Leave & Absence Guidelines

Overview

Leave requests must always go through the proper process to ensure smooth team operations and fair tracking. Rest days are meant for you to truly recharge - planning ahead means you can fully switch off without worrying about work.

Leave Types & Notice Requirements

Notes on Medical Leave

A valid medical certificate or official prescription from a licensed doctor or hospital is required. Absence without proof will be treated as unapproved urgent leave.

Leave Request Approval Process

Step 1: Inform Your SM / Team Lead

For all leave types, SM / Team Lead must be informed before or immediately upon any absence - no exceptions, including urgent and emergency cases.

• Developer / Project Member: Inform your SM, Team Lead, or Manager and include a task handover plan before your absence.
• SM / Team Lead / Manager: Submit your request to Mr. Quynh (CEO) for approval.

Step 2: Evaluation & Approval

SM / Team Lead assesses the sprint workload, team capacity, and coverage before approving.

Escalation to Board of Directors (BOD):

The following cases must be escalated to BOD before final approval:

• Long-term leave (≥ 3 days)
• Family emergencies
• Private matters
• Enrolling in a long-term course

Step 3: Submit in DF App

After SM / Team Lead approval, submit your leave in the DF App for Finance and HR tracking. This step is mandatory for all leave types, including urgent cases.

Step 4: Final Approval & Notification

• SM / Team Lead / CEO grants final approval via email, Slack, or SMS.
• The team member on leave notifies all relevant members via the company Slack group including date, time, and reason.
• CC Mr. Quynh (CEO) & Ms. Phuong (Accountant) for tracking.

Leave Request Format

All leave requests should follow this format:

Hi [@Your team members], cc @Quynh Nguyen @Phuong Vo

- Time off: [Start Time] - [End Time], [Date] - Reason: [Clear and specific reason] - Handover: [Person responsible for your tasks during absence]

Example:

Hi @team, cc @Quynh Nguyen @Phuong Vo

- Time off: All day, 05/05/2025 - Reason: Medical appointment at City International Hospital - Handover: @Tai Le will cover my sprint tasks

Task Handover Requirement

A task handover plan is required for all Standard and Urgent leave requests. Requests submitted without a handover plan may be rejected by SM / Team Lead.

Ensure the following before your absence:

• Identify which tasks are in progress
• Assign each task to an appropriate team member
• Brief the person taking over on context and next steps

Guidelines for Providing Reasons

To foster transparency and team empathy, all leave requests should include a clear and specific reason.

🚫 Avoid vague terms like:

• “Personal issues”
• “Private matters”
• “Busy with something”

✅ Instead, be transparent and professional:

• “Doctor’s appointment at [clinic/hospital name]”
• “Attending a family wedding in [location]”
• “Handling paperwork at [government office name]”
• “Taking care of a sick family member”

Warning & Compliance

Repeated failure to follow the leave process will result in the following actions:

Unapproved absences will be treated as unpaid leave

By following these guidelines, we create a supportive, accountable, and high-performing team environment for everyone.