office will be expected to report according to a planned rotation.

    Student Housing & Meal Plan Services
    • Unclassified staff only

    Business Systems & Technology
    • Unclassified staff available by phone

    Staff Development (GFB)
    • Scheduled training would be cancelled; all staff available by phone.

    Goggin Ice Center
    • Goggin will close and no staff member is required to come to work. The Senior Director will walk the building.

    Recreational Sports Center
    • Rec Center will close and no staff member is required to come to work.


If you need information other than that which is listed, please contact Cathy Pierce at 529-1702