Attendance

Last Updated 11/08
Applies to Administrators and Staff
Related Policies:

Policy

To maintain a safe and productive work environment that is respectful of all employees, the University expects employees to be reliable and punctual in reporting for scheduled work. Absenteeism and tardiness place an unnecessary burden on other employees and on the University. During new employee orientation, the supervisor should clearly communicate the department's expectations for attendance and punctuality.

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

  • The first three instances of tardiness combined equal one occurrence. Each subsequent instance of tardiness counts as a single occurrence.
  • One full day or portion of a day of absence, including leaving early, counts as one occurrence.
  • Multiple days taken consecutively count 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: personal days, vacation days, absences due to work-related injury, physician appointments (when approved in advance by the supervisor), funeral leave, jury duty, military leave, and absences that have been approved as Family and Medical Leave.

Excessive Absence

For administrators, the determination of excessive absence is made by their department in consultation with a Human Resources Business Partner.  Consideration is given to administrator schedules which often fluctuate with position demands and do not afford additional pay for hours worked in excess of a 40-hour week.  Administrators are expected to be accessible and available whether on a day-to-day basis or in special circumstances and should report anticipated absences to their supervisor in advance.  Excessive absence by an administrator is addressed through the Corrective Action Procedures - Administrators which may result in a warning or termination of employment.

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

Procedures

Reporting Absences

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

Administrators

Records of sick and vacation time for administrators are maintained by individual departments. In cases where an administrator's absence is unpaid, this information is reported on a Report of Absences and Overtime Worked form or 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.

Staff

Salaried

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

Hourly

Absences and/or overtime for hourly paid staff employees (non-exempt) are reported on time cards or through the electronic time keeping system, whichever is appropriate.

Access to information on staff (non-exempt) sick and vacation bank balances and usage is available through Self Service at inside1.cc.nd.edu.