Staff Attendance Policy

Transcription

1 Staff Attendance Policy 1) Swiping Cards: i. Attendance of All Staff will be recorded automatically by using the swiping cards. All the Academic, Administrative and Support Staff are required to sign in and out while entering or exiting the University at any time using the swiping card. i Attendance records will be monitored by the Deans or Head of Administrative Departments. iv. Deans and Head of Administrative Departments are responsible for internal attendance regulations in their faculty /department. v. Any Anomalous attendance record should be addressed by the relevant Head of department or Dean as appropriate. vi. Staff Members are responsible for their own automatic signature. 2) Working Conditions / Hours: ** The University s normal working hours between 8:45 am to 4:15 pm, five days per week from Saturday to Thursday. ** Minimum time to sign in is 06:00 a.m. and maximum time to sign out is 12:00 a.m. ** Working hours for staff who work after 12:00 a.m. will be added manually to system based upon staff s Dean \ Head of Department and BUE President. ** In case of signing in after 10:00 a.m. or signing out before 02:00 p.m. the day will be considered as absence and will be deducted from the leave balance if he/she does not fulfill the three below attendance conditions. BUE Staff Attendance policy 2015/2016 Page 1

2 Attendance calculation conditions : There are three conditions that must be fulfilled by staff members (Academic/ Admin) for their attendance records: 1- No. of days : All BUE staff (Academic & Administrative) should attend at least five working days per week. Academic staff Member who has approval for a research day should attend at least four working days per week. 2- Hours/ week : All BUE Staff (Academic & Administrative) should attend at least 35 hours per week. (7 hrs * 5 days). Academic staff Member who has approval for a research day should attend at least 28 hours per week. (7 hrs * 4 days). 3- Core Hours : All BUE staff (Academic & Administrative) should attend the core hours from 10:00 am till 02:00 pm in order to be calculated as attended day then he/she can compensate the missed hours on any other day during the same week. BUE Staff Attendance policy 2015/2016 Page 2

3 ** After fulfilling the three conditions regarding the minimum number of days, the minimum hours required per week and also attending in the core hours. BUE staff member who works more than 7.5 hours per day will be eligible to: Academic staff Administrative staff his/her HOD. : Extra time will be added to their balance. : Extra time will considered as overtime after the approval of ** In case of Absence without permission the following penalties will apply after a notification from the Dean/ HOD: First time; the day will be deducted from the annual balance and a warning will be sent to the staff member. Second time; the day will be deducted from the annual balance in addition to quarter a day will be deducted from the salary. Third time; the day will be deducted from the annual balance in addition to half a day will be deducted from the salary. Fourth time: the day will be deducted from the annual balance in addition to the whole day will be deducted from the salary. Fifth time; a legal action will be taken by the legal affairs office. Attendance Monitoring / reporting: i. In case the employee does not enter the automatic signature on a specific date, he/she will be considered absent on the day(s) in question. In case of forgetting to sign, attendance can be recorded on HRM system by authorized person for each faculty\department specifying the correct entry / exit time on a specific date maximum by four times per month. The Human resources department will no longer be responsible for recording attendance records for staff who forgot to sign on HRM system. BUE Staff Attendance policy 2015/2016 Page 3

4 i Human resources Department will follow up on repeated absence and will be reported on monthly basis to the employees head of department/dean and the senior management for appropriate action. -Days off / Official Holidays: In case of Working on a day off, it will be calculated as follows: * For academic staff members : Additional hours or a day in lieu (calculated upon the hours attended) will be added in case of working more than four days for staff who has a research day approval or five days for staff who does not have a research day approval. * For Administrative staff: If the staff member attended more than five working days: 1- A day in lieu will be added to the balance. 2- The wage of the extra attended day will be paid as overtime. In case of Working on an official holiday, it will be calculated as follows: * For academic & administrative staff: double wage of the day will be applied. - Annual leave: i. Any Annual Leave should be requested within two days from the leave s start date and it should be approved from the HOD / Dean within two days from the request date. If the leave is not considered as approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system. BUE Staff Attendance policy 2015/2016 Page 4

