Last updated 07/16
Applies to Staff
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Regular, reliable and prompt attendance is essential for the functioning of the University and supports our University values. Poor attendance makes it difficult for the University to function effectively. Additionally, employees who do not maintain regular, reliable and prompt attendance place a hardship on other employees who must cover their absence. While some allowances may be made for situations beyond the control of the employee, chronic or excessive absenteeism will be cause for corrective action, up to and including termination.

Non-exempt staff will not receive disciplinary action for any incidental days allotted each year, provided that the incidental days are used for their intended purpose. However, supervisors must ensure the effective operations of the organization. Below are two examples of attendance issues that create service interruptions or place hardship on other employees.

Chronic Absenteeism

Chronic absenteeism occurs when there is a repeated or regular pattern of absenteeism. For example, this may include such situations as calling in sick or being tardy primarily on Mondays or Fridays or before or after holidays and major events.

Excessive Absenteeism

Excessive absenteeism occurs when the staff member has missed work or is late to work to the extent that it a) exceeds the standards set by the department, and/or b) results in or contributes to the employee’s failure to perform his/her duties in a satisfactory manner.

In either instance, the supervisor will provide a warning to the employee through a documented conversation with the employee in order to improve the attendance concerns and put the employee on notice that additional absences will result in corrective action. If the attendance does not improve, corrective action will be taken. The supervisor should notify his/her HR Consultant to determine when and to what extent corrective action should be taken, up to and including possible termination.

Corrective Action will be applied in accordance with the appropriate policy for exempt and non-exempt staff.

Notification of Supervisor

When an employee cannot avoid being late to work or is unable to work as scheduled, the employee is expected to notify the supervisor as soon as possible in advance of the anticipated tardiness or absence. Departments may establish specific call-in requirements that are based on operational needs. Failure to report to work or reporting late to work without contacting the department may result in corrective action, and failure to report to work for three (3) consecutive scheduled workdays without contacting the department is considered a voluntary resignation.

Definition of occurrence

  • Each tardy or leave early instance (arriving up to 2 hours late or leaving up to 2 hours early) counts as one half (1/2) occurrence.
  • Each single day or portion of a day of absence counts as one occurrence.

In recognizing that employees need time off work, the University provides paid and unpaid time off for a variety of purposes that are not counted as occurrences. These include: incidental days, vacation days, absences due to work-related injury, funeral leave, jury duty, military leave, and absences that have been approved as Family and Medical Leave.

For non-exempt staff, three or more occurrences during a 12-month period are considered excessive and may subject the employee to commencement of corrective action. Continued failure to meet attendance expectations after the initial corrective action may lead to further, progressive steps up to termination of employment.

All employees exempt or non-exempt will be given “notice” before any respective disciplinary process is invoked.


Reporting Absences

The reporting of variations from standard work schedules is necessary for maintaining accurate and timely records of paid time off and to ensure that employees are paid appropriately for work performed. Reporting procedures vary by group as follows:

Exempt Staff

Exempt staff should report absences to their supervisor whether for personal illness, family illness, or personal days. A record of exempt staff absences for personal illness, family illness, or personal days is maintained in individual departments.

Vacation time for exempt staff is maintained within My Time Off. In cases where an exempt staff members absence is unpaid, this information is reported on a Leave of Absence Form, depending on the duration and specific circumstances of the situation. Guidance on the appropriate reporting method may be obtained from Payroll Services.

Non-Exempt Staff

Salaried. Absences and/or overtime worked for salaried non-exempt staff employees should be reported to the Office of Human Resources on a Weekly Report of Absences or Overtime Worked form within one (1) week of the absence and/or overtime.

Hourly. Absences and/or overtime worked for hourly non-exempt staff employees should be reported through UltraTime.

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