Ensure consistent administration of attendance management issues.
Establish employee and supervisor responsibilities regarding attendance.
Good attendance is a condition of employment.
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 attendance.
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 Safety.
Abuses of Leave and Excessive Tardiness are handled through normal discipline guidelines.
Questionable Use of Leave -- The supervisor/manager, shall discuss the employeeâ 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 employment.
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 by subordinates.
Identify and address questionable leave usage.
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.
Occupational 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 medical information.
Facilitate independent review of medical information that will help Departments make decisions without revealing confidential information.
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.
Acceptable 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 the EAP.
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.
Review of Attendance:
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 attendance abuse?
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.
Acceptable Absenteeism: 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 information.
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 investigation.
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.
Placement on 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 policies.
Failure to comply with management's request for medical information while on the EAP can result in disciplinary action.
Standard processes will be followed in all disciplinary actions.
Progress Review: 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 employeeâ 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.
Removal from 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.