UAFM Standard Practice Guideline (SPG) UAFM-SPG-HR-00037.00 Rev. 00 Title: Supersedes FMS 30-23 Effective 01/31/14 Guideline Objective: This Standard Practice Guideline Document describes the guidelines for Supervisors to assess and inform UAFM employees of excessive absences, and the disciplinary steps to be taken when appropriate. This Guideline does not apply to absences covered under the Family Medical Leave Act (FMLA) Relevant Regulations, Standards, and ABOR/UofA Policies: University of Arizona, Classified Staff Policies: Vacation, Policy Number 200 Paid Sick Time, Policy Number 201 Rules of Conduct, Policy Number 401.0 (Absence) Disciplinary Action, Policy Number 403 Guideline Scope: This Guideline applies to all UAFM employees, and pertains to absences not covered under the Family Medical Leave Act (FMLA). Senior Staff Approved by: Jenna Elmer Assistant Director Human Resources Christopher M. Kopach Assistant Vice President Facilities Management Date: 01/31/2014 Date: 01/31/2014 Page 1 of 5
UAFM Standard Practice Guideline (SPG) Revision and Review History: Document Number Rev # Date Action FMSP 30-23 02/18/1991 Original Standard Practice FMSP 30-23 07/22/2011 Revision UAFM-SPG-HR-00037.0 00 Revision and Reformat Contents Guideline Objective:... 1 Relevant Regulations, Standards, and ABOR/UofA Policies:... 1 Guideline Scope:... 1 UAFM Standard Practice Guideline (SPG) Revision and Review History:... 2 Background / General Information:... 2 Responsibilities Under This Guideline:... 3 Standard Practice Guideline Details:... 3 1. General Considerations:... 3 2. Excessive Absence Criteria... 4 3. Individual Case Assessment:... 4 4. Call In Procedures to Report Absences & Tardiness:... 5 4.1. Reporting an absence:... 5 4.2. Reporting Tardiness:... 5 5. No Call/No Show... 5 Background / General Information: Regular and reasonable employee attendance is a critical performance factor and expected from all employees. Chronic or repeated absence, tardiness and/or failure to follow departmental notification procedures becomes excessive when it results in failure to perform assigned duties, impairs the work unit and adversely affects Facilities Management's ability to efficiently and effectively accomplish its goals. Page 2 of 5
Chronic or repeated absence, tardiness and/or failure to follow departmental notification procedures are a violation of the University's Human Resource Classified Staff Rules of Conduct, Policy #401.0 and Facilities Management Absence Guidelines and are subject to disciplinary action. Responsibilities Under This Guideline: It is the supervisor s responsibility to maintain an accurate attendance and payroll record for each employee. It is the supervisor's responsibility to manage workload and department requirements. Employees are responsible to abide by the guidelines with respect to: Proper use of sick-leave Obtaining written approval for pre-planned sick and vacation leave Calling-in to inform their supervisor when they will be absent or tardy Standard Practice Guideline Details: 1. General Considerations: 1.1. Paid sick-leave time is a privilege and not an earned right. Regular and reasonable attendance per the guidelines is expected of all staff members. 1.2. It is the supervisor's responsibility to manage workload and departmental requirements. Should an employee's absence interfere with meeting these requirements, the supervisor may require original physician's statements verifying past or future absences and/or take progressive steps to address University policy violations and performance issues. Such actions range from: 1.2.1. Coaching/counseling 1.2.2. Verbal and written warnings 1.2.3. Disciplinary probation 1.2.4. Discharge as deemed appropriate by the responsible administrator. 1.3. It is the supervisor s responsibility to consistently evaluate each employee s performance annually including their attendance in accordance with this guideline. 1.4. Preplanned Sick-Leave is defined as authorized time away from work when there has been advanced notice given to the employee s supervisor, and the supervisor has approved the time away Preplanned sick-leave is not subject to corrective actions. 1.4.1. Pre-planned sick should be treated similar to vacation. If employee has hours Supervisor should do all possible to approve requests. 1-3 days can be approved. Anything longer will be subject to FML guidelines. Pre-planned sick coding cannot be used for same day call-ins. See Call in procedure below. Employees will not be subject to disciplinary action for pre-planned sick days. 1.5. Employees who violate policies or exhibit unsatisfactory job performance may be provided an opportunity to comply with University or UAFM requirements by means of progressive disciplinary actions. (See Excessive Absence Criteria, section 2 below). 1.6. Whether or not corrective action is appropriate in instances of excessive absenteeism, shall be decided on a case-by-case basis, considering such factors as: Page 3 of 5
