Facility Attendance Policy Updates and Procedures
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Facility Operations and Planning
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Most revisions were intended to provide clarification
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Most revisions were a direct result of feedback from FOP employees
and supervisors
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Revisions take effect January 1, 2019
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This presentation will highlight changes only. A copy of the updated
policy and presentation will be sent to all FOP employees via e-mail
and posted on the FOP web page.
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Employees are expected to call in and report their absence
each day
they
are absent UNLESS they notify FOP of their expected date of return
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HVAC employees scheduled to work in the Control Room are required to
report an unscheduled absence by contacting the FOP attendance line
and
the Control Room to notify the Operator on duty
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To request off one (1) day or less, employee must submit notice
within the
first 2 hours of their shift
one working day prior to the day requested off
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Example: an employee who works 8am to 4:30pm should submit a request by 10am
on Thursday if they would like to request to use vacation leave on Friday.
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Supervisors are encouraged to exercise judgment and discretion when
determining whether to approve a request that falls outside the guidelines
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Supervisors are expected to notify an employee if a leave request is
approved or denied within 24 hours
or as soon as reasonably possible
. If
an employee does not receive a timely response to a submitted leave
request, he/she is expected to follow-up with the supervisor and
confirm
the approval or denial
before
taking the time off.
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In the event a supervisor is out of the office or otherwise unavailable to
evaluate a leave request, the second level supervisor should be consulted
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Second level supervisor = your supervisor’s supervisor
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Although occurrences will be tracked on a quarterly basis, supervisors
are expected to notify employees as soon as an occurrence(s) has
been accrued.
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A pattern absence(s) may result in the absence being counted as an
unscheduled absence, and may result in the accrual of an
occurrence(s).
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When a FOP employee does not report to work within one (1) hour of the
scheduled shift start time and has not called in, the Lead or Supervisor is
expected to reach out to the employee as soon as practical. If contact is
made with the employee, the supervisor should inquire if the employee
plans to report to work and, if so, by when.
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If employee reports to work within the first four (4) hours of the scheduled shift,
he/she will accrue
two (2) occurrences
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If the employee does
not
report to work
or
reports to work after the first four (4)
hours of the scheduled shift, he/she will accrue
four (4) occurrences
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A FOP employee that accrues an occurrence for an unscheduled
absence or tardy will not be allowed to make up the missed time during
the workweek in which the occurrence was accrued.
Depending on the time the employee arrives to work, he/she may be
required to use
vacation time
or
comp time
(rounded to the nearest
.25 hour increment) to cover the time missed.
Sick leave should be used to cover the time missed if the unscheduled
absence was due to an
illness or medical/dental appointment
of the
employee or an eligible family member, in accordance with the
University Handbook.
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An unscheduled absence that occurs during a blackout period may be
subject to verification
and/or disciplinary action
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Essential personnel may be required to report for essential duty (e.g.,
report to work before the scheduled shift start time or stay after the
scheduled shift end time) if inclement weather or another emergency is
forecast, but there is no cancellation, delayed opening, or campus closing.
•
Supervisors are expected to maintain an updated contact list for essential
employees; essential employees are responsible for communicating any
changes to their contact information to the Supervisor in a timely manner
•
Essential personnel who cannot be located or fail to report to work (or fail
to remain at work) at any time when essential staff are required to be at
work will be subject to
four (4) occurrences for each incident
.
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For safety purposes, FOP employees whose responsibilities may require
them to work more than 12 consecutive hours in a 24-hour period must
obtain approval from the Director of FOP before exceeding 12 hours.
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While this primarily applies to essential personnel who may be required
to work significant overtime to ensure the safety of the campus or
physical plant, this rule applies to all FOP employees regardless of their
essential designation.
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If a department’s staffing will fall below minimum staffing levels, the
supervisor must notify and obtain permission from the Associate Director
or Director of FOP before operating below minimum staffing levels.
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The presentation highlights updates in the attendance policy for 2019, including clarification revisions based on feedback from employees and supervisors. It outlines procedures for reporting absences, requesting time off, and handling occurrences. Supervisors are encouraged to exercise judgment in approving leave requests, and employees should follow notification protocols. Occurrences are tracked quarterly, and persistent patterns of absence are addressed.
