2.08.02 – Attendance Policy – Adult Day Services
Employees are expected to be present for work, on time, every day. Regular attendance and punctuality are important to keep continuity of services with your team and the overall operations of the company running smoothly. Arriving late, leaving early, or being absent from work causes disruptions in services and with your team. This policy is in effect for all hourly, non-exempt employees at Open Door Art Studio, Career Activity Community, and UCO Adult Day Service work locations.
Mandatory Orientation Period
Due to regulatory requirements, all Open Door employees are required to attend their Corporate Orientation and designated department specific on-the-job training in its entirety. Should an employee have to miss work during this period, HR will meet with employee to discuss that they may be placed on inactive status until required certification or training is completed. The employee may be rescheduled for the following/orientation/training date and when completed, will be placed on active status.
Mandatory On-Going Staff Training & Required Staff Meetings
Certification and Licensure requirements require mandatory training and staff meetings for all Open Door employees. All employees are required to attend their designated department-specific mandatory training. If a mandatory training or staff meeting is missed, the employee may be pulled from the schedule until they complete the required training and/or staff meeting mandatory requirement.
Attendance Absence, Tardy, & Leave Early Procedures and Corrective Actions
Employees are required to report an absence by following their departmental call-off procedures located on Appendix A. All employees must report each day they are absent with at least a three-hour prior notice. Failure to provide 3-hour advanced notice for a call-off will result in corrective action per Standards of Conduct Policy 2.15.
Management will complete the attendance tracking sheet for any time that an employee misses scheduled work time without pre-approval (see “Excused Absences for Pre-Approved Time Off or Leaves of Absence” below for a detailed explanation of excused absences and leaves). Unexcused absences will be tracked per quarter according to the following 3-month periods: (Aug 1-Oct 31) (Nov 1-Jan 31) (Feb 1-April 30) (May 1- July 31). When attendance tracking is completed, the employee will receive the form back notifying them of the unexcused absence serving as written notification. Upon the third unexcused absence in a quarter as defined by the 3-month segments listed above, the employee may be transferred to another position that is currently open within the agency. NOTE: the hours are based on individual service plans, therefore, may not be the same hours that the employee previously worked. Failure to meet employment criteria will result in termination as per Standards of Conduct 2.15.
Employees are required to report any tardiness as soon as possible. However, failure to provide notification to your designated departmental call-off line, of your tardy prior to the start of your shift will result in corrective action per Standards of Conduct Policy 2.15. Employees are required to request to leave early to the assigned departmental designee with as much advance notice as possible. However, due to the nature of our business, which requires direct services and supervision for individuals with DD, there may be times when the employee’s request to leave early may be denied by the departmental representative. Failing to provide adequate notice may result in disciplinary action per standards of conduct 2.15.
Excused Absences for Pre-Approved Paid Time Off or Leaves of Absence
Absences because of any pre-approved leave of absence or paid time off per Open Door policies, including Vacation (2.03.2), Medical (2.04.3), FMLA (2.04.1), bereavement (2.03.1), jury duty (2.04.2), military duty (2.04.4), and workers comp (2.04.6), are exempt from disciplinary actions (please refer to the applicable leave of absence policy). In addition, sick time may be pre-approved through the Leave Request Form with at least a one-week notice prior to a scheduled medical appointment. (2.03.2) Required court appearances may be considered with evidence of proof of your need to attend and your attendance verified by the courts with as much notice to your supervisor as possible.
Failure to Clock-In or Clock-out at Locations with Time Clocks
Employees must clock-in and clock-out from the work location/ or assigned route start for each shift. If there is any problem recording a clock-in or clock-out, employees must inform the designated administrative supervisor immediately. Employees who consistently fail to clock-in or clock-out may receive disciplinary action, up to and including termination.
Other Related Administrative Procedures
Closures/Cancellation of Shifts
In some instances, due to the needs of individuals served, shifts may be cancelled with or without notice. In these instances, staff will be offered an equivalent shift if available. Staff are required to work the equivalent shift offered or will be subject to the attendance policy. For prescheduled changes in service delivery (ie: holidays, day service closing, vacations with family) staff will be expected to work an alternative work assignment or complete an advanced request for leave. Failure to do so will be subject to attendance policy.
Picking Up Additional Shifts in Other Departments
Hourly, non-exempt administrative staff are expected to keep consistent schedule as agreed upon by the employee and their supervisor (this can be flexible based on supervisor approval due to nature of positions). In order to meet their requirements for their regular position, all hourly non-exempt administrative staff must work their scheduled hours in their regular position in order to pick up extra hours in other locations. ADS staff are not permitted to pick up shifts that interfere with their regularly scheduled shifts at Day Service locations.
Any supervisor has the authority to deny an employee from picking up overtime in other locations if the employee is not meeting expectations of their regular position. This must be done in writing and acknowledged by the employee. In addition, failure to meet attendance/performance expectations of the position may result in transfer to another position, demotion, or termination.
Staff Self-Request to Leave Early from CAC
When working ADS at CAC, employees may self- request to leave early without pay with prior communication to the supervisor. This would be voluntary, unpaid time. In order to be eligible, the employee must have all documentation including experience forms, cleaning duties, vehicle cleaning duties, route assignments (with all individuals safely returned home), and next-day preparations completed prior to leaving. The request form for voluntary leave early without pay MUST be completed prior to leaving the building and must ensure that no required training or staff meetings are scheduled that day. This is a flexible allowance and can be suspended in writing via email if any employee is found to have not met the above criteria for this benefit.
Employees in ADS locations should ensure that they bring their lunch, and snacks, or make prior arrangements to have these items delivered to their work location. Due to the nature of service provision and individual supervision requirements, employees are not permitted to take breaks off grounds during the hours of services when individuals are present. Therefore, employees who are not assigned scheduled routes will be provided set times for breaks outside of service hours (before and after individuals leave location), or if assigned routes that make it impossible for breaks to occur outside of service hours, the employee must communicate a scheduled break time with supervisor staff, and make sure that they are not leaving floor until relief staff are present for their scheduled break between the time frame of 12:30 pm-1:30 pm. Employees are paid through all break times unless they leave grounds which requires pre-approval from Director or Operations Director. NOTE: All deliveries to Corp/CAC building must be taken to the front desk, not CAC. The front desk personnel will page staff.
Salaried, Exempt Employee Attendance
Salaried employees are expected to keep a consistent schedule that will be agreed upon by the employee and their supervisor. The salaried employee will provide expected weekly schedule to supervisor and note any deviations. The employee will submit any scheduling changes for pre-approval to supervisor per departmental guidelines. Failure to meet attendance/performance requirements of position, may result in transfer to another position, demotion, or termination.
The effective date of this policy is March 15, 2022. Management reserves the right to amend or discontinue this policy at any time with a written notification to employees.
Last Revised: 3/14/22