December 15, 2011
September 4, 2015
Clinical Nutrition Services
Scheduling Procedures for Clinical
I. POLICY: To assure professional coverage for the provision of clinical nutrition services.
II. PURPOSE: To establish guidelines for the scheduling process for all non-represented
employees in Clinical Nutrition Services.
1. Clinical Nutrition staff work in identified workgroups (e.g. inpatient, outpatient,
pediatric, nutrition technicians, students, etc) to request vacation time.
2. Vacation requests may be submitted a year in advance; Vacation requests may
not exceed allowable vacation allotments.
3. Workgroups will process vacation requests two times per year, from November
15th to December 15th and May 15th to June 15th. Final vacation schedules for
each workgroup will be submitted to the manager or director by December 15th
and June 15th each year.
4. Vacation approvals will begin with the most senior, full-time staff. After which,
the following limitations apply during peak vacation times:
A. Summer: no more than two weeks may be requested from May 15th to
August 30th without prior approval by a manager or director. Preference
will be given to those individuals who have not requested an extension in
B. Spring break: priority will be given to those individuals who did not
request off the previous year.
C. Christmas break: priority will be given to those individuals who did not
request off the previous year.
5. The manager or director will determine how many people can reasonably
request off within their group at one time (generally 1-2 individuals) and identify
a plan for how the vacation time will be covered by the remaining staff (e.g. can
clinics be closed, can staff work together to cover the service lines, etc).
6. The manager or director is responsible for reviewing the vacation requests,
approving them based on staffing needs and communicating the approval or
denial to staff by December 30th and June 30th.
7. Additional or short term requests for time off thereafter will be granted on a first
come, first serve basis and will be allowed if there is adequate staffing to meet
1. A trade of workdays between providers during a pay period can be completed if
it is approved by a manager/director AND:
A. Patient service is unchanged.
B. The trade is appropriate to staff competency.
C. The trade is equitable.
D. Coverage remains 8:00 a.m. – 5:00 p.m., Monday through Friday.
E. No overtime is incurred.
C. Days off
1. Clinical Nutrition staff can request additional or short term days off prior to
schedules being posted using the days off electronic form, and according to the
workgroup practice (e.g. outpatient schedules are posted in advance, but no
additional changes, except sick call, is granted within 2 weeks).
A. Staff who are scheduled for holidays and weekends will be given priority
for requesting days off surrounding that holiday or weekend unless
previous requests have been grants that would cause inadequate
B. Staff not working the holiday or weekend will be given consideration for
requested days off and granted the day off if staffing levels remain
adequate for patient care
D. Unpaid Planned Time Off Request by Employee
The FMLA process is available through the Human Resources department—check
with the manager or director
Non-FMLA situations are when an employee has a personal need to take time off.
The employee is expected to use their earned time for this type of request, unless
there is some other reason the department needs to consider time off as unpaid
leave. (Examples: working on thesis, home situation not covered under FMLA).
The employee must talk with the manager or director and the request is then
brought to the workgroup for discussion to see if the patient needs and services can
still be met. After the workgroup discussion, the department manager or director
determines the final approval/denial.
ξ Routine work schedules and locations will be adhered to as long as the department is
able to maintain minimum daily staffing and appropriate geographic presence to meet
the patient care needs of the organization. Providers are expected to maintain a level
of scheduling flexibility that allows reasonable distribution and maintenance of
scheduling standards, equitable distribution among all employees and adequate
coverage to meet the patient care needs of the organization.
ξ Providers are expected to give a minimum of a two-week notice for requesting /
scheduling any non-mandatory meetings or scheduled earned time. Providers who
schedule non-mandatory meetings or personal time off with less than a two-week
notice need to get the approval of the manager or director and call patient’s
themselves and/or work with a scheduler to get the patient rescheduled.
Director, Culinary and Clinical Nutrition Services
Associate Chief Nursing Officer and VP Development, Nursing & Patient Care Services