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Presentation Transcript
Attendance Policy Attendance Policy 2019 Updates 2019 Updates Facility Operations and Planning 1
2019 Revisions 2019 Revisions Most revisions were intended to provide clarification Most revisions were a direct result of feedback from FOP employees and supervisors Revisions take effect January 1, 2019 This presentation will highlight changes only. A copy of the updated policy and presentation will be sent to all FOP employees via e-mail and posted on the FOP web page. 2
Department Notification Procedure Department Notification Procedure Employees are expected to call in and report their absence each day they are absent UNLESS they notify FOP of their expected date of return HVAC employees scheduled to work in the Control Room are required to report an unscheduled absence by contacting the FOP attendance line and the Control Room to notify the Operator on duty To request off one (1) day or less, employee must submit notice within the first 2 hours of their shift one working day prior to the day requested off Example: an employee who works 8am to 4:30pm should submit a request by 10am on Thursday if they would like to request to use vacation leave on Friday. 3
Department Notification Procedure Department Notification Procedure Supervisors are encouraged to exercise judgment and discretion when determining whether to approve a request that falls outside the guidelines Supervisors are expected to notify an employee if a leave request is approved or denied within 24 hours or as soon as reasonably possible. If an employee does not receive a timely response to a submitted leave request, he/she is expected to follow-up with the supervisor and confirm the approval or denialbefore taking the time off. In the event a supervisor is out of the office or otherwise unavailable to evaluate a leave request, the second level supervisor should be consulted Second level supervisor = your supervisor s supervisor 4
Occurrences Occurrences Although occurrences will be tracked on a quarterly basis, supervisors are expected to notify employees as soon as an occurrence(s) has been accrued. 5
Pattern Absence Pattern Absence A pattern absence(s) may result in the absence being counted as an unscheduled absence, and may result in the accrual of an occurrence(s). 6
No Call / No Show No Call / No Show When a FOP employee does not report to work within one (1) hour of the scheduled shift start time and has not called in, the Lead or Supervisor is expected to reach out to the employee as soon as practical. If contact is made with the employee, the supervisor should inquire if the employee plans to report to work and, if so, by when. If employee reports to work within the first four (4) hours of the scheduled shift, he/she will accrue two (2) occurrences If the employee does not report to work or reports to work after the first four (4) hours of the scheduled shift, he/she will accrue four (4) occurrences 7
Making up Missed Time Making up Missed Time A FOP employee that accrues an occurrence for an unscheduled absence or tardy will not be allowed to make up the missed time during the workweek in which the occurrence was accrued. Depending on the time the employee arrives to work, he/she may be required to use vacation time or comp time (rounded to the nearest .25 hour increment) to cover the time missed. Sick leave should be used to cover the time missed if the unscheduled absence was due to an illness or medical/dental appointment of the employee or an eligible family member, in accordance with the University Handbook. 8
Blackout Periods Blackout Periods An unscheduled absence that occurs during a blackout period may be subject to verification and/or disciplinary action. 10
2019 Blackout Periods 2019 Blackout Periods Department Blackout Periods Week of Fall and Spring Commencement (4/21/19 4/26/19) and ( 12/1/19 12/6/19) First week of Fall and Spring semesters (8/18/19 8/23/19) and (1/12/20 1/17/20) Custodial (all shifts) NONE Distribution Services Week of Spring Commencement (4/22/19 4/26/19) Week of Move-In and Week of Move-Out (4/29/19 5/3/19) and (8/12/19 8/16/19) Spring Spruce-up Day (4/7/19) Grounds Spring Blitz (first week of May) (5/6/19 5/11/19) Weekend before Move-In, Week of Move-In Week, and Weekend after Move-In (8/10/19 8/18/19) Housing Maintenance Weekend before, week of, and weekend after Fall Move-In (8/10/19 8/18/19) Those scheduled in Control Room may have separate blackout periods (e.g., holidays) HVAC NONE Maintenance Heritage Artisans Day event (3rd full week of April Tuesday to Thursday) Maintenance staff required the week before the event and work days(s) prior to the event (4/8/19 4/12/19 and 4/15/19) Custodial staff required the 3 days of the event, and the Saturday after the event (4/16/19 - 4/18/19 and 4/20/19) New Harmony NONE Storeroom 11
Essential Personnel Essential Personnel Essential personnel may be required to report for essential duty (e.g., report to work before the scheduled shift start time or stay after the scheduled shift end time) if inclement weather or another emergency is forecast, but there is no cancellation, delayed opening, or campus closing. Supervisors are expected to maintain an updated contact list for essential employees; essential employees are responsible for communicating any changes to their contact information to the Supervisor in a timely manner Essential personnel who cannot be located or fail to report to work (or fail to remain at work) at any time when essential staff are required to be at work will be subject to four (4) occurrences for each incident. 12
Essential Personnel Essential Personnel For safety purposes, FOP employees whose responsibilities may require them to work more than 12 consecutive hours in a 24-hour period must obtain approval from the Director of FOP before exceeding 12 hours. While this primarily applies to essential personnel who may be required to work significant overtime to ensure the safety of the campus or physical plant, this rule applies to all FOP employees regardless of their essential designation. 13
Minimum Staffing Minimum Staffing If a department s staffing will fall below minimum staffing levels, the supervisor must notify and obtain permission from the Associate Director or Director of FOP before operating below minimum staffing levels. 14
Questions? Questions? 15