5 Research Leave: i. Academic staff members (except Deans, Vice deans & HODs) can take a weekly research day leave as per approval from the relevant dean. Teaching Assistants (Demonstrators & Assistant Lecturers) can take a weekly research day leave as per approval from the Dean and the Vice President for Research & post Graduate studies. i Human Resources Department should receive within two weeks from the beginning of each Semester an accumulated report from each faculty a list with the names of academic staff who are eligible for research leave. iv. Research day is not applicable during annual leaves and times of exams for all academic staff who are entitled a weekly research day. (i.e. In case staff member consumed one week as annual leave, this week will be counted as five days instead of four days). Late Arrivals and early leaves: i. All BUE Full Time staff (Academic & Administrative) shall be permitted to arrive late or depart early by up to maximum of two hours and half (i.e. till 11:15 am for late arrival & starting from 01:45 pm for early leave) without deduction from annual balance or the salary for a maximum of two occurrences per month subject to the approval by their line manager/ Dean. Early leave and late arrival leaves should be approved within 48 hours from the request date, if it is not approved during this period, the leave will be automatically approved by the system. BUE Staff Attendance policy 2015/2016 Page 5

6 I. The leave can be requested at the leave's start time or before that and till the end of i II. the same business day. Half day Annual Leave: Staff shall be permitted to apply for a half day s annual leave on a given day, in case of working not less than 3.45 Hrs. III. Half Day leave should be approved within 48 hours from the request date. IV. If it is not considered approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system. V. The leave can be requested at the leave's start time or before that and till the end of the same business day. - Sick leave: i. A staff member can request a sick leave and submit the necessary documents to the clinic within seven days from his/her first day of absence. If the medical condition prevents submitting the leave within three days from absence, the Staff member has to inform his/her line manager immediately by any means and his/her line manager shall inform the Human resources department in writing on the same day provided that the staff member shall request the leave & submit his/her medical report on the first day s/he returns to work. Otherwise it shall not be approved. The leave should be approved/rejected by the clinic within three days from the request date. i The absence days will be deducted from his/her annual balance. If the clinic approves the sick leave, the deduction will be changed from the annual balance to the sick BUE Staff Attendance policy 2015/2016 Page 6

7 balance. If the clinic didn't approve the leave within Three days from the request's date, the leave will be automatically rejected by the system. - Maternity leave: Female staff members are eligible to Maternity leave for one hour daily as per the Egyptian labor Law rules & regulations. Female staff members can collect the hours and take one day instead of an hour each day except for academic staff who are given an approved research leave, they can only take it as one hour per day with the research leave. ** Any Sick or Maternity leave case not mentioned above, please refer to the Sick Leave Bylaw (Incorporating Maternity leave) on BUE website. - University Business / Professional Development leave: i. University Business / Professional Development leaves will be divided into two types based on the duration of the leave. If the duration is less than or equal to ten days, any staff member can request it within two days from the leave's start date and it should be approved by the HOD/Dean within three days from the request date. i If the duration of the leave is more than ten days, s/he should request it seven days before the leave's start date and it should be approved within three days from the request date. iv. If the leave is not approved during this period, the leave will be automatically rejected by the system. BUE Staff Attendance policy 2015/2016 Page 7

8 - Unpaid leave: i. Unpaid leaves shall be requested within at least seven days before the leave's start date and it should be approved by the HOD/Dean within three days from the request date. If the leave is not approved during this period, the leave will be automatically rejected by the system. Leave forms: All types of leaves should be submitted on the HRM System. In case of not approving leaves, the Administrative HOD or the Dean is required to state the reason for rejecting the leave to the Human Resources Department to follow the legal advice. BUE Staff Attendance policy 2015/2016 Page 8