Employee Absences & Leave Modeling Great Attendance in Accordance with Policy S S A I D

[Insert Campus] Values Good Attendance! Here at [CAMPUS], I know that you value good attendance, because you are all professionals, and you care about doing a good job.

…but we all miss work sometimes! While all of you value attendance, there are of course times when we can’t work.

What we’ll discuss today…  This presentation will provide an overview of the policies and procedures for being absent from work.  I will also ask for your input to make sure the district’s policies and our campus practices are in sync and aligned with our goal of providing the best education for kids.

Presentation Overview  Types and Amount of Leave  How to Report an Absence to Supervisor and Subfinder  Rules on Taking Leave on Certain Days  What to do When you Run Out of Leave Days  How to Apply for a Leave with Employee Benefits  Rules on Being Late to Work

Absence and Leave Policy – Go to the Source This presentation will cover the most commonly used and often misunderstood aspects of the District’s absence and leave policy, but please read Administrative Procedure D7 (newly revised) and Policy DEC(LOCAL) for all of the rules on this subject.

3 Main Points to Remember 1.When you really need to take a day, take a day! But try to conserve them, because once you run out of days, you are not authorized to be absent for the rest of the year. 2.Report absences to [Insert name] and Subfinder (if applicable to your position) as soon as you know you are going to be absent, no matter how far in advance. 3.Use discretionary absences in a way that doesn’t harm your students, and try to avoid being absent on any of the “important days”.

Types of Leave  We receive up to five days per year of personal leave, to be used for any purpose, subject to policy and procedure.  We may earn up to five days of local leave (a.k.a. “sick leave”) per school year, to be used for a personal illness, an immediate family member’s illness or death, or a family emergency.  195 day and over employees may earn up to two more days of local leave.  You all work hard and you deserve those days!

Your Days Roll Over  Your leave days roll over from year to year. You do not lose them if you don’t use them in one year.

How to Check Your Leave Balance  Ask campus leave supervisor.  Your leave balance is on your paystub (will be outdated).  Or you can visit Employee Access – see the link at bottom of Financial Services Department website.  Remember that these totals are only accurate if leave days are timely reported.

Reporting All Absences In order to ensure proper coverage, you must report absences to [insert staff name] by [insert process] as soon as you know you will be absent, no matter how far in the future the absence will occur.

Reporting Unexpected Absences For unexpected absences, the employee or a family member should notify [insert staff name] no later than 6:30 AM on the day of the absence, if possible.

Subfinder  If applicable to your position, you must also report your absences to SubFinder.  Just reporting to Subfinder is not enough – you must report to your supervisor as well.

Subfinder (Cont’d)  All teachers and eligible instructional assistants must report all absences, including school business, FMLA, and disability leave, to SubFinder.  The sooner you report your absences, the more likely it is that students will receive a high quality substitute teacher.

Discretionary vs. Non-Discretionary Absences  The rules for employee absences differ depending on whether the absence is “discretionary” or “non-discretionary”.  Discretionary absences are those can be planned for in advance (a wedding, graduation, or any non-emergency appointment).  Non-discretionary absences are emergencies or events that cannot be planned for in advance (illness, death in the family, or car accident).

Documentation for Absences  Documentation may be required for any chronic absence, unless it’s discretionary use of personal leave. Group Discussion – What does “chronic absence” mean?

Rules on Taking Leave Days  Most of the time, you can take your leave days whenever you need to take them.  But there are 3 main exceptions to that rule (details to follow): 1.You can’t take more than 3 consecutive days of discretionary absences. 2.If you take 5 consecutive days for illness, you must contact HR. 3.Try to avoid absences on the “Important Days” listed in policy.

3 Days Restrictions for Discretionary Absences  Employees may not take discretionary absences for more than 3 consecutive workdays.

5 Days Restriction for Illnesses If you will be absent for more than 5 consecutive workdays for personal illness or illness in your immediate family, you must contact the Human Resources Office of Employee Benefits, Risk Management, and Safety (“Employee Benefits”) to discuss whether you should apply for a leave.

“Important Days” Policy In order to preserve the continuity of the instructional program, DEC(LOCAL) has deemed certain days to be particularly important for campus-based or instructionally-related employees.

“Important Days” Policy Staff are not prohibited from being absent on these days, but excessive use of discretionary absences on these days may subject an employee to disciplinary action.

The “Important Days” are… 1.First 5 or last 5 teaching days of the school year. 2.Day before or after extended holiday (Thanksgiving, Winter Break, or Spring Break). 3.End-of-semester and end-of-year exams. 4.Week prior to and week during state tests. 5.Professional or staff development days.

Group Discussion on “Important Days” 1.Do you agree that these days are important? Why or why not? 2.How can we minimize absences on these days? 3.If we have to be absent on one of those days, what can we do to minimize any negative impacts on students and staff?

Being Absent without Leave Days  Employees are not authorized to be absent from work without available leave days.  Please try to conserve your days, because once you run out, you aren’t authorized to be absent for the rest of the year, unless you properly apply for and are placed on leave by Employee Benefits.

Benefit of Conserving your Days - ALIP  If you are considering retiring or resigning, you may qualify for the Employee Accumulated Leave Incentive Plan (ALIP).  If you qualify, you will be reimbursed for each day of leave at a rate of $90 per day (exempt employees) or $50 per day (non-exempt).  Conditions to qualify: If retiring, you must be eligible for retirement under TRS guidelines. If resigning, you must (1) have ten years of consecutive service with the District, (2) be employed full-time through the last workday on your calendar, and (3) submit written notice of your intent to separate no later than April 15th.

Emergency Situations – No Leave Days  There may be emergencies when you need to leave campus, but keep in mind that any absence without leave is a violation of policy, and may result in disciplinary action.

How to Apply for Leave  If you know you will be out of the office for an extended period of time, consider applying for a leave.  To apply for a leave, you must submit to Employee Benefits a completed Request for Leave Form [D7-A].  For medical leave, you must also submit a Healthcare Provider Certification from your doctor to Employee Benefits.

No Employee Requests for Absence Deductions Employees are no longer permitted to request a deduction from their paychecks after they run out of days.

Please Continue to Arrive to Work on Time  All of us must arrive to work on time, according to our assigned work schedules.  Unexcused or excessive tardiness may result in disciplinary action, up to and including termination of employment.

Violations of Absence Policy  If you don’t follow these guidelines, you may subject yourself to disciplinary action, up to and including termination of employment.  I will discus absence issues with you if they arise, and I may follow up with a summary of conference or reprimand, depending on the severity of the violation.

Conclusion - Don’t Forget the 3 Main Points! 1.When you really need to take a day, take a day! But try to conserve them, because once you run out of days, you are not authorized to be absent for the rest of the year. 2.Report absences to [Insert name] and Subfinder (if applicable to your position) as soon as you know you are going to be absent, no matter how far in advance. 3.Use discretionary absences in a way that doesn’t harm your students, and try to avoid being absent on any of the “important days”.

Small Group Discussion  What questions or concerns do you have about this policy or our practices at this campus?  What else can we do to continue to model great attendance to our students? Discuss at your tables.