Staff Attendance Policy

1) Swiping Cards:

  1. Attendance of All Staff will be recorded automatically by using the swiping cards.
  2. All the Academic, Administrative and Support Staff are required to sign in and out while entering or exiting the University at any time using the swiping card.
  3. Attendance records will be monitored by the Deans or Head of Administrative Departments.
  4. Deans and Head of Administrative Departments are responsible for internal attendance regulations in their faculty /department.
  5. Any anomalous attendance record should be addressed by the relevant Head of Department or Dean as appropriate.
  6. Staff Members are responsible for their own automatic signature.

2) Working Conditions / Hours:

** The University’s normal working hours between 8:45 am to 4:15 pm, five days per week from Saturday to Thursday.

** Minimum time to sign in is 06:00 a.m. and maximum time to sign out is 12:00 a.m.

** Working hours for staff who work after 12:00 a.m. will be added manually to system based upon staff’s Dean \ Head of Department and BUE President.

** In case of signing in after 10:00 a.m. or signing out before 02:00 p.m. the day will be considered as absence and will be deducted from the leave balance if he/she does not fulfill the three below attendance conditions.

Attendance calculation conditions :

There are three conditions that must be fulfilled by staff members (Academic/ Admin) for their attendance records:

1-No. of days :

  • All BUE staff (Academic & Administrative) should attend at least five working days per week.
  • Academic staff Member who has approval for a research day should attend at least four working days per week.

2-Hours/ week :

  • All BUE Staff (Academic & Administrative) should attend at least 35 hours per week. (Average7 hrs * 5 days).
  • Academic staff Member who has approval for a research day should attend at least 28 hours per week. (Average7 hrs * 4 days).

3-Core Hours :

  • All BUE staff (Academic & Administrative) should attend the core hours from 10:00 am till 02:00 pm in order to be calculated as attended day then he/she can compensate the missed hours on any other day during the same week.

** After fulfilling the three conditions regarding the minimum number of days, the minimum hours required per week and also attending in the core hours. BUE staff member who works more than 30 hours per week for staff who work four days per week or 37.5 hours for staff who work five days per weekwill be eligible to:

Academic staff: Extra time will be added to their balance.

Administrative staff : Extra time will be considered as overtime after the approval ofhis/her HOD.

** In case of Absence without permission the following penalties will apply after a notification from the Dean/ HOD:

First time; the day will be deducted from the annual balance and a warning will be sent to the staff member.

Second time; the day will be deducted from the annual balance in addition to quarter a day will be deducted from the salary.

Third time; the day will be deducted from the annual balance in addition to half a day will be deducted from the salary.

Fourth time: the day will be deducted from the annual balance in addition to the whole day will be deducted from the salary.

Fifth time; a legal action will be taken by the legal affairs office.

Attendance Monitoring / reporting:

  1. In case the employee does not enter the automatic signature on a specific date, he/she will be considered absent on the day(s) in question.
  1. In case of forgetting to sign, attendance can be recorded on HRM system by authorized person for each faculty\department specifying the correct entry / exit time on a specific datemaximum by four times per month. The Human resources department will no longer be responsible for recording attendance records for staff who forgot to sign on HRM system.
  1. Human Resources Department will follow up on repeated absence and will be reported on monthly basis to the employees’ head of department/Dean and the senior management for appropriate action.

-Days off/ OfficialHolidays:

In case of working on a day off, it will be calculated as follows:

* For academic staff members : Additional hours or a day in lieu (calculated upon the hours attended) will be added in case of working more than four days for staff who has a research day approval or five days for staff who doesnot have a research day approval.

* For Administrative staff: If the staff member attended more than five working days:

1- A day in lieu will be added to the balance.

2- The wage of the extra attended day will be paid as overtime.

In case of working on an official holiday, it will be calculated as follows:

*For academic & administrative staff: double wage of the day will be applied.

- Annualleave:

  1. Any Annual Leave should be requested withinthree days from the leave’s start date and it should be approved from the HOD / Dean within threedays from the request date.
  1. If the leaveis not considered as approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system.

Research Leave:

  1. Academic staff members (except Deans, Vice deans & HODs) can take a weekly research day leave as per approval from the relevant dean.
  1. Teaching Assistants (Demonstrators & Assistant Lecturers) can take a weekly research day leave as per approval from the Dean and the Vice President for Research & post Graduate studies.
  1. Human Resources Department should receive within two weeks fromthe beginning of each Semester an accumulated report from each faculty a list with the names of academic staff who are eligible for research leave.
  1. Research day is not applicable during annual leaves and times of exams for all academic staff who are entitled a weekly research day. (i.e. In case staff member consumed one week as annual leave, this week will be counted as five days instead of four days).

Late Arrivals and early leaves:

  1. All BUEFull Time staff (Academic & Administrative) shall be permitted to arrive lateor depart early by up to maximum of two hours and halffrom normal working hours(i.e. till 11:15 am for late arrival & starting from 01:45 pm for early leave)without deduction from annual balance or the salary for a maximum of two occurrences per month subject to the approval by their line manager/ Dean.
  1. Early leave and late arrival leaves should be approvedwithin two days from the request date, if it is not approved during this period, the leave will be automatically approved by the system.
  1. The leave canbe requested within two days from the leave’s start date.
  1. Half day Annual Leave:
  1. Staff shall be permitted to apply for a half day’s annual leave on a given day.
  1. Staff who will request a morning half day shall be permitted to arrive maximum until 12:30 pm, staff who will request an evening half day shall be permitted to depart after 12:30 pm. Otherwise the whole day will be deducted from leave balance
  1. The leavecanbe requested within two days from the leave’s start date.
  1. Half Dayleaveshould be approvedwithintwo days from the request date.
  1. If it is not considered approved or rejected by the Dean/HOD during this period, the leave will be automatically approved by the system.

