Scheduling

Everything FCAP interns need for scheduling — the guide, submitting availability, reading the schedule and clocking in, making changes, and the policies that keep us covered. The admin side (Medicat, Acuity, weekly schedule builder) is handled by the scheduling team.

New here? Start with the full walkthrough, then submit availability on the scheduling site.

• Submit weekly availability on the FCAP Scheduling Site — you must submit for both clinic locations.
• Use the default templates in the Intern Scheduling Guide as a starting point.
• Block recurring conflicts (classes, labs, second jobs) so the scheduling team isn't asking again every week.
• Summer runs on a modified Google Sheet process — see Summer availability in the guide.

Each block on the schedule maps to a job code. Clock in under the matching app/code for every block.

Lunch policy

• Clock out while on your lunch break; clock back in when you start working again (writing plans or seeing clients).
• If one intern is leading another through a workout, both may stay clocked in. If two interns are just working out together, both should clock out.
• You may remain clocked in during FCAP class or team meetings, and you can clock in for 1 workout per week.
• If you forget to clock in or out, message Marc the same day to correct it.

Requesting time off

• Request time off at least 2 weeks in advance via the request-off document (or Slack/email to Marc). Requests are processed in the order received so we can keep FCAP staffed safely.
• Family emergencies and school conflicts are excusable — communicate as soon as you can.

Changing availability or canceling a shift

Change your availability up to 2 weeks in advance by messaging Jenny and Taylor and adding it to the request-off document. Canceling inside the 2-week window is highly discouraged — especially within 1–3 days of a shift. If you must, follow all three steps:

1. Try to find coverage — problem-solve and indicate that effort in your message.
2. Slack leadership: Caroline, Marc, Taylor & Jenny for Crozet changes, or Keila, Nick, Jenny & Taylor for SHW changes.
3. Text Jenny and Taylor.

Quick rules

• If the request-off window is closed → Slack the schedulers.
• If it's last minute (night before) → notify all three channels (Slack, phone, email) and include leadership.
• If you're sick → notify schedulers as soon as you notice first symptoms and think you won't be able to work.
• Any change in availability → Slack the schedulers.

Communication order

Reach out in this order: 1) Slack → 2) Phone → 3) Email. For minor adjustments, contact the schedulers directly; for a large reduction in availability, reach out to supervisors/leadership. Scheduler contacts are on the Team Contacts page — FCAP: Marc, Taylor · SHW: Jenny, Nick, Keila, Julie.

Attendance & punctuality

• Plan to arrive at least 15 minutes before your first scheduled client to prepare.
• If you're going to be late, message your lead/supervisor on Slack before your shift starts, not after.
• Repeated lateness or missed appointments isn't acceptable — early communication lets the clinic team adjust coverage and minimize disruption to client care.
• Use time between clients to plan, review charts, or practice with peers — see Utilizing Time Gaps on the Internship Commitment page.

Coverage & swaps

• Coverage swaps — work it out with the other intern first, then notify the scheduling lead so the weekly schedule reflects the change.
• Weekly schedule changes are posted in the FCAP scheduling channel on Slack.
• Long-term changes (new class schedule, second job, etc.) — give as much advance notice as you can.

For the full step-by-step version of these policies, see the Intern Scheduling Guide.