Attendance and Absence Procedure

Issue Date: 06/03/2019
Related Policy: Attendance and Absences
Revision History: 01/01/2002; 01/01/2008


To detail the steps required to develop and maintain adherence to a department attendance policy.

Detailed Procedures

  1. Supervisors are responsible for monitoring attendance records and time recording entries in HCM on a regular basis to ensure accuracy and consistent application.
  2. Supervisors are encouraged to discuss absence/tardiness problems with an employee before they reach the level of Positive Corrective Action, and the employee should be advised of the consequences if there are continued problems.
  3. Departments or individual supervisors may develop their own attendance procedures that will meet the operational needs of their specific department and/or management center. This procedure must be provided to all employees in writing and may only be adopted after consulting Employee Relations.
  4. Any department attendance policies should include the following:
    1. Policy statement
    2. Procedures for scheduling time off
    3. Unscheduled time off
      • Tardiness
      • Late report
      • Partial absence
      • Full absence
      • Unreported absence
      • Unscheduled absence
      • Patterned absenteeism
      • Excessive absenteeism
    4. Occurrence
    5. Work schedules
    6. Recording time worked
    7. Call off procedures (including who is to be notified and by what method (e.g. by phone, email, text, etc.)) 
    8. Time off due to approved personal or family medical leave(s) and other approved leaves(s)
    9. Positive Corrective Action
  5. The department attendance policy must be communicated and distributed to all employees. Supervisors must have each employee sign an acknowledgement sheet indicating the employee has received the attendance policy. This acknowledgement sheet should be maintained in the employee’s departmental file.
  6. If absence/tardiness continues and fails to meet either the university’s Absences and Attendance Policy or the department’s attendance procedure, the supervisor should consult with Employee Relations to begin the university Positive Corrective Action (PCA) Policy process.

Time off due to approved Personal or Family Medical Leave(s) under the FMLA or other approved leaves will not be included when considering an employee’s attendance record. Absences due to other approved leave(s), including bereavement, convenience leave, personal leave, jury duty, and military leave, are also not included. These absences will not be considered as an occurrence when determining absenteeism/tardiness for purposes of corrective action.