SUBJECT: ATTENDANCE POLICY

Transcription

1 VOLUME NUMBER: 6 CHAPTER NUMBER: 25 VOLUME TITLE: GENERAL REFERENCE: V6C25 ISSUED BY: CHIEF JOSEPH CORNELY # OF PAGES: 6 SUBJECT: ATTENDANCE POLICY EFFECTIVE DATE: FEBRUARY 22, 2000 GENERAL ORDER # LAST REVISED: APRIL 5, 2002 APPLICABILITY: ALL EMPLOYEES REVIEW DATE: JULY 2006 ACCREDITATION STANDARDS: The Written Directives developed by the Evesham Township Police Department are for internal use only, and do not enlarge an officer s civil or criminal liability in any way. They should not be construed as the creation of a higher standard of safety or care in an evidentiary sense, with respect to third party claims. Violations of Written Directives can only be the basis of a complaint by this Department, and then only in an administrative disciplinary setting. PURPOSE: To define the established procedure concerning the acceptable manner of reporting for duty and to illustrate the proper procedure for notifying the department in situations where employees are unable to report for any duty assignment. POLICY: Recognizing the need to provide adequate staffing at all times, the department has developed procedural guidelines to ensure that employees promptly report for duty assignments and provide timely notifications to the department in the event of their absence. Additionally the department has developed a system to maintain accountability in situations where employees utilize sick or injured on duty leave. Lateness and abuse of sick and injury leave are detrimental to the effective operation of the department and will not be tolerated. PROCEDURE: I. Attendance Reporting A. It shall be the responsibility of all department supervisors to monitor the attendance habits of all employees assigned to their command. 1. Patrol bureau supervisors shall physically record the daily attendance of all members assigned to their command on the attendance cards maintained within the patrol sergeant s office. 2. Employees assigned outside of the patrol bureau are responsible to complete a weekly time report and forward it to the administrative analyst by end of the then current reporting period. II. Reporting for Duty A. All department employees, regardless of assignment, shall report for duty at the time and date specified for their particular assignment. 1. Members shall be fully dressed/outfitted and possess all necessary equipment at the time their respective tour of duty commences. 2. Members assigned to the patrol bureau shall be present in the training room for roll call briefing by the time their tour of duty is scheduled to commence. This requirement is subject to alteration at the discretion of the watch commander. VOLUME 6 CHAPTER 25 - ATTENDANCE POLICY Page 1 of 6

2 B. Tour of duty, as used in this written directive, shall mean any department sanctioned assignment including, but not limited to: regular duty assignments, special assignments, scheduled court appearances, training assignments, speaking engagements and other assignments or duties scheduled for members by virtue of their employment with the department. Specifically excluded are off-duty and/or secondary employment, unless paid by department payroll. III. Lateness A. It is the responsibility of all department supervisors to ensure that employees falling under their command report for duty assignments at the appropriate time. 1. Supervisors shall document incidents of lateness for reference purposes to be utilized in evaluations and/or disciplinary actions. 2. Unexcused lateness shall be addressed by supervisors without exception. The time parameters for tracking incidents of lateness shall be the same as the then current evaluation period. The following is intended to guide supervisory actions in response to such lateness: a. 1 st incident document in supervisor s notes/journal and counsel. b. 2 nd incident documentation by issuance of a performance notice. c. 3 or more incidents document by way of special report and refer to the division/bureau commander for discipline. 3. Members who are going to be substantially late for their assigned tour of duty shall notify their supervisor, if possible, or the duty watch commander at the earliest practical opportunity. B. When a member is substantially late for a tour of duty, the department may allow the member to forfeit accumulated leave time in lieu of being docked for the time actually missed. 1. This is permissible but not required and the department reserves the right to suspend this allowance in situations where the member develops a pattern of substantial lateness. IV. Reporting Off Sick/Injured A. Department employees are entitled to sick leave under the following conditions: 1. Personal Illness or injury 2. Illness of immediate family member 3. Quarantine B. Whenever it shall become necessary for an employee to be absent from a duty assignment, the following procedure shall be utilized: 1. Absence of a member of the command staff: notify the Chief of Police or Deputy Chief of Police at the earliest possible opportunity. 2. Absence of all other employees: employee notification to the the duty watch commander. 3. This notification shall occur as soon as possible to facilitate maintenance of adequate staffing. C. The watch commander receiving the notification of the sick out shall complete a Sick Leave Request in its entirety and forward the report through proper channels. D. The watch commander receiving the notification of a sick out shall ensure the Sick Leave Request is forwarded to the watch commander whose watch will be affected by the sick leave request. 1. This shall include sick leave requests by any operations division personnel. 2. If the sick leave request is made by a lieutenant, the watch commander receiving the request shall notify the requesting lieutenant s division/bureau commander at a reasonable hour prior to the commencement of the shift for which the leave was requested. VOLUME 6 CHAPTER 25 - ATTENDANCE POLICY Page 2 of 6

