Overview
This policy provides a framework to manage employee attendance.
Purpose
To guide the University community in balancing the health and wellbeing of employees with the overall operation of the University. Nothing in this Policy is intended to be inconsistent with rights and limitations under UC and UCSF policies.
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An employee’s absence from a scheduled shift is requested in advance and is granted based on the staffing needs of the unit.
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An employee’s absence from a scheduled shift where the cause was such that the employee could not have requested permission to be absent in advance. For such unplanned absences, employees must follow established departmental procedures for calling in absent or late.
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An employee is scheduled for duty and does not meet that obligation and/or does not provide timely notification in accordance with departmental procedures.
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One or more consecutive days of absence.
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Late arrivals and early departures from one’s established work schedule and/or leaving early or returning late from meal or rest periods.
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An employee holding a per diem appointment as defined by Personnel Policies for Staff Members PPSM-2 and PPSM-3.
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An exempt employee is paid an established salary and does not receive overtime compensation or compensatory time off. See PPSM-30.
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An employee who is not an Exempt Employee; in other words, not paid an established salary, and is eligible for overtime compensation or compensatory time off. See PPSM-30.
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Sick leave is leave for personal illness or disability, personal medical or dental appointments and/or for the illness of other family members as defined in applicable University Policy, Collective Bargaining Agreements, and state and federal law. Sick leave may also be used for bereavement subject to the rights and limitations of University Policy and/or Collective Bargaining Agreements. Sick leave is not to be used for absences due to other situations such as transportation issues, well childcare issues, etc.
Policy
- Absenteeism, including tardiness, can have a negative impact on the quality of care and services that we provide our patients, as well as impact on colleagues and the work of the unit. Absenteeism in violation of policy may result in corrective action up to and including dismissal. Managers have the responsibility to monitor patterns of absenteeism.
- There are several protected usages of sick leave under University Policy, Collective Bargaining Agreements and state and federal law. This policy shall not be applied in a manner that infringes upon protected usages. However, the University has a right to monitor employee attendance and may counsel and discipline employees with attendance issues not related to protected usages.
Standards
A. Attendance Monitoring
1. Continued attendance issues will be noted in the employee's annual performance evaluations. Factors that will prompt an attendance review with an employee to determine whether the employee’s absences were protected usages, and may be considered to be unacceptable use or patterns of absenteeism, are:
a. Overuse of Sick Leave: Sick Leave used faster than it is accrued over the period of the audit standard may be considered excessive.
b. Occurrences: More than five unscheduled Occurrences in any twelve-month period of time, or more than three Occurrences per quarter, may be considered excessive.
c. Patterns: Timing of absences (e.g., on, before or after holidays, weekends, and requested time off), consistent days (e.g., every Friday), consistent shifts (e.g., night rotation).
d. Unexcused Absence: Any Occurrence of Unexcused Absence is considered excessive.
e. Per Diem employees must meet the minimum work requirement, if applicable.
B. Tardiness
Three or more Occurrences of Tardiness within any four-month period is considered excessive.
C. Managing Attendance
1. Following the monitoring process, if an employee’s absences or tardiness are found to be excessive, the employee may be subject to disciplinary action and/or release from their per diem appointment. Such excessive absences and/or tardiness shall be considered in the employee performance evaluation process. However, documented and protected absences, including but not limited to those defined below, shall not be subject to disciplinary actions. Verification for the absences defined below may be required pursuant to the applicable University policies and/or Collective Bargaining Agreements. (Refer to the University Policy or the applicable Agreement and consult with Labor and Employee Relations.)
a. Protected Sick Leave: Eligible employees may use protected Sick Leave under a number of leave University Policies for the diagnosis, care, or treatment of an existing physical or mental health condition of an employee or employee’s family members and others as allowed under policy; and, an employee who is a victim of domestic violence, sexual assault, or stalking, as defined in University Policy and/or Collective Bargaining Agreements. An eligible employee must give notice to their supervisor that they are designating the use of sick leave as protected at the time of taking the leave or at the time of recording the leave in their timesheet.
i. If an eligible employee with a Per Diem appointment uses Sick Leave in connection with that appointment for any of the above purposes, and complies with applicable notice requirements, that leave is automatically designated as protected Sick Leave.
ii. An employee with any other eligible appointment may designate up to six days per calendar year as protected Sick Leave if the employee uses the days for any of the above purposes and complies with applicable notice requirements.
b. Illness of other family members (Kin Care): Sick Leave used for the illness of a family member and others as defined in University Policy and/or Collective Bargaining Agreements, and applicable state and federal law, subject to the rights and limitations contained within them. Kin Care runs concurrently with protected Sick Leave, and is not a separate leave entitlement.
c. Family and Medical Leave (FMLA): Sick Leave (or other leave) used for Family and Medical Leave, as defined in University Policy and/or Collective Bargaining Agreements, and applicable state and federal law, subject to the rights and limitations contained within them.
d. Domestic Violence, Sexual Assault or Stalking Leave: As outlined in University Policy and/or Collective Bargaining Agreements, an employee who is a victim or whose family member is a victim of domestic violence, sexual assault, or stalking may take leave from work to obtain, or attempt to obtain any relief to ensure the employee’s own health, safety, or welfare—or that of the employee’s family member.
e. Bereavement Leave: Sick Leave (or other leave) used for Bereavement Leave as defined in University Policy and/or Collective Bargaining Agreements, subject to the rights and limitations contained within them.
f. Workers’ Compensation: Sick Leave (or other leave) used in conjunction with a Workers’ Compensation illness or injury. (If an employee is released to return to work full-time with or without accommodation, and continues to miss time from work as a result of a work incurred injury following their initial return to work, Labor and Employee Relations should be contacted.)
g. Reproductive Loss: Sick Leave (or other leave) used in conjunction with Reproductive Loss, as defined in University Policy and/or Collective Bargaining Agreements, and applicable state and federal law, subject to the rights and limitations contained within them.
h. Pregnancy disability leaves (PDL): Sick Leave (or other leave) as defined in University Policy and/or Collective Bargaining Agreements, and applicable state law, subject to the rights and limitations contained within them for pregnancy-related conditions.
Responsibilities
- The supervisor’s responsibility is to ensure that they are monitoring employee attendance in accordance with the above principles. Supervisors should ensure that they are treating employees’ absences and tardies consistently across all under their supervision.
- The responsibility of Labor and Employee Relations is to guide supervisors in the application of the above principles and to maintain and update this Campus Administrative Policy.