---
title: Academic Advisor Out-of-Office (OOO) Coverage
description: Academic Advisor OOO coverage process, responsibilities, and procedures
---
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# Academic Advisor Out-of-Office (OOO) Coverage
# Academic Advisor Out-of-Office (OOO) Coverage
**Assigned To:** Dan Tietz, Jessica Myers, Chris Lofton, Carly Cavagnoli, Trent Scipio, Sarah Dungan
**Category:** Employee Life Cycle, Student Life Cycle
**Department:** Academic Advisor
**SOP Rule:** Trigger
**Status:** Approved by CEO and Implemented
## Purpose
To ensure that student needs are met and no critical items are missed when an Academic Advisor is absent. While coverage is provided, it remains the Academic Advisor’s responsibility to follow up on their tasks, students, graduates, and communications upon return.
## Scope
This SOP applies to all **Academic Advisors** at Zollege. It ensures that tasks are delegated and communications are coordinated using tools such as **HubSpot** and **Canvas**.
## Definitions
- **OOO:** Out of Office
- **Slack:** Messaging and collaboration platform
- **NSO:** New Student Orientation
- **HubSpot:** CRM for tracking student interactions
- **Canvas:** Learning management system
- **Coverage Plan:** Task delegation document
- **Handoff Note:** Task and responsibility outline
## Responsibilities
- **Academic Advisor (OOO):** Notify team, prepare handoff, delegate tasks
- **Peer Advisors:** Handle assigned tasks and communications
- **Manager:** Oversee coverage and approve absences
- **Support Staff:** Assist with calls, emails, and systems
## Procedure
### Step 1: Notify the Supervisor and Team
- Notify manager and team at least 3 business days in advance
- For emergencies, notify immediately
- Block calendar and reschedule meetings
- Set email and voicemail OOO messages
### Step 2: Communicate and Request Coverage
- Inform team coverage is needed
- Notify impacted departments
- Use Slack for communication
### Step 3: Prepare Coverage Plan
- Include pending HubSpot tasks
- Scheduled student calls
- Canvas tasks
- Special instructions
### Step 4: Coordinate With Peers
- Assign peer advisors
- Monitor HubSpot and Canvas
- Share plan with supervisor
### Step 5: Team Protocol During Absence
If a student contacts:
> The Academic Advisor you’re trying to reach is currently out of the office and will return on \[Date\]. In the meantime, we can assist you.
- Reassign inquiries as needed
- Update team via Slack
### Step 6: Update Internal Systems
- Reassign HubSpot tickets
- Update Canvas tasks
- Document urgent items
### Step 7: Final Check
- Confirm coverage before leaving
- Review systems upon return
## Checklist
- Prepare and communicate coverage plan
- Reassign HubSpot tickets
- Monitor Slack and email
## Revision History
- 1st Version: 7/15/25
- 2nd Version: mm/dd/yy
- 3rd Version: mm/dd/yy
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