Managing Medical or Other Personal Time Away and Attendance

Leave Management (Non-Medical) and Attendance

Basic to any employer-employee relationship is an obligation on the part of staff members to report to work on schedule regularly. Occasionally, however, absences or tardiness are unavoidable. When this occurs, it is the responsibility of the employee 1) to notify the supervisor of the absence as soon as the employee knows it will not be possible to be at work on schedule, and 2) to return to work as soon as it is reasonably possible. 

Employees are expected to make every reasonable effort to report to work as scheduled, even in severe weather conditions. When provided advanced warning, employees are expected to anticipate difficulties and delays in transportation. Upon evaluation of their individual circumstances, employees are expected to make reasonable judgments to avoid serious risks when traveling to and from work. Employees are encouraged to actively communicate with their supervisor or other proper authority regarding their timeliness and attendance during extreme weather conditions, in order to assure proper staffing. When delayed, employees may be expected to report to work as soon as they become available, unless otherwise excused by their supervisor, in order to meet operational needs. Supervisory staff are expected to utilize their discretion reasonably and humanely in relation to this policy. 

Units and supervisors are expected to provide an environment that fosters a healthy and productive workplace, to support the recruitment and retention of staff. Balance in operational needs and efficiencies with the interests of staff members in making staffing decisions is vital to the health, safety and wellbeing of our biggest asset.

Non-medical leave typically uses Vacation (code 01) or other paid leave accruals.  *All unpaid leave should be approved by the supervisor; HR must be notified to process the unpaid leave transaction (this is not recorded within the time record online).

Staff Attendance Expectations

Medical Leave Management

Does your employee need time off or workplace accommodation for a medical condition (including pregnancy/childbirth), ongoing or intermittent, or upcoming medical event (i.e. surgery)?
Has your employee been out ill for more than three consecutive days or intermittently on a regular basis for the same health condition?

You or the HR Representative should complete an FSDS Consult form as soon as a member of leadership is informed.  Then:

  • FSDS will review the form and follow up with the employee about FMLA eligibility (1250 hours of work in the past 12mo) and medical documentation needs.
  • When approved/denied, FSDS will inform the employee, their supervisor, and department HR Rep of time away and/or accommodations.
  • Approvals do not extend beyond the end of the calendar year (rare circumstances) and are reviewed subject to review annually, if not sooner. 
  • Time coded as FMLA must be approved by FSDS and uses the FMLA leave time as well as paid leave accruals (sick/vac) of the employee. Unpaid time must be processed by HR (when accruals exhausted)

Medical or health-related leave, including the care of immediate family, uses Sick (code 52, or Family CareGiving leave code 03) leave accruals.  *All unpaid leave should be approved by the supervisor; HR must be notified to process the unpaid leave transaction (is is not recorded within the time record online).

COVID-19 Related Time Management

Faculty and Staff Disability Services (FSDS) manages the time off needs of those who are away from work related to COVID-19.  Review and complete the appropriate consult form here.  

If an employee (faculty, staff or student) is unable to work due to a qualifying COVID-19-related health reason, COVID vaccine or to care for a child whose school or childcare provider is closed/unavailable due to COVID-19 related reasons, separate paid leave options may apply, depending on the employee category and eligibility.  For more details on paid leave options and examples of specific leave scenarios, please review the COVID-19 Leave Scenarios.

Temporary Alternate Work Arrangement vs. Flexible Work Agreement    
  • The COVID-19 Temporary Alternative Work Arrangement Request has been phased out as we move to more safe environments and increased vaccine recipients. 
  • If you seek a flexible work arrangement for non-COVID-19 related or personal reasons, complete only the Flexible Work Agreement form.  If your job has not been designated as needing to return to campus in the near/foreseeable future, you can continue to work remote without completing this form, or until Org/Dept direction is given. 
  • If you or anyone on your staff needs to report a COVID-related leave of absence (time off for illness, care of others etc.), please see above and reach out to our HR team to help facilitate this.