Staff operations · Cover request

Staff Absence & Cover

Let the leadership team know as early as possible if you cannot attend a committed session and provide everything needed for another coach to take over safely and smoothly.

Same-day or urgent absence

Do not rely on submitting this form alone.

If your session is today, starts soon or there is a realistic risk that athletes could arrive without appropriate coaching cover, contact a member of the leadership team directly as soon as possible and then complete the form below.

Give us as much notice as possible

When Should I Tell Leadership?

Earlier notice gives us more opportunity to arrange appropriate cover and protect the quality of the session.

✓

Planned Absence

Submit the request as soon as you know you will be unavailable rather than waiting until the week of the session.

◷

Illness / Short Notice

Inform leadership as soon as you reasonably know you are unlikely to be able to coach safely or attend.

Same-Day Emergency

Contact leadership directly. Do not assume an online submission will be seen before your session begins.

Cover process

What Should I Do?

Notify

Tell leadership that you cannot attend as early as possible.

Identify

Give the date, team, exact time, venue and your usual coaching role.

Handover

Give the covering coach enough information to continue safely and productively.

Confirm

Do not assume cover is arranged until leadership has confirmed the final plan.

Good handover

Help the Covering Coach Succeed

✓ Useful Handover

Current routine section being worked.
Stunt groups or formations.
Skills being progressed.
Planned session objective.
Relevant music or choreography.
Equipment needed.

✕ Avoid

“They know what they're doing.”
Leaving no plan for a specialist session.
Sending unnecessary confidential athlete details.
Assuming another coach can automatically stay late.
Asking an unapproved person to cover.
Cancelling before leadership confirms the plan.

Who Arranges the Cover?

Staff can help by identifying availability or suggesting an appropriately qualified colleague, but leadership confirms the final cover arrangement. Do not independently give a session to somebody who has not been authorised to coach it.

Send privately to leadership

Staff Absence & Cover Request

Complete the form below. Your request will be sent privately to the Notts Hotshots leadership team.

✓

Cover Request Submitted

Your absence and cover request has been sent to the Notts Hotshots leadership inbox. Cover is not arranged until leadership has confirmed the final plan.

Staff Member *

Type of Absence *

Session Type *

Your Role on the Session *

Session Date *

Team / Class *

Session Start Time *

Session Finish Time *

Notice level

Venue *

Are Multiple Sessions Affected? *

Additional Sessions Affected * Include enough information for leadership to identify every session requiring cover.

Brief Reason / Context *

Have You Already Contacted Leadership? *

Yes

Leadership must be contacted directly. This session is less than 24 hours away. Contact a member of the leadership team before submitting this request, then select “Yes” above.

Who Did You Contact?

How Did You Contact Them?

Planned Session Objective *

Essential Coaching Handover *

Does Cover Need Specialist Experience? *

Other Coaches Normally on Session

Specialist Experience / Qualification Needed *

Resources / Equipment Needed

Possible Cover Suggestion Leadership will make the final decision on cover.

Has Anyone Agreed to Cover?

Are You Contactable?

Anything Else Leadership Needs to Know?

I understand that submitting this form records my absence / cover request, but cover is not arranged until leadership has confirmed the final plan. *

Same-day absence: if the session is today or begins soon, contact leadership directly before relying on this form.

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