1.6.1. The department's workload requirements 1.6.2. The employee's past absence record (i.e., absence frequency and total hours) 1.6.3. Reasons for the current and previous absences 1.6.4. Timing and manner of absence notification 1.6.5. Existence of other recent disciplinary actions 1.7. Prior to any written disciplinary action, the supervisor shall counsel the employee about employment obligations regarding regular attendance, and that the employee may be required to provide physician verification of inability to work for future absences, or other types of written documentation. 2. Excessive Absence Criteria 2.1. Corrective Action: The table below lists permissive corrective actions for various levels of absenteeism. These criteria are guidelines only. Each employee's situation and record shall be assessed on a case-by-case basis by supervision. Criteria Corrective Action 24 hours within 90 days Verbal warning with written confirmation 48 hours within 180 days Written warning - may require medial verification of inability to work for future absence(s) or other types of documentation 68 hours within 270 days Further disciplinary action including disciplinary probation. More than 72 hours per 12 months Further disciplinary action up to and including discharge 2.2. Performance Management: The supervisor shall consistently evaluate each employee s attendance during the annual performance evaluation. Employees will be considered to not meet expectations if they have received progressive discipline at the written warning level or above, in accordance with these guidelines, for attendance issues during the time period for which they are being evaluated. 3. Individual Case Assessment: 3.1. To ensure consistency of application within UAFM, no corrective action shall be taken by any Supervisor, Facilities Manager or Assistant Director until the UAFM Human Resource Assistant Director and the Assistant Vice President have been consulted. Each UAFM Assistant Director responsible for a service unit will periodically review each employee s attendance record. The Facilities Management Human Resources Assistant Director may meet with each UAFM Assistant Director to determine whether appropriate action has been taken in each case where absences have been excessive, based upon guidelines in this guideline. 3.2. The supervisor shall regularly review each employee s attendance record and work with their respective Assistant Director and FMHR to determine whether appropriate action has been taken in each case where absences have been excessive, based upon the guidelines in this guideline. Page 4 of 5
4. Call In Procedures to Report Absences & Tardiness: 4.1. Reporting an absence: 4.1.1. Employees shall use their shop's established call in procedure. If a shop does not have a specific call in procedure, then each individual employee shall notify their Supervisor (or designated individual or phone number) as soon as possible, but at least 15 minutes before the beginning of their work shift, when they are unable to work. 4.1.2. If no one answers, the employee shall leave a message stating their name and the nature of their absence. 4.1.3. The employee shall not have anyone else call in for them except in a situation when they are physically unable to do so themselves. An employee may not be granted sick leave if they do not follow proper call-in procedures. 4.1.4. Vacation may only be used when an employee has obtained prior written approval from their supervisor. (ex. Vacation cannot be used in-lieu of sick or absent coding) 4.2. Reporting Tardiness: 4.2.1. Employees shall use their shop's established call in procedure. If a shop does not have a specific call in procedure, then each individual employee shall notify their Supervisor (or designated individual or phone number) as soon as possible, but at least 15 minutes before the beginning of their work shift, when they are unable to report to work on time. 4.2.2. If no one answers, the employee shall leave a message stating their name and the nature of their tardiness and when they will report to work. 4.2.3. The employee shall not have anyone else call in for them except in a situation when they are physically unable to do so themselves. 4.2.4. Time records for employees who call in after the start of their shift shall reflect unpaid-absence up to the time at which they call. 4.2.5. Employees shall not use break, meal periods or flex-time to offset absence or tardiness. 5. No Call/No Show 5.1. Failure to report for work and failure to follow proper call-in procedure shall result in an unpaid, unexcused absence. 5.2. One day of No-Call/No-Show is subject to a written warning. 5.3. Three days of No-Call/No-Show may be considered job abandonment and subject to termination. Page 5 of 5