3 V. Employees Responsibilities while on Sick Leave A. All members are required to provide the supervisory officer accepting the sick out notification with sufficient information to complete the Sick Leave Request. This shall include, at a minimum, the following information: 1. Nature of the illness/injury 2. Probable duration of the illness/injury 3. Current location and phone number where the employee can be contacted 4. Treating physician, if applicable B. Employees who have prior scheduled obligations in connection with their official duties must provide this information to the supervisor accepting the information for the employee s Sick Leave Request. (i.e., court, school, training, special assignments, speaking engagements, etc.) C. Recognizing that employees utilizing sick leave are responsible to the department for the actual hours of scheduled duty for which the Township is compensating them, employees must report their activities while on such leave in accordance with the provisions of this written directive. D. Upon being visited or contacted by a department representative all employees shall make themselves available to the department representative for the purpose of verifying compliance with the provisions of this written directive. E. Failure to comply with any of the requirements listed above may result in denial of sick leave for the specified absence and/or be grounds for initiation of disciplinary action. VI. Departmental Response A. Sick leave is granted for the purpose of convalescing or caring for a sick family member. In an effort to expedite the recovery of sick employees and prevent the abuse of sick leave, the department has established the following restrictions concerning employee s activities during scheduled duty hours while on sick leave: 1. It is normally expected that employees reporting off sick will be at home. However, in situations where the employee is at a location other than home, the employee shall provide the department with the location and phone number where they can be contacted. 2. Employees leaving their reported location shall notify their supervisor, if working, or the duty watch commander of their destination and, when appropriate, a phone number where they can be contacted. 3. Employees shall notify the duty watch commander of their arrival at their new destination or their return to their original location. 4. Employees shall restrict their movements and activities to only those legitimately intended to: a. Assist the employee or his/her immediate family member in convalescing, b. Complete a bona fide civic duty or responsibility, c. Attend religious activities or services, or d. Facilitate other activities believed to be reasonably appropriate for employees on sick leave. [1] Employees are cautioned that the application of this provision will be strictly construed to limit activities to only those that a prudent person would deem reasonable for a person on sick leave. Prohibitions shall include, but are not limited to: [a] Social gatherings or activities [b] Recreational activities VOLUME 6 CHAPTER 25 - ATTENDANCE POLICY Page 3 of 6

