Objective

To ensure that all BPCC programs are staffed with trained employees and that employees who are assigned shifts are in their respective places of work in accordance with their work schedules. There may be times when it is necessary for an employee to be absent from work due to illness or other reasons, which may be personal. Brewer-Porch and the University will attempt to support our employees’ needs in this regard when possible.

Policy

All employees have a responsibility and obligation to report to work when scheduled. When an employee exhibits a pattern of unscheduled absences, it is the responsibility of the employee’s supervisor to administer disciplinary action.

Definitions

Scheduled Leave

Scheduled leave is defined as any leave for which the employee makes a request in writing on an approved BPCC Leave Form or through the use of the electronic timekeeping system to his or her supervisor and is then given written or electronic approval by that supervisor in advance of the absence. Leave should be requested at least seven (7) days in advance.

Unscheduled Absence (Call In)

Employees are expected to call in at least three (3) hours prior to the beginning of their shift to ensure that their shift can be covered.
An unscheduled absence (Call In) is one in which the employee has not received prior approval from his or her supervisor and calls in less than three (3) hours prior to the beginning of the scheduled shift. One or more consecutive work days missed for the same incident/illness will be treated as one absence, although physician documentation may be required.

Unexcused Absence (No Call/No Show)

An unexcused absence (No Call/No Show) is defined as taking time off without approval and failing to call in prior to the beginning of the shift. Each day taken that is considered as an unexcused absence will be counted as a separate occurrence.

Tardy

Employees are expected to be clocked in by the start time of the scheduled shift. Tardy, for purpose of this policy, is defined as clocking in more than 7 minutes after the start of your shift. However, a pattern of clocking in after the start time may also be subject to progressive discipline, up to and including termination. Any equipment malfunction should be immediately reported to your supervisor.

Clocking in later than 1 hour after the expected start time will be charged as an unexcused absence unless prior approval has been granted and deemed appropriate by the departmental supervisor.

Approved Leaves/Absences

  • Pre-approved: scheduled vacation, scheduled birthday holidays, scheduled sick leave, bereavement leave, jury duty, military leave. Absence due to work-related injury/approved on-the-job injury.
  • Absences related to any approved FMLA condition: If the employee wishes to have absences or tardies excused due to a FMLA qualifying condition, the employee must apply for and be approved for FMLA through the University of Alabama Benefits Office. (Refer to HR Policy No. 701.00 Family and Medical Leave Policy).
    • Employees on an approved intermittent Family Medical Leave must follow the regular call-in procedures for absences and/or tardies.

Procedures

All employees should follow specific program/department guidelines when reporting work absences. However, it is the expectation of Brewer-Porch that employees who need to be absent or tardy for any reason should notify their supervisors as soon as possible prior to the start of their scheduled shifts. A supervisor may require additional contact or information from the employee.

Each program/department should keep records to ensure consistency within that program. Employees who are deemed to have an attendance problem will be subject to progressive discipline. When the total number of absences or tardies becomes excessive (as defined in the Attendance Procedures), the appropriate disciplinary action should be administered by the end of the following pay period. The department supervisor or his or her designee is responsible for the accuracy of each employee’s attendance record. Records should be updated at least on a biweekly basis.

Attendance Record

Attendance records will be maintained on each employee. The data collected will be used to determine the employee’s suitability for retention during the 6-month introductory period review, the rating for attendance in the annual performance reviews, and whether disciplinary action is warranted to manage attendance problems.

Attendance Procedures

Documented verbal counseling will be issued when the following occur during a period of two biweekly pay periods (effective August :

  • Being tardy two (2) times
  • Having three (3) unscheduled absences
  • A combination of one (1) tardy and two (2) unscheduled absences
  • Any unexcused absence

Written counseling will be issued if any of the following occur during the four biweekly pay periods following a verbal warning for attendance:

  • Being tardy two (2) times
  • Having three (3) unscheduled absences
  • A combination of one (1) tardy and two (2) unscheduled absences
  • Any unexcused absence

A final written warning will be issued if any of the following occur during the four biweekly pay periods following a written warning for attendance:

  • Being tardy two (2) times
  • Having three (3) unscheduled absences
  • A combination of one (1) tardy and two (2) unscheduled absences

The employee may be terminated if any of the following occur during the six biweekly pay periods following a final warning for attendance related problems:

  • Being tardy one (1) time
  • Having one (1) unscheduled absence
  • Any unexcused absence

A tardy or absence due to a weather related emergency will not be included on the employee’s attendance record.

Attendance will also be monitored for patterns of use that indicate abuse of sick leave. One example of such a pattern is unscheduled or unexcused absences surrounding existing off days or holidays (e.g., Friday and Monday call-ins with the weekend scheduled off). Attendance will also be monitored for patterns that might indicate the need for Family and Medical Leave, such as the use of more than three (3) sick leave days in a row.

An employee will not be allowed to take time off unless he or she has sufficient annual or sick leave time accrued prior to the scheduled absence(s), unless the absence is associated with an approved Family and Medical Leave. Employees must use their annual or sick leave if they are going to be absent from their regular shift, regardless if the employee picks up additional hours throughout the pay period that may equal the employee’s FTE or 40 or more hours.

Employees must follow the University’s sick leave policy as found in the Staff Handbook (http://hr.ua.edu/employment/Staff_Handbook.pdf). Sick leave may not be substituted for annual leave unless it meets the criteria set forth in the University’s Use of Sick Leave policy.

Senior staff will have the authority to review each employee’s situation and make adjustments to this policy in unusual circumstances or in accordance with the University of Alabama Staff Handbook.

Effective August 19, 2013