rhode island training school manual - RI Department of Children ...

Substitute Staffing
Rhode Island Department of Children, Youth and Families
Division of Juvenile Correctional Services: Training School and Detention Center
Policy: 1200.0216
Effective Date: January 1, 1988 Revised Date: Version: 1
In order to ensure adequate and appropriate staffing at all times and to accommodate special
requests of employees, substitute staffing is allowed and specific procedures are required to
ensure proper management.
Related Procedure
Substitute Staffing
Substitute Staffing
Procedure From Policy 1200.0216: Substitute Staffing
A. A Request for Substitute Staffing Form (Form No. 024) will be filled out containing the
following information:
1. The name of the employee requesting the substitution and the employee who agrees to
substitute;
2. The shift of the employee;
3. The date of the substitution;
4. The date on which the substitution will be paid back;
5. The signature of the Unit Manager for each of the employees involved noting the approval
of said substitution.
B. The Staff Substitution Form must be submitted to the Administrator for approval twenty four
(24) hours prior to the requested substitution.
C. The Administrator may consider previous work performance in granting the substitute staffing
as it relates to the efficient and effective operation of the institution.
D. Individual substitutions are only allowed for one day at a time. Consecutive day substitutions
for the same employee is not allowed.
E. The employee who is substituting may not accrue any owed overtime during the substitution
time.
F. Staff substitutions shall be recorded in the Unit Log Book and on the Daily Sign In/Sign Out
sheet as substitutions.
G. Substituting employees shall discuss with each other prior to the actual date of substitution
their assigned duties for their respective shifts. The substituting employee is responsible for
the duties/obligations assigned to the person he/she is substituting for.
H. Should either substituting employee be unclear about the functions to be assumed, they shall
review the matter with their Unit Manager.
I. If either substituting employee is reluctant to perform the role of the employee they are
substituting for, it is incumbent upon him/her not to participate in the substitution.
J. If a substituting employee fails to provide coverage during the agreed upon substitution,
he/she may be subject to applicable contract provisions and Departmental policies and
procedures.