IV.B. Attendance (This version will be effective July 1, 2014.)ADMINISTRATIVE POLICY TYPE: HUMAN RESOURCES
POLICY TITLE: AttendanceEmployees are expected to maintain a prompt and appropriate attendance record. An absence is a failure of an employee to be on the job at any time during his or her scheduled hours of work. This policy does not support excessive and/or chronic absences which suggest a pattern of abuse.
Recognizing employees are the college’s most valuable resource and essential to its ongoing operation and success, the district provides paid and unpaid leave time to handle situations requiring time away from work. This policy covers all contract employees (management, support staff and faculty) both full and part-time.
An unexcused absence is an absence that is not for a good cause and includes all no call absences and tardiness. No call absences occur when an employee is absent and fails to provide notification of an absence. Tardiness is being late for scheduled work time or leaving the work site early. The only exception to tardiness is when it is prearranged and approved by the supervisor.
Notification and Record Keeping
Notification: Absences must be reported to the appropriate person and must include name, when absent, reason for absence, and when the employee can be expected to return to work. Employees are encouraged to notify their supervisor with as much advance notice as possible.
To ensure compliance with Family and Medical Leave Act regulations, an employee who is absent for longer than three days or if the absence is planned (i.e., scheduled surgery), the employee has responsibility to notify his or her supervisor and Human Resource Services.
Recordkeeping in Attendance Tracking System: Accurate and complete records of full or partial days of absence are essential in monitoring attendance. It is each employee’s responsibility to ensure that his or her absences are recorded in the attendance tracking system correctly. It is the supervisor’s responsibility to monitor attendance records for all employees in his or her area or unit of supervision and approve or not approve absences for his or her employees.
In terms of monitoring for the potential of excessive absenteeism, Fox Valley Technical College regards two percent (based on the employee’s annual contract or scheduled hours) as a benchmark for initiating a further case-by-case review. As a matter of clarification, the number of sick and emergency leave days earned in a year should not be construed to mean that the employee is eligible to take them without concern for abuse of this benefit. Excessive and/or chronic absences may result in disciplinary action.
Excessive absenteeism, unexcused absences, no call absences and tardiness may result in progressive disciplinary action. Discipline determinations will be administered on an individual case-by-case basis with allowances for extenuating circumstances. For the purposes of disciplinary action, absences will be reviewed in the context of frequency, pattern, lack of sufficient justification, and other such valid criteria. Absences due to FMLA, WFMLA, jury duty, work-related injuries approved by worker’s compensation, sabbatical leave, occupational leave, school closings, dependent care leave, or military leave do not constitute a basis for disciplinary action for excessive absenteeism.