ATTENDANCE MEETING AGENDA

THANK THE EMPLOYEE AND THEIR REPRESENTATIVE FOR ATTENDING THE MEETING

INFORM THAT THE PURPOSE OF THE MEETING IS TO DISCUSS ATTENDANCE ISSUES AND THE IMPACT THEY ARE HAVING ON WORK PERFORMANCE AND THE TEAM

CITE SPECIFICS

Your demonstrable pattern of absenteeism (including lack of punctuality), as illustrated by the attached attendance log, continues to negatively impact your work performance because (CITE EXAMPLES – like other employees in the unit have to do your job, we have a shortage of receptionists, etc.).

ASK EMPLOYEE TO PROVIDE AN EXPLANATION AND NOTE WHAT THEY SAY

Due to your unacceptable attendance, you will be required to comply with the following.

SET EXPECTATIONS

Sick Leave or Family Sick Leave

  1. You must speak directly to me or (give alternate supervisor), within 15 minutes after your normal starting time, to report your absence from work on each day you are absent so that I can decide if your absence will be approved and determine if you will be required to provide written medical substantiation for the sick leave. Failure to comply will result in your absence being charged as an unpaid absence without approved leave (AWOL).
  1. Notice of medical or dental appointments must be given to me prior to the dates of the appointments andmust be approved in advance. Additionally, failure to keep me informed of your return to work status as promised, following an appointment or other personal engagement, will be charged as an unpaid absence without approved leave (AWOL) for the remainder of the day.
  1. Approved leave for illness (yours or a family member’s) may require, on a case-by-case basis, verification from a physician or a licensed practitioner for the first/second day or partial day of any absence due to illness. In those cases where you are asked to provide written verification, it must include all of the following information, or you will not be granted sick leave and your absence will be charged an unpaid absence without approved leave (AWOL).
  1. Your physician or licensed practitioner must note the date and time you were seen for appointments.
  1. Your physician or licensed practitioner must list all dates (and/or hours for partial dates) of absencesdue to illness or appointments and a return to work date.
  1. Your physician or licensed practitioner must indicate the reason why the illness/appointment preventedyou from reporting to work or performing your duties based on your job description.
  1. Your physician or licensed practitioner must provide an original signature on your medical substantiation; a “stamped” signature is not acceptable. If the signature is not legible, the printed or typed name of the verifying individual should be provided, as well as that person’s phone number.
  1. Your medical substantiation must be given to me immediately upon your return to work or your absencewill be charged as an unpaid absence without approved leave (AWOL).

Vacation Leave

Absences for personal business will not be approved unless requested at least ____ days in advance, and you will not be able to make up the time. You should be using vacation time for personal business. In addition, you must provide me with substantiation upon your return to work (e.g., auto repair bill for car problem.)

Vacation credits may be used in lieu of exhausted sick leave if the sick leave is approved.

Vacation must be requested and approved ____ days in advance.

Tardiness

Tardiness will not be tolerated and you will not be allowed to make up the time. It will be charged as an unpaid absence without approved leave (AWOL).

PROVIDE EAP REFERRAL AND OTHER BENEFITS

Please be aware the department does offer a confidential Employee Assistance Program (EAP) through a contract with Managed Health Network (MHN). Your use of the program is strictly voluntary. If you believe the Program may be helpful, you may contact MHN directly for a confidential consultation at 1-866-327-4762. You may use state time to set up your first appointment; however, you will need to use your own time to attend any appointments.

I have discussed other benefits with you. Any time you are away from your job, you may be eligible for NDI/SDI, and/or FMLA. If you believe your circumstances qualify you for NDI/SDI or FMLA leave, please let me know immediately, so that I can provide you with the appropriate paperwork. However, it is your responsibility to make sure your treating practitioner completes the paperwork and submits it to me in a timely manner. Should you receive any of these benefits, it is your responsibility to keep me informed of your return to work status.

MAKE EMPLOYEE AWARE

You should also be aware that depletion of your paid leave credits and docks or AWOLs could result in a greatly reduced paycheck. Mandatory deductions including taxes and Social Security are taken from you paycheck before any balance is available to you. If there is not enough money left in your paycheck to pay for your health benefits after these mandatory deductions, you could be required to pay for your health and any other elected benefits yourself.

You are expected to bring your work performance to the established expectations immediately and to sustain it at that level. If you do not achieve these expectations, or if other problems arise or circumstances change, it may result in my using the matters discussed in our meeting in an adverse action.

ASK IF THERE ARE ANY QUESTIONS

CONCLUDE THE MEETING

1