Employer ABC is
committed to providing excellent service to its clients.All employees must work as a team in order to
attain this goal.
Quality of service
is affected by employee attendance.Employees must report to work regularly and be punctual in reporting to
work and returning from breaks.
It is recognized
that employees may be absent from work due to illness or injuries.ABC is committed to informing employees about
the proper use of sick leave, to assuring that employees fulfill their work
requirements, and to promoting a healthy workplace not jeopardized by frequent
or unnecessary absences.
establishes ways of optimizing work attendance, balancing fairness to the
employee and maintaining work efficiency.The policy has been developed in accordance with the following goals:
1.To contribute to excellent service
delivery by having employees attend work regularly;
2.To implement measures that minimize
3.To resolve attendance problems in a
positive manner; and
4.To provide management support and
training on attendance problems.
applies to all employees employed by Employer ABC.
employee will receive a copy of the Attendance Policy.The policy will be reviewed with each
employee by his/her manager/supervisor.
may be granted sick leave when an illness or injury has impaired them to the
point where they are unable to perform their duties, provided there is
corresponding medical evidence to support a claim, and provided the employees
have the necessary sick leave credits.
manager/supervisor may verify absences from work as required.
An employee who is absent without
permission for consecutive days shall be deemed to have
resigned effective the first day of the absence.The employee may be reinstated if they prove
that the absence is due to a cause beyond their control and it was not possible
for the employee to notify the department of the absence.
an employee is not able to attend work, the employee must call his/her
immediate manager/supervisor.Notification should be provided as soon as possible in accordance with
department requirements.In extenuating
circumstances, someone other than the employee can make the contact.The manager/supervisor is responsible for
returning the employee's phone call.
be eligible for leave benefits, an employee must inform the immediate
manager/supervisor or appropriate designate of the following:
of leave (sickness, workplace injury, family illness);
return to work date; and
or not the employee plans to see a doctor.
manager/supervisor must document the date and time of the call, expected date
of return to work, whether or not the employee plans to see a doctor, the type
of leave, and record the absence on the work record.Failure to follow these procedures will cause
an absence to be recorded as a leave without pay.This system must allow for proper adjustments
to payroll and present a record that can be used to monitor and manage
an employee fails to call in, the manager/supervisor shall:
1.Make reasonable efforts to contact the
employee to obtain necessary information and discuss the consequences of
continued unscheduled absence; and
2.Meet with the employee privately at the
next scheduled shift, or as soon as the employee is available; and where
appropriate, advise the employee of the Employee Assistance Program (EAP) and
modified alternate work duties.
failure to follow reporting procedures may result in the denial of benefits and
for paid leave benefits for any period of illness may require medical
certification.Failure to provide
medical information will result in an assumption is on leave for non-medical
reasons.In the case of a work-related
injury, the employee, employee’s physician and employer complete a workers'
compensation form.All completed forms
are to be returned to the employer.
of employees to follow treatment plans as prescribed by a medical practitioner
and/or specialist will result in benefits ineligibility.When the physician indicates that an employee
can carry out some of their duties and/or perform modified alternate work duties,
the employee is expected to attend work.The employer will adjust the employee’s duties accordingly.
who attempt to claim, or have claimed, a benefit to which they are not
entitled, may be denied benefits and/or may be subject to disciplinary action,
up to, and including, termination.
ABC requires that employee attendance record be reviewed on an ongoing basis.
G.Attendance Review Standard
incidents of absence from work in a six-month period will result in review an
employee's record by the supervisor/manager.If a manager/supervisor reasonably believes that regular attendance is
being compromised, the manager should meet with the Director of Human Resources
to determine if a formal attendance interview with the employee is required.
manager/supervisor may meet informally with an employee to discuss attendance
I.Formal Attendance Interview
consultation with the Director of Human Resources, a formal interview is
conducted by the manager with an employee whose absences leads the
manager/supervisor to reasonably believe that regular attendance is
compromised.Follow-up interviews should
be scheduled as appropriate, following the first interview.Steps to follow when conducting the
must be allowed to explain the circumstances of the attendance issue;
manager/supervisor must ask if there is a medical reason for the employee's
absence from work.If the employee
indicates that there is a medical reason, the manager/supervisor must advise
the employee that he/she will be provided with a package the employee is to
give to his/her physician;
3.The manager/supervisor must inform the
employee of EAP assistance options; and
4.Following every interview, a summary
letter must be sent to the employee outlining the matters agreed upon.
