Rescheduling & Substitutions

Chief’s Rescheduling Policy

Chief will reschedule or change the day/time of a Core meeting for any of the following reasons:

  • If the Guide has been notified that 50% or more of the group are unable to attend an upcoming meeting and would prefer to move to another day

  • If 100% of members agree to reschedule

  • If the current meeting conflicts with a Chief event, holiday or break

Please use the Core Meeting Rescheduling / Substitute Request Form to submit your request.

Groups can propose a new meeting day/time that’s been agreed upon by all members (preferred) or Chief will send a poll to members and the Guide to determine the best new date.

Guide Absences

Please use the guidance below to determine the course of action.

  • Due to family or medical emergency: Please email guides@chief.com, and our Guide Support team will assist you. Please include “Urgent” in the email subject line.

  • You have more than one Core meeting booked at the same time: Please email guides@chief.com, and the Guide Support team will assist in resolving the issue.

  • Due to personal conflict: You are responsible for coordinating a substitute. See below for detailed directions.

  • Due to personal or medical leave: In circumstances when a Guide needs to be absent for an extended period of time (e.g. parental leave), please email guides@chief.com for guidance and next steps.

How to Identify a Substitute:

  • Reach out to Guides you know in the community

  • Post in the All Guides channel on chief.com

  • Contact guides@chief.com to help you find a substitute 

How to Report Coverage:

  1. Once a substitute is identified, please reach out to them using this email template.

  2. When the substitute confirms their availability, share the group’s meeting agenda, member list, Zoom link, and add the substitute as an Alternative Host on Zoom.

  3. Submit the Core Meeting Rescheduling / Substitute Request Form to notify Guide Experience.

  4. When the Core Meeting Rescheduling / Substitute Request Form is received, Chief will update the group’s meeting information, notify members of this change via email, and send a confirmation email to the Guide and substitute.

Important to Note:

  • Substitutes for M1 will not be approved. The Guide will either need to prioritize the upcoming Core meeting, or the group will be reassigned to a new Guide.

  • The substitute is responsible for collecting attendance, writing the meeting summary and notes for the meeting recap, and sharing this with the Core Group’s Guide.

  • The Core Group’s regular Guide is responsible for submitting attendance, the meeting summary, and the recap on Chief.com within 48 hours of the meeting.

  • The substitute is responsible for submitting their invoice to accountspayable@chief.com to be compensated their usual fee. The regular Guide will not be paid for this Core Group meeting.

Guides should not have substitutes for 2 or more consecutive meetings. If you need to take a leave of absence or cannot accommodate the group’s meeting schedule, please reach out to guides@chief.com, and we will work with you on an individual basis to determine the best path forward for your group(s).