Gens Rules

RetroRealms Absence Policy

1. Purpose

The purpose of this policy is to provide guidelines for staff members of the RetroRealms when they need to take time off or will be unavailable for a period. This ensures server operations run smoothly and that there’s clarity regarding the responsibilities and communication during absences.

2. Types of Absences

• Planned Absences: Staff members should notify the leadership team (admins or server owners) of any upcoming planned absences (e.g., vacations, personal events) as early as possible.

• Unplanned Absences: Staff who experience sudden illness, emergencies, or personal issues should notify the leadership as soon as possible, preferably within 24 hours or before their scheduled shift begins.

• Extended Absences: For longer breaks (e.g., taking a break from staff duties for a few weeks), staff should formally inform the leadership in advance, ensuring adequate coverage during their absence.

3. Notification Requirements

• Planned Absences: Staff should submit a leave request to the leadership team at least [insert number of days] before the absence occurs. A request can be submitted via Discord, email, or the server’s designated communication platform.

• Unplanned Absences: Staff should inform their supervisor or leadership team as soon as possible (e.g., within 24 hours of missing a shift).

  • If possible, provide an estimated return date.

• Emergency Absences: In the case of an emergency, staff should notify the leadership at the earliest possible opportunity, even if it’s after the fact.

4. Responsibilities During Absence

• Delegation of Tasks: If possible, the staff member should arrange for coverage of their responsibilities before taking time off (e.g., notifying a trusted fellow staff member to handle specific duties).

  • Leadership should help delegate the tasks to other staff if the absence is long-term.

• Absence Coverage: In cases of extended absence, the leadership team will decide if temporary staff need to be promoted or if tasks need to be redistributed.

5. Documentation

• For absences longer than 7 days, staff may be asked to provide a brief explanation or documentation (e.g., for medical reasons) to ensure proper record-keeping and fairness.

6. Attendance Tracking

• Staff Availability Tracker: An internal system (such as a shared calendar or Google Doc) should be used to track staff absences, upcoming time off, and shift changes.

• Absence Log: Staff members are required to log their absences, whether planned or unplanned, so that the leadership team can easily view all staff availability.

7. Return-to-Work Procedure

• Notifying Leadership: Upon returning from an absence, the staff member should notify the leadership team immediately and confirm their readiness to resume duties.

• Return-to-Duty Expectations: If the staff member’s absence was extended, the leadership may conduct a brief check-in to ensure that the staff member is still aligned with the server’s needs and goals.

8. Consequences of Frequent Unexcused Absences

• Progressive Discipline: Frequent or unexcused absences may result in progressive disciplinary actions, such as:

  • Verbal or written warnings

  • Temporary suspension from staff duties

  • Permanent removal from staff position after repeated offenses

• Evaluation: The leadership team will assess whether the staff member can balance their real-life responsibilities with the server duties.

9. Temporary Absence/Hiatus Requests

• Staff members may request a temporary hiatus (e.g., a break from staff duties for personal reasons). This request should be submitted at least [insert number of days] in advance and will be reviewed by the leadership team for approval. The hiatus should not exceed [insert time period] unless otherwise agreed upon.

Final Notes

This policy is designed to ensure clear communication and smooth operations while allowing staff the flexibility to take necessary breaks. Regularly checking in with the leadership team and giving as much notice as possible will help maintain the server’s health and avoid any disruption.