Free Sample Attendance Management Policy
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Sample Attendance Management Policy


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Attendance Management

I.              POLICY STATEMENT

II.             POLICY OBJECTIVES

III.            APPLICATION

IV.           POLICY DIRECTIVES

V.            POLICY GUIDELINES

VI.           ACCOUNTABILITY

VII.          MONITORING

VIII.         APPENDICES

I.              POLICY STATEMENT

Employer ABC is committed to providing excellent service to its clients.  All employees must work as a team in order to attain this goal.

Quality of service is affected by employee attendance.  Employees must report to work regularly and be punctual in reporting to work and returning from breaks.

It is recognized that employees may be absent from work due to illness or injuries.  ABC is committed to informing employees about the proper use of sick leave, to assuring that employees fulfill their work requirements, and to promoting a healthy workplace not jeopardized by frequent or unnecessary absences.

 II.            POLICY OBJECTIVES

This policy establishes ways of optimizing work attendance, balancing fairness to the employee and maintaining work efficiency.  The policy has been developed in accordance with the following goals:

                       

1.     To contribute to excellent service delivery by having employees attend work regularly;

2.     To implement measures that minimize absences;

3.     To resolve attendance problems in a positive manner; and

4.     To provide management support and training on attendance problems.

  III.          APPLICATION

This policy applies to all employees employed by Employer ABC.

 IV.          POLICY DIRECTIVES

A.    Review Policy

Each employee will receive a copy of the Attendance Policy.  The policy will be reviewed with each employee by his/her manager/supervisor.

B.    Sick Leave

Employees may be granted sick leave when an illness or injury has impaired them to the point where they are unable to perform their duties, provided there is corresponding medical evidence to support a claim, and provided the employees have the necessary sick leave credits.

C.    Absence Verification

 

The manager/supervisor may verify absences from work as required.

D.    Deemed Resignation

An employee who is absent without permission for  consecutive days shall be deemed to have resigned effective the first day of the absence.  The employee may be reinstated if they prove that the absence is due to a cause beyond their control and it was not possible for the employee to notify the department of the absence.

E.    Reporting Procedure

When an employee is not able to attend work, the employee must call his/her immediate manager/supervisor.  Notification should be provided as soon as possible in accordance with department requirements.  In extenuating circumstances, someone other than the employee can make the contact.  The manager/supervisor is responsible for returning the employee's phone call.

To be eligible for leave benefits, an employee must inform the immediate manager/supervisor or appropriate designate of the following:

1.     Type of leave (sickness, workplace injury, family illness);

2.     Estimated return to work date; and

3.     Whether or not the employee plans to see a doctor.

The manager/supervisor must document the date and time of the call, expected date of return to work, whether or not the employee plans to see a doctor, the type of leave, and record the absence on the work record.  Failure to follow these procedures will cause an absence to be recorded as a leave without pay.  This system must allow for proper adjustments to payroll and present a record that can be used to monitor and manage attendance.

When an employee fails to call in, the manager/supervisor shall:

1.     Make reasonable efforts to contact the employee to obtain necessary information and discuss the consequences of continued unscheduled absence; and

2.     Meet with the employee privately at the next scheduled shift, or as soon as the employee is available; and where appropriate, advise the employee of the Employee Assistance Program (EAP) and modified alternate work duties.

A failure to follow reporting procedures may result in the denial of benefits and disciplinary action.

Application for paid leave benefits for any period of illness may require medical certification.  Failure to provide medical information will result in an assumption is on leave for non-medical reasons.  In the case of a work-related injury, the employee, employee’s physician and employer complete a workers' compensation form.  All completed forms are to be returned to the employer.

Failure of employees to follow treatment plans as prescribed by a medical practitioner and/or specialist will result in benefits ineligibility.  When the physician indicates that an employee can carry out some of their duties and/or perform modified alternate work duties, the employee is expected to attend work.  The employer will adjust the employee’s duties accordingly.

Employees who attempt to claim, or have claimed, a benefit to which they are not entitled, may be denied benefits and/or may be subject to disciplinary action, up to, and including, termination.

F.    Monitoring

Employer ABC requires that employee attendance record be reviewed on an ongoing basis.

G.    Attendance Review Standard

Three incidents of absence from work in a six-month period will result in review an employee's record by the supervisor/manager.  If a manager/supervisor reasonably believes that regular attendance is being compromised, the manager should meet with the Director of Human Resources to determine if a formal attendance interview with the employee is required.

H.    Informal Discussion

The manager/supervisor may meet informally with an employee to discuss attendance issues.

