Effective Date: 08/25/2025 
Scheduling Platform: SubItUp 

1. Scheduling Responsibilities 

• All student employees are responsible for reviewing and acknowledging their assigned shifts in SubItUp as soon as schedules are published.

• Schedules will be released on a semester basis. Students must ensure their availability is up to date in the platform prior to each scheduling period. 

2. Shift Swaps and Coverage 

• If a student cannot attend a scheduled shift, they must: 
  • Use SubItUp to drop or swap the shift
  • Provide at least 24 hours’ notice whenever possible 
  • Ensure the shift is covered by an approved teammate 

• The student remains responsible for the shift until it is picked up by another team member and confirmed in SubItUp. 

3. Absences & Tardiness 

• An absence is defined as missing a scheduled shift without prior approval or coverage arranged through SubItUp. 

• A tardy is defined as arriving more than 10 minutes late to a scheduled shift without communication. 

• Consequences: 
  • 1st Unexcused Absence: Verbal reminder 
  • 2nd Unexcused Absence: Written warning 
  • 3rd Unexcused Absence: Supervisor meeting, potential probation or role review 
  • 2 tardies = 1 unexcused absence 

4. SubItUp Expectations 

All student workers must: 

• Regularly check SubItUp for schedule updates and notifications 

• Submit availability during designated input periods 

• Use platform tools to handle shift changes professionally and in a timely manner 

• Communicate clearly in shift notes or through the platform if issues arise 

5. Attendance Tracking 

• Supervisors will review SubItUp attendance and shift reports weekly to track: 
  • Shift no-shows 
  • Repeated swaps or dropped shifts 
  • Patterns of unreliability 

• These records may influence performance evaluations, role eligibility, or leadership opportunities. 

6. Emergencies & Accommodations 

Students experiencing emergencies or who require schedule accommodations must notify a supervisor directly as soon as possible. Documented circumstances will be taken into account and may exempt the student from disciplinary steps. 

Purdue University-Recognized Absences  

Grief-Related Absences 

We understand that experiencing the loss of a loved one is a challenging time. If a student needs to be absent before or after a bereavement, they should reach out directly to their supervisor to discuss their situation.  

Jury Duty Absences  

Students who are called for jury duty are eligible to request an excused absence in accordance with the university’s Jury Duty Absence Policy. 

Medical Emergencies 

Students who experience sudden and serious health-related situations will be excused.   These emergencies may include conditions that require immediate medical attention such as hospitalization, surgery, or emergency room visits. 

Military Training Obligations  

Students who are actively serving in the National Guard or military reserves may be required to attend mandatory training as part of their service commitment. These obligations qualify as excused absences when proper documentation is provided. 

Parental Leave  

Leave for childbirth, recovery, or care of new child (including adoptive, foster, or legal guardianship situations) will be excused.  

Other Personal Absences 

We understand that not all personal circumstances fit standard absence categories. If a student must miss a shift due to an unexpected or uncontrollable situation, they should communicate directly with their supervisor as soon as possible. Approval will be based on the supervisor’s judgment and relevant policies. If a student feels their request was unfairly denied, they may escalate the issue to the Center Director for review.