🗓️ Need to Request Time Off?

If you need to request time off, please submit a Time Off Request using the form below:

🌐 www.kevsgym.com/instructor-time-off-request/

⏳ Advance Notice

Please submit your request as far in advance as possible. Whenever possible, planned time off requests should be submitted at least 14 days in advance to allow sufficient time to notify clients and arrange instructor coverage.

If you have any questions, we’re happy to help!

📧 support@kevsgym.com
📞 (571) 206-8538

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Instructor Time Off Policy

Purpose

At Kev’s Gym, we are committed to providing our clients with consistent, dependable, and high-quality fitness programming. Because our clients rely on familiar instructors and regularly scheduled classes, instructor availability is essential to maintaining continuity of care and an exceptional client experience.

While we understand that instructors occasionally need time away, excessive or frequent time off requests can disrupt client schedules, require significant administrative coordination, and impact the consistency of our services. This policy is intended to establish clear expectations while allowing instructors the flexibility to manage personal and professional commitments responsibly.

Definitions

For purposes of this policy, an appointment is defined as any scheduled service assigned to an instructor, including but not limited to:

• One group fitness class
• One personal training session
• One private fitness session
• Any other scheduled client appointment

Each scheduled appointment requested off counts as one (1) appointment toward the annual total.

Time Off Requests

• Instructors may request time off as needed.
• Whenever possible, planned time off requests should be submitted at least fourteen (14) days in advance.
• Each instructor may request up to 15 scheduled appointments off per calendar year without an administrative fee.
• Beginning with the 16th appointment requested off during the same calendar year, a $25 administrative fee per appointment will be assessed. This fee helps offset the administrative time required to coordinate substitute instructors, communicate with clients, and maintain uninterrupted service.

Excessive Time Off

Kev’s Gym values dependable instructors who provide consistent service to our clients.

Submitting an average of one (1) or more appointments requested off per month (12 or more appointments requested off during a calendar year) may be considered excessive.

If an instructor reaches or exceeds this threshold, Kev’s Gym reserves the right, at its sole discretion, to reassign some or all of the instructor’s current or future classes to another instructor in order to maintain reliable service for our clients.

Emergency Absences

Emergencies, illnesses, family emergencies, severe weather, and other unforeseen circumstances are understood and will be reviewed on a case-by-case basis.

Instructors should notify Kev’s Gym as soon as reasonably possible if an emergency prevents them from fulfilling a scheduled appointment.

Although emergencies will be handled with reasonable discretion and compassion, recurring patterns of absence—including repeated emergency-related absences—may still result in class reassignments if necessary to ensure dependable client service.

Additional Guidelines

• Time off requests are subject to operational needs and instructor coverage availability.
• Kev’s Gym reserves the right to deny a time off request if adequate coverage cannot be secured or if approval would negatively impact client service.
• Frequent or last-minute time off requests may affect scheduling priority, eligibility for future class assignments, and opportunities for new client leads.
• Payment of the administrative fee does not guarantee approval of future time off requests and does not guarantee retention of any current or future class assignments.
• Time off requests should be submitted through Kev’s Gym’s designated scheduling or time off request system.

Annual Reset

Time off totals reset on January 1 of each calendar year. Unused appointments do not carry over into future years.

Kev’s Gym’s Right to Interpret and Modify

Kev’s Gym reserves the right to interpret, administer, and apply this policy based on business needs and operational requirements. Kev’s Gym may modify this policy from time to time, with reasonable notice, as business needs evolve.