Leave Policy (Planned, Sick, Emergency)

Purpose: Healthy Mind by Avik™ operates on fixed guest schedules, recording slots, and daily production timelines. Leave is supported but it must be planned and communicated professionally to protect guest experience and business continuity.

Applies to: All paid intern podcast hosts (India-based, operating on US-time schedules)
Leave entitlement: 2 Paid Leaves (PL) per month
Effective date: [02/03/2026]

4.1 Leave Entitlement

• Each intern host is eligible for 2 Paid Leaves (PL) per month.

• Any additional leave beyond the monthly entitlement may be approved only as Unpaid Leave (UPL) at management discretion, depending on workload and coverage.

• Leave is counted only when it is requested and approved. Unapproved absence is not considered leave.

4.2 Team Coverage Rule (Leave Approval Depends on Availability)

Because recordings and guest coordination are time-sensitive, leave approvals depend on team coverage:

• Only 1 host leave can be approved on any given day.

• A host’s leave request will be approved only if other hosts are available to maintain production continuity.

• If another host’s leave is already approved for that day, additional leave requests for the same day may be declined or moved to an alternate date.

This rule exists to prevent production gaps and guest disruption.

4.3 Planned Leave Request Process

Planned leave must be requested through the official channel [WhatsApp to Team Lead] and must include:

• leave date(s),

• whether it impacts any recording/meeting/assigned deadline,

• basic reason category (no sensitive personal details required).

Notice requirement:

• Normal days: request at least 7 days in advance

• If a recording day or guest coordination is affected: request at least 10–14 days in advance

Leave is not approved until the Team Lead confirms in writing.

4.4 Partial-Day Leave / Temporary Unavailability

If you need to be unavailable for part of your assigned working window:

• request approval in advance and specify the exact time range,

• approval depends on production schedule and coverage availability,

• unavailability during recording blocks is considered high impact and may be declined.

4.5 Sick Leave (Not Always Predictable)

If you are unwell:

• inform the Team Lead as early as possible, ideally before your shift starts,

• if a recording is scheduled, inform immediately so the guest can be handled respectfully.

Sick leave may be adjusted as PL/UPL depending on monthly balance and approval.

4.6 Emergency Leave (Unexpected Situations)

Emergencies can happen. If an emergency affects your availability:

• inform the Team Lead immediately once you know,

• a short message is enough:
  “Emergency unable to join. I will update by [time].”

• share a status update as soon as possible so the team can arrange continuity.

Emergency leave is for genuine unexpected events not routine personal work, errands, or avoidable conflicts.

4.7 Recording Days & Guest Commitments (Critical Rule)

Podcast recordings and guest coordination are time sensitive. Therefore:

• Leave that affects a scheduled recording slot will be approved only in exceptional cases and only if coverage is possible.

• If you anticipate any conflict with a recording, you must inform the Team Lead at the earliest (not last minute).

• You may be required to provide a complete handover (prep notes, guest context, links, and show details) to ensure continuity.

4.8 Blackout Periods (High-Impact Windows)

During certain periods (launch weeks, heavy booking windows, publishing sprints), leave may be restricted. These blackout periods will be communicated in advance wherever possible.

4.9 Unapproved Absence, No-Call/No-Show

• Unapproved absence (being unavailable without approval) is treated as a policy violation.

• No-call/no-show (missing a scheduled recording/meeting/shift without informing) is considered a serious breach because it impacts guests and the brand.

4.10 Stipend / Pay Impact for Absence or Disruption

Healthy Mind by Avik™ runs on daily schedules and guest commitments. If a host’s absence or last-minute unavailability causes disruption, the company may apply:

• pay cut/deduction for the impacted show/day (as applicable), and/or

• temporary restriction/removal from live recordings until reliability is restored.

Approved Paid Leave (within the 2 PL/month) will not be subject to deductions.

4.11 Misuse of Leave / Frequent Last-Minute Requests

Repeated last-minute leave requests, patterns of short-notice unavailability, or using leave/flexibility to avoid assigned responsibilities may lead to:

1. written warning + reset of expectations,

2. pay deduction for impacted show/day + restriction of responsibilities,

3. termination of internship/role engagement if the pattern continues.

4.12 Leave Records & Ownership

• All leave must be recorded and approved in writing (message/email confirmation and tracker update).

• Hosts are responsible for planning their leave early, checking the team leave calendar, and protecting guest commitments through timely handovers when required.