guidelines will be developed to implement and administer the Policy.
are responsible for where applicable:
1.Reporting to work on a regular, timely
2.Attending to personal obligations
outside working hours, where practical;
3.Reporting all absences according to
procedures outlined in this policy;
4.Applying for sick leave benefits in
accordance with ABC policies;
5.Following assistance programs to facilitate
a prompt return to work; and
6.Advising their physician of the
availability of modified alternate work duties.
B.Managers/supervisors are responsible
1.Educating staff on attendance;
2.Providing a safe and healthy workplace;
3.Maintaining accurate attendance records
by reporting unscheduled absences (sick leave, family illness leave, &
workplace injury) to Human Resource on a regular basis;
4.Analyzing attendance reports, assessing
attendance problems, and monitoring sick leave patterns and usage;
5.Consistently administering policies
that relate to attendance management;
6.Addressing attendance problems in a
7.Sharing ways to deal with attendance
problems with other manager/supervisors;
8.Acknowledging attendance improvement;
9.Advising new employees of attendance
expectations and policies during orientation;
employees about the EAP; and
early return to work programs by modifying work duties, where possible.
C.Human Resources will:
1.Enter attendance data in the Human
Resource Management System each month;
2.Provide manager/supervisors with
quarterly departmental attendance statistics, including departmental averages;
3.Ensure consistent and effective
administration of leave benefits;
4.Provide implementation advice and
assistance to the managers/supervisors with respect to the attendance
5.Provide management support and
consultation on attendance issues;
6.Help with the implementation and design
of modified alternate work duties;
7.Train managers/supervisors on
attendance management procedures;
8.Maintain confidential employee medical
9.Develop and update related policies and
EAP information and policy guidelines and operational support.
D.Senior Management is expected to:
1.Ensure that manager/supervisors
implement the Attendance Management Policy, provide training, establish goals,
and support the Attendance Management Policy;
2.Facilitate internal departmental audits
of the policy; and
3.Ensure manager/supervisors are
responsible for implementing of the Attendance Management Policy.
responsible for complying with the terms of this policy.Human Resources conduct audits of
departmental attendance management practices to determine departmental
compliance with this policy.
COVERING LETTER FROM SUPERVISOR TO
Saturday, June 15, 2013
TO: Employee Name
During your attendance interview you
advised that you had a medical condition that has prevented you from reporting
for work on a regular and consistent basis.
In order that we may help you achieve
more regular attendance, please take the enclosed letter to your physician and
have your physician respond to our Medical Consultant.All medical information remains confidential
and management will be provided only with information on fitness for work.
It is your responsibility to ensure
that this report is completed and mailed to Medical Consultant within .Failure to do so will result in a presumption that there is no medical
reason for your absence.
ATTENDANCE LETTER TO A DOCTOR FOR A
Saturday, June 15, 2013
Dear Dr.Doctor's Name:
RE: Employee Name
was recently interviewed to review his/her work attendance at which time Employee Name
indicated that there was a medical condition that has contributed to their sick
In order that I may advise the Department Name
as to a reasonable expectation for this employee's attendance, I require
additional information.The information
you provide will remain confidential and management will be provided only with
information regarding the employee's fitness for work.
the employee have a medical condition that prevents him/her from performing
their regular duties?
If yes, what is the diagnosis?
provide the dates on which this employee consulted you for this condition in
the past year.
is the current treatment plan and what specialists, have been involved in this
any improvement in this condition expected?
yes, when do you anticipate this employee’s return to regular duties?
6.Can the employer do anything to assist this employee with their
rehabilitation/attendance? (Employee Assistance Program, modified alternate
work duties [please specify], etc.)
Please provide your report in the
enclosed envelope.Costs associated with
the completion of this form can be included with the report.The employee has been given from the date of this letter to have response
provided to my office.
Thank you for your timely attention to