Ensure consistent administration of
attendance management issues.
Establish employee and supervisor
responsibilities regarding attendance.
Good attendance is a condition of
Sick leave is a benefit to be used only
for its intended purpose.
Employees are responsible for: making
every reasonable effort to be present as scheduled, arriving, leaving and
taking breaks on time and providing timely notice of situations affecting
Supervisors are responsible for:
monitoring employee attendance, discussing uses of leave with employees,
problem-solving with employees and taking appropriate corrective action.
Corrective Action Categories:
Acceptable Absenteeism -- When an
employee is absent for a serious illness, for extended or repeated periods of
time, adversely affecting productivity.Acceptable absenteeism is administered on a case-by-case basis by each
department with assistance from Human Resources and Occupational Health and
Abuses of Leave and Excessive Tardiness
are handled through normal discipline guidelines.
Questionable Use of Leave -- The
supervisor/manager, shall discuss the employee’s use
of leave with the employee and may decide, in consultation with his/her supervisor/manager,
to place the employee on the Employee Attendance Program (EAP).While on EAP, the employee must produce a
doctor's certificate in order to receive paid sick leave.
The program must be communicated in a
positive and consistent fashion to all staff.
Good attendance is a condition of
·All employees will make every
reasonable effort to be present on all scheduled work days, to arrive on time,
to leave for and return from breaks and lunch on time, to leave on time, and to
schedule absences from work as far in advance as possible.
·Employees should provide
supervisors/managers with as much advance notice as possible of situations that
may affect their attendance.This
Program does not require an employee to reveal medical, illness or injury
information to supervisors/managers.However, an employee can do so voluntarily.Employees must submit medical information to
Occupational Health and Safety.
·Monitor sick leave and other leave use
·Identify and address questionable leave
·Take appropriate corrective action when
questionable use is identified.
·Protect confidential medical
information received from employees during the Employee Attendance
Program.Occupational Health and Safety
will assist supervisors in the area of confidentiality of medical information.
·Document an employee's placement on the
Employee Attendance Program.
Health and Safety Responsibilities:
·Maintain all confidential employee
medical information.Medical information
will be placed in the medical file maintained by Occupational Health and Safety
and not in the employee's Department file.
·Assist employees with the release of
·Facilitate independent review of
medical information that will help Departments make decisions without revealing
Absence: Any time
an employee is not present as scheduled for non-work related reasons.Exclusions from this definition: scheduled
rest and lunch periods, vacations, bereavement, administrative, compensatory,
jury duty, and military leaves and approved leaves of absence.
Sick Leave: An
employee benefit intended for employee illness or injury that prevents an employee
from performing his/her job duties or illness or injury of an immediate family
member for whom the employee must provide direct care.
Abuse of Leave:
Employee uses sick or other leave for reasons other than those for which it is
intended.Abuse of such leave is treated
as a disciplinary issue.
Absenteeism: An employee is ill or disabled for extended and/or repeated
periods of time, having an impact on the employee's or the work unit's
productivity.This may include absences
covered under the provisions of the Americans with Disabilities Act (ADA),
and/or the Federal Family and Medical Leave Act.
EMPLOYEE ATTENDANCE PROGRAM (EAP) PROCEDURES:
·All employees will receive a copy of
·EAP documentation will be distributed
·Original - Department File.Note: Medical information will be placed in
the employee's medical file with Occupational Health and Safety and not in the
employee's Department File.
·Copy – Employee.
·Supervisors will periodically review
employee attendance in order to determine if use of leave time is
appropriate.Areas of review include:
·Is sick leave usage appropriate?
·Are there indications of questionable
use of leave?
·Are there indications of other
·Use of hours or more of sick leave is only an
indication that absence should be reviewed.
·An employee can be placed on the
program when the review is concluded.A
manager or supervisor does not need to wait until hours of sick leave are used.
·When it is determined that either
questionable use of leave or acceptable absenteeism is present, the manager or
supervisor will meet with the employee.
·The supervisor and the employee attempt
to resolve the issue.This occurs when
absences are adversely affecting the work unit.The supervisor will review the employee’s record of absences and the
impact on the work unit.
·The supervisor will ask the employee
develop an action plan for reducing absences.The supervisor will be sensitive to family and personal issues that may
create absence problems.Certain
circumstances may make it difficult or impossible for employees to develop a
plan and provisions of the Americans with Disabilities Act regarding reasonable
accommodation and Family Leave must be considered.The employee will be given the option to
access the Employee Assistance Program.
·If the employee is unable to reduce
absences, the Department Manager will determine, on a case-by-case basis, the
employee’s options and take appropriate action.Human Resources and Occupational Health and Safety are available to
assist Department Managers.
·If the supervisor determines the
employee is able but unwilling to reduce absences, the Department Manager will
be notified.If the Department Manager
agrees with the supervisor, the employee is placed on the EAP.
·Questionable Use of Leave:
·This is an informal meeting that allows
the employee to provide additional information and allow the supervisor to
review the circumstances.The supervisor
will inform the employee that she/he is not required to reveal any medical
information, but can do so voluntarily.The supervisor will maintain the confidentiality of any revealed medical
·The supervisor and employee will review
a written record of the employee's attendance history.Payroll will perform any requests for
verification of accuracy.
·After the interview, the supervisor
will make a decision.Evidence will
include information from the interview and information from any follow-up
·If the supervisor decides there is
questionable use of leave time, the Department Manager will be notified.If the Department Manager agrees with the
supervisor, the employee is placed on the EAP.
Employee Attendance Program:
·Employees on the EAP will be notified
in writing indicating placement on the Program for of six months.This notice will include the following:
·Paid Sick Leave: In order to receive
paid sick leave while on the EAP, the employee must submit a statement signed
by the employee's physician verifying the illness.
·If the absence falls under the Family
and Illness Leave Policy or the Leave Of Absence Without
Pay Policy, additional verification may be required in accordance with those
·Failure to comply with management's
request for medical information while on the EAP can result in disciplinary
·Standard processes will be followed in
all disciplinary actions.
·days from the date of placing the employee on the program,
the supervisor will review the situation.
·If the employee has had no attendance
problems, an attendance update will be placed in the employee’s file.
·If the employee still has attendance
problems, the supervisor and Department Manager will develop a corrective work
plan for the employee.This plan will
include the employee's attendance history, an explanation of what is required
to demonstrate improvement and the disciplinary actions that may apply if
performance is not improved.
Employee Attendance Program:
·Six months after the employee was
placed on the EAP:
·After an employee has successfully met
the intent of the EAP, review of attendance history will be the same as for an
employee who has not been on the Program.The employee will be notified of their removal from the EAP by letter.
·If questionable use of leave continues,
the employee's placement on the program may be extended and/or appropriate
disciplinary action will ensue.