- Sick leave:

  1. A staff member can request a sick leave and submitthe necessary documents to the clinicwithin tendaysfrom his/her first day of absence. If the medical condition prevents submitting the leave within three days from absence, the staff member has to inform his/her line manager immediately by any means and his/her line manager shall inform the Human resources department in writing on the same day provided that the staff member shall request the leave & submit his/her medical report on the first day s/he returns to work. Otherwise it shall not be approved.
  1. The leave should be approved/rejected by the clinicwithin three daysfrom the request date.
  1. If it is not considered approved or rejected by the BUE Clinicduring this period, the leave will be automatically rejected by the system.
  1. Staff are permitted to apply for a half day sick leave on any day.
  1. Staff who will request a morning half sick day shall be permitted to arrive maximum until 12:30 pm. Staff who will request an evening half sick day shall be permitted to depart after 12:30 pm.
  1. Half sick day should be requested within two days and it shall be approved/rejected by the clinicwithin two days from the request date.
  1. The absence days will be deducted from staff member’s annual balance. If the clinic approves the sick leave, the deduction will be changed from the annual balance to the sick balance. If the clinic don’t approve the sickleave, the leave will be automatically rejected by the system and will be considered as annual leave to be deducted from the annual balance.

- Maternity leave:

Female staff members are eligible to Maternity leave for one hour daily as per the Egyptian labor Law rules & regulations.

Female staff members can collect the hours and take one day per week instead of an hour each day except for academic staff who are given an approved research leave, they can only take it as one hour per day with the research leave.

Staff member who will attend on her maternity leave,maternity hour\day will be added to her leave balance.

** Any Sick or Maternity leave case not mentioned above, please refer to the Sick Leave Bylaw (Incorporating Maternity leave) on BUE website.

- University Business / Professional Developmentleave:

  1. University Business / Professional Developmentleaveswill be divided into two types based on the duration of the leave.
  1. If theduration isless than or equal toten days, any staff member can request it withinthree days from the leave's start date and it should be approved by the HOD/Dean within three daysfrom the request date.
  1. If the duration of the leaveismore than ten days, s/he should request itten days beforethe leave's start date and it should be approved within seven daysfrom the request date.
  1. Staff member can request a university business half morning leave and shall be permitted to arrive maximum until 12:30 pm.
  1. Staff member can request a university business half evening leave and shall be permitted to depart after 12:30 pm.
  1. University business half day shall be requested within two days from the leave’s start date and it shall be approved within two days from request date. If the leaveis not approved during this period, the leave will be automatically rejected by the system.

- Unpaidleave:

  1. Unpaid leaves will be divided into two types based on the duration of the leave.
  1. If theduration isless than or equal tofive days, any staff member can request it within three days from the leave's start date and it should be approved by the HOD/Dean within three days from the request date.
  1. If the duration of the leaveismore than five days, s/he should request itten days beforethe leave's start date and it should be approved within seven daysfrom the request date.
  1. If the leaveis not approved during this period, the leave will be automatically rejected by the system.

- Busses latenessleave:

  1. Staff shall be permitted to apply for a busses lateness leave on a given day if they arrived late because of busses delay or traffic jam.
  1. Staff who will request a busses lateness leave shall be permitted to arrive maximum until 10:45 am, otherwise the whole day will be deducted from leave balance
  1. The leaveshould be requested within two days from the leave’s start date and it should be approved from the HOD / Dean within two days from the request date.
  1. If it is not considered approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system.

- Unpaid Study leave:

  1. Staff member shall be permitted to apply for an unpaid study leave.
  1. The leaveshould be requested within ten days before the leave’s start date and it should be approved from the Vice President for Research & post Graduate studies within one week from the request date.
  1. If it is not considered approved or rejected by the Vice President for Research & post Graduate studies during this period, the leave will be automatically rejected by the system and will be deducted from the annual balance.

Leave forms:

All types of leaves should be submitted on the HRM System.

In case of not approving leaves, the Administrative HOD or the Dean is required to statethe reason for rejecting the leave to the Human Resources Department to follow the legal advice.

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ID / Leave Type / Maximum time to request / Available time to approve / Auto Approved
1 / Annual / 3 Days from leave start date / 3 Daysfrom leave request date / Yes
2 / Late Arrive \ Early Leave / 2 Days from leave start date / 2 Daysfrom leave request date / Yes
4 / Half-day Evening \ Half-day Morning / 2 Daysfrom leave start date / 2 Daysfrom leave request date / Yes
6 / Sick / 10 Days from leave start date / 3 Daysfrom leave request date / No
7 / Sick Half-day Evening \ Sick Half-day Morning / 2 Days from leave start date / 2 Days from leave request date / No
9 / University Business \ Professional Development / 3 Days from leave start date / 3 Days from leave request date / No
11 / University Business \ Professional Development (More than 10 days) / 10 Days before leave start date / Seven Days from leave request date / No
13 / University Business Half Morning \Evening Day / 2 Days from leave start date / 2 Days from leave request date / No
15 / Unpaid Long / 10 Days before leave start date / Seven Daysfrom leave request date / No
16 / Unpaid Short / 3 Days from leave start date / 3 Days from leave request date / No
17 / Unpaid Study Leave / 10 Days before leave start date / Seven Daysfrom leave request date / No
18 / Buses lateness / 2 Daysfrom leave start date / 2 Daysfrom leave request date / Yes

BUE Staff Attendance policy 2015/2016Page 1