Vacation

1. Take vacation

Fill out the official vacation request form in veda.

2. Documentation - Vacation Balances Tracking

  • Student assistants are requested to track their current balance of vacation days/hours on their monthly timesheet.

3. Communication - Notification to Colleagues

  • Notify your immediate colleagues personally and state vacation/absence days in your outlook calendar.
  • Inform your students (if applicable): If you’re a teacher, notify your students about your absence. Depending on their age and the nature of your classes, you can either inform them verbally or send a written communication. Include the dates of your vacation and any instructions or assignments they need to complete in your absence.
  • Set up an out-of-office message: Configure an out-of-office email auto-responder, clearly stating the dates of your vacation and providing an alternative point of contact for urgent matters.

E-Mail template:

Subject: Out of the office

Thank you for your email. I am out of the office and will return on 26 October 20XX.
I will answer your inquiry as soon as possible upon my return.
If urgent, please contact Mr/Mrs XYZ. Phone: +49 69-154008-XYZ or email X.XYZ@fs.de.

Vielen Dank für Ihre Nachricht. Vom 19. bis zum 23. Oktober 20XX bin ich nicht im Hause.
Gern beantworte ich Ihre E-Mail nach meiner Rückkehr. In dringenden Fällen wenden Sie
sich bitte an meine/n Kollegen/ in Herr/Frau XYZ unter Telefon 069-154008-XYZ oder
E-Mail X.XYZ@fs.de.

Herzliche Grüße / Best regards,

4. Handover Procedures

  • Communication and briefing: Prior to the researcher’s holiday, they should schedule a meeting with the team members to discuss the ongoing projects, tasks, and any pending deadlines. They should communicate any critical information, potential challenges, and specific instructions for handling various scenarios.
  • Documenting project details: The researcher should ensure that all project-related information is documented and organized in a central location. The team members should have access to this documentation. Additionally, the researcher should clearly outline the responsibilities and roles of each team member during the handover period.

5. Exceptions and Special Circumstances

Emergency Situations

  • During emergency situations when an important team member is on vacation, it is crucial to have a plan in place. The first step is to identify a designated backup or point of contact who can assume the responsibilities and decision-making authority of the absent team member.
  • This backup should be well-informed about the ongoing projects, possess the necessary expertise, and be able to make critical decisions in the absence of the vacationing team member.

Changes in Vacation Plans

  • When changes need to be made to the vacation plan, open and transparent communication is the key. The team member should promptly notify their supervisor about the change, providing a clear explanation and any necessary documentation.

6. FAQs and Additional Resources

How far in advance should vacation requests be submitted?

  • Vacation requests should be submitted at least two weeks in advance, to allow for proper planning and coordination.

What is the policy for carrying over unused vacation days to the next year?

  • It is recommended to take all vacation days in the same year. You may be required to take your vacations before a certain date in the following year (other regulations may apply).

Note: see lazy consensus