I.      Formal Attendance Interview

Following consultation with the Director of Human Resources, a formal interview is conducted by the manager with an employee whose absences leads the manager/supervisor to reasonably believe that regular attendance is compromised.  Follow-up interviews should be scheduled as appropriate, following the first interview.  Steps to follow when conducting the attendance interview:

1.     Employees must be allowed to explain the circumstances of the attendance issue;

2.     The manager/supervisor must ask if there is a medical reason for the employee's absence from work.  If the employee indicates that there is a medical reason, the manager/supervisor must advise the employee that he/she will be provided with a package the employee is to give to his/her physician;

3.     The manager/supervisor must inform the employee of EAP assistance options; and

4.     Following every interview, a summary letter must be sent to the employee outlining the matters agreed upon.

V.            POLICY GUIDELINES

As required, guidelines will be developed to implement and administer the Policy.

 VI.          ACCOUNTABILITY

A.    Employees are responsible for where applicable:

1.     Reporting to work on a regular, timely basis;

2.     Attending to personal obligations outside working hours, where practical;

3.     Reporting all absences according to procedures outlined in this policy;

4.     Applying for sick leave benefits in accordance with ABC policies;

5.     Following assistance programs to facilitate a prompt return to work; and

6.     Advising their physician of the availability of modified alternate work duties.

B.    Managers/supervisors are responsible for:

1.     Educating staff on attendance;

2.     Providing a safe and healthy workplace;

3.     Maintaining accurate attendance records by reporting unscheduled absences (sick leave, family illness leave, & workplace injury) to Human Resource on a regular basis;

4.     Analyzing attendance reports, assessing attendance problems, and monitoring sick leave patterns and usage;

5.     Consistently administering policies that relate to attendance management;

6.     Addressing attendance problems in a timely manner;

7.     Sharing ways to deal with attendance problems with other manager/supervisors;

8.     Acknowledging attendance improvement;

9.     Advising new employees of attendance expectations and policies during orientation;

10.  Informing employees about the EAP; and

11.  Facilitating early return to work programs by modifying work duties, where possible.

C.    Human Resources will:

1.     Enter attendance data in the Human Resource Management System each month;

2.     Provide manager/supervisors with quarterly departmental attendance statistics, including departmental averages;

3.     Ensure consistent and effective administration of leave benefits;

4.     Provide implementation advice and assistance to the managers/supervisors with respect to the attendance management policy;

5.     Provide management support and consultation on attendance issues;

6.     Help with the implementation and design of modified alternate work duties;

7.     Train managers/supervisors on attendance management procedures;

8.     Maintain confidential employee medical files;

9.     Develop and update related policies and programs; and

10.  Provide EAP information and policy guidelines and operational support.

D.    Senior Management is expected to:

1.     Ensure that manager/supervisors implement the Attendance Management Policy, provide training, establish goals, and support the Attendance Management Policy;

2.     Facilitate internal departmental audits of the policy; and

3.     Ensure manager/supervisors are responsible for implementing of the Attendance Management Policy.

  VII.        MONITORING

Departments are responsible for complying with the terms of this policy.  Human Resources conduct audits of departmental attendance management practices to determine departmental compliance with this policy.

 VIII.        APPENDICES

COVERING LETTER FROM SUPERVISOR TO EMPLOYEE

Saturday, June 15, 2013

TO: Employee Name

RE: ATTENDANCE

During your attendance interview you advised that you had a medical condition that has prevented you from reporting for work on a regular and consistent basis.

In order that we may help you achieve more regular attendance, please take the enclosed letter to your physician and have your physician respond to our Medical Consultant.  All medical information remains confidential and management will be provided only with information on fitness for work.

It is your responsibility to ensure that this report is completed and mailed to Medical Consultant within .  Failure to do so will result in a presumption that there is no medical reason for your absence.

Sincerely,

Manager

ATTENDANCE LETTER TO A DOCTOR FOR A MEDICAL ABSENCE

Saturday, June 15, 2013

Dear Dr.  Doctor's Name:

RE: Employee Name

Employee Name was recently interviewed to review his/her work attendance at which time Employee Name indicated that there was a medical condition that has contributed to their sick leave usage.

In order that I may advise the Department Name as to a reasonable expectation for this employee's attendance, I require additional information.  The information you provide will remain confidential and management will be provided only with information regarding the employee's fitness for work.

1.     Does the employee have a medical condition that prevents him/her from performing their regular duties?

Yes

No

If yes, what is the diagnosis?

 

 

 

 

 

2.     Please provide the dates on which this employee consulted you for this condition in the past year.

 

 

 

 

 

3.     What is the current treatment plan and what specialists, have been involved in this employee's care?

 

 

 

 

 

4.     Is any improvement in this condition expected?

Yes

No

5.     If yes, when do you anticipate this employee’s return to regular duties?

 

 

 

 

 

6.  Can the employer do anything to assist this employee with their rehabilitation/attendance? (Employee Assistance Program, modified alternate work duties [please specify], etc.)

 

 

 

 

 

Please provide your report in the enclosed envelope.  Costs associated with the completion of this form can be included with the report.  The employee has been given  from the date of this letter to have response provided to my office.

Thank you for your timely attention to this matter.

Sincerely,

Medical Consultant

cc: Employee Name


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