Attendance Procedure

Procedure no. I-9a
Effective date: 01/01/2008 
Related Policy: I-9


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

Administrative Approval

For Staff: Supervisor and Employee Relations office

Functions Impacted 

Human Resources

Detailed Procedures

  1. Department supervisors may develop a department attendance policy and procedures that will meet the operational needs of their department and/or their management center. This policy should be adapted in consultation with the Employee Relations Office.
  2. The following should be included in the policy:
    1. Policy statement
    2. Procedures for scheduling time off
    3. Unscheduled time off definitions
      • Tardiness
      • Late report
      • Partial absence
      • Full absence
      • Unreported absence
      • Unscheduled absence
      • Patterned absenteeism
      • Excessive absenteeism
    4. Occurrence(s)
    5. Work schedules
    6. Recording time worked
    7. Call off procedures
    8. Time off due to approved personal or family medical leave(s) and other approved leaves(s)
    9. Positive Corrective action
  3. The department attendance policy should be communicated and distributed to all employees. Supervisors are encouraged to have each employee sign an acknowledgment sheet indicating that the employee has received the attendance policy. This acknowledgement sheet should be maintained in the employee’s departmental file.
  4. Supervisors are also responsible for monitoring attendance records and time recording entries on a regular basis to insure accuracy and consistent application.
  5. Absence/tardiness problems should be discussed with the employee and the employee should be advised of the consequences if there are continued problems.
  6. If absence/tardiness continues and fails to meet the attendance policy or is considered excessive, the supervisor, in consultation with the Employee Relations Office should utilize the university Positive Corrective Action Policy (III-3).
  7. Time off due to approved Personal or Family Medical Leave(s) under the FMLA or Other leaves will not be included when considering an employee’s attendance record. Absences due to other approved leave(s); including convenience, personal, jury duty, military and bereavement are also not included. These absences should not be considered as an occurrence when determining absenteeism/tardiness for purposes of corrective action.