General Guidelines

  • All planned time off must be requested at least 30 days in advance.
    Exceptions apply only for illness, emergency, or unavoidable conflicts.

  • All time off requests must be submitted via the official Time Off Request Form

  • Last-minute requests are subject to approval based on the ability to secure coverage.

  • Requests are not considered approved until coverage is confirmed and communicated.

  • SUBSTITUTE LIST HERE

Process Overview

  1. Secure Coverage

    • Instructors: You are responsible for finding your own sub and providing them with a clear lesson plan.

      • Sub must be approved by MIM (on the official sub list or approved via meeting with Lauren).

      • If you are UNABLE to find a sub within 2 weeks of your absence, you MUST loop in the admin staff so they can help! This does not mean stop trying to find someone (:

    • Admin staff: Coordinate coverage with another admin (Jalyn, Cris, or Kathleen). If coverage is not possible, contact Lauren immediately.

  2. Confirm Coverage in the Form

    • Once coverage is arranged, update your form submission with:

      • Sub name

      • Sub contact info

      • Lesson plan location (for instructors)

  1. Submit Time Off Request Form

  2. Approval & Communication

    • Once approved, you will receive a confirmation email.

    • Automated reminder will be sent to Front Desk Staff 1 week before the absence.

  3. Follow-Up Confirmation

    • Office automation sends a final check-in 48 hours before the absence to confirm coverage is still in place.

    • Any changes must be reported immediately.

Instructor Coverage Requirements

  • You must provide your sub with:

    • A written or digital lesson plan

    • Any music, props, or materials needed for class

    • Class roster and special student notes

  • If your sub is not on the MIM approved sub list:

    • They must be approved in advance by Lauren

    • A short meeting (in-person or virtual) may be scheduled to review studio expectations and teaching style

  • Attempt to use MIM Staff to cover your class when possible!

  • Failure to arrange coverage or provide adequate lesson plans will result in the missed class being considered uncovered.

Admin Staff Coverage Requirements

  • All admin coverage must be arranged in advance with another admin team member.

  • If your coverage is a new or temporary hire:

    • A training session will be scheduled with Lauren or Kathleen prior to the shift.

  • Lauren will continue to monitor operations during her own planned time off until full task delegation is possible.

  • All front desk coverage changes must be communicated to the teaching staff scheduled during that time.

Illness & Emergencies

  • Notify Lauren and Front Desk Staff immediately via phone/text or WhatsApp

  • For instructors:

    • Contact your top choice sub(s) as soon as possible (let Lauren/Front Desk know who you have contacted)

    • Provide them with a digital lesson plan if you cannot be there in person

  • For admin staff:

    • Contact another admin to arrange emergency coverage

    • Provide any essential daily notes or updates


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