4 [c] [d] [e] [f] [g] Outside or secondary employment Errands and non-essential shopping Travel and vacations Educational pursuits Home remodeling and/or general maintenance B. Upon notification that an employee has reported off sick for a scheduled tour of duty, the respective watch commander shall verify the requesting employee s compliance with the provision of this written directive. 1. This verification shall be conducted by either a personal visit or a telephone contact to the employee s residence. The contact shall be made prior to the end of the employee s scheduled tour of duty. 2. When determining the method of contact to be utilized, the watch commander shall consider the following: a. The frequency of the affected employee s sick leave absences. b. The location of the affected employee in relation to police headquarters. c. The available manpower on hand to facilitate a personal visitation. d. The existence of any pattern suggesting a possible abuse of sick leave. 3. All verification efforts utilized by watch commanders and their results shall be noted on the Sick Leave Request form and submitted through regular channels. 4. If an employee who has reported off on sick leave cannot be reached at his/her reported location, the employee s respective division/bureau commander shall be immediately notified to determine if an Internal Affairs referral is appropriate. 5. At the discretion of a division/bureau commander, the verification process can be suspended or altered in a situation where an employee is out of work on an extended sick leave. C. Department supervisors shall remain attentive to the sick leave usage of those employees falling under their command. Particular attention shall be paid to any developing patterns that would suggest the possibility of abuse. 1. Upon identification of a possible pattern of sick usage, the supervisor shall conduct a counseling session with the affected employee to attempt to resolve the problem. 2. Any subsequent incidents of reporting off sick by the affected employee that fall into the identified pattern shall be pointed out to the respective division/bureau commander when the required notification is made. D. The department may require a physician s note verifying illness or injury in any instance where there is reason to believe that sick leave is being abused. E. The department reserves the right to require an employee to be examined by the Township Physician as a condition of the employee s continued use of sick leave or return to active duty. The Township shall pay the cost of such examination. F. All department employees utilizing sick leave are specifically prohibited from engaging in outside or secondary employment for a minimum of eight (8) hours after their scheduled tour of duty ends. G. Nothing in this written directive shall be construed to limit the rights of any employee under the Family and Medical Leave section of the written directive entitled Leaves of Absence. (See V1C23) VOLUME 6 CHAPTER 25 - ATTENDANCE POLICY Page 4 of 6

5 VII. Illness/Injury On Duty A. Whenever an employee is injured while on a duty assignment, the employee shall notify his/her immediate supervisor by the quickest practical means available. Any employee injured in the performance of duty shall be considered injured on duty and will not be required to expend any accumulated sick leave while convalescing. 1. Upon notification of an on-duty injury, the employee s supervisor shall provide for the physical wellbeing of the employee and arrange treatment at an approved medical facility if so required. a. Depending on the nature and extent of the injuries, the supervisor shall arrange relief and/or treatment in accordance with the provisions of the written directive entitled Employee Injuries. (See V6C20) 2. The employee s supervisor shall be responsible to ensure that all necessary injury and insurance reports are completed by the conclusion of the employee s scheduled tour of duty. B. Whenever an employee becomes ill while on duty, the employee shall notify his/her immediate supervisor by the quickest practical means if the illness is likely to diminish the employee s capability to perform any of his/her assigned duties. 1. Employees who become ill as a direct result of something encountered during the performance of duties shall be considered injured on duty and will be treated in accordance with section VII.A above. 2. Employees who become ill as a result of any other means and request to be released from duty early will be required to expend accumulated sick leave. VIII. Modified Duty A. Department employees who are on extended sick leave due to an injury or illness that prevents them from performing their normal duties may be eligible for a temporary modified duty assignment as defined in the written directive entitled Modified Duty Assignments (See V1C22). 1. Decisions on temporary modified duty assignments shall be based upon the availability of an appropriate assignment given the employee s knowledge, skills and abilities; and the physical limitation imposed on the employee. IX. Unauthorized Absences A. Department employees may be subject to disciplinary action when they fail to report for a scheduled tour of duty without receiving authorization for leave. B. Unauthorized Absence occurs when an employee: 1. Fails to conform to any of the provisions of this written directive as it relates to the reporting or verification of sick leave. 2. Fails to report for a scheduled tour of duty without notice and/or authorization for leave. 3. Fails to report for a scheduled tour of duty, with or without notification to the department, when the employee has no sick leave available. 4. Feigns injury or illness and/or attempts to deceive the Township Physician regarding his/her true condition. 5. Suffers from an illness or injury resulting from improper conduct or intemperate, immoral or vicious habits or practices. C. No employee is permitted to leave, alter or otherwise change any element of a duty assignment prior to the regularly scheduled end of such assignment unless prior approval has been granted by competent departmental authority. VOLUME 6 CHAPTER 25 - ATTENDANCE POLICY Page 5 of 6

6 X. Evaluations A. The department shall conduct an analysis of the attendance records at the end of each calendar year and establish the average number of sick hours used by employees in two separate classifications: sworn and non-sworn employees. B. When conducting the semi-annual employee evaluations, supervisors will be required to give due consideration to the number of sick leave hours used by each employee versus the department average for employees in their classification. The incidents of lateness recorded by supervisors will also be factored into the final evaluation score for this particular evaluation category. VOLUME 6 CHAPTER 25 - ATTENDANCE POLICY Page 6 of 6