To establish a policy that will encourage responsible leave usage. Attendance is important to the work performance and efficiency of the LSU Health Sciences Center. When an employee fails to report to work as scheduled it can place additional and unexpected responsibilities on co-workers, which may affect morale.  The purpose of this policy is to bring attention to the critical importance of good attendance habits and how it impacts productivity across the organization. This policy will improve efficient service to our clients and will also improve morale by reducing the negative consequences of absenteeism on co-workers.

Policy

LSU Health Sciences Center – New Orleans shall apply Civil Service Rule 12.6(a) 2, subject to the following conditions and provisions as its Non-disciplinary Removal for Unscheduled Absences Policy.  This policy, approved by the State Civil Service Commission, is being adopted to encourage responsible use of leave and applies to all Civil Service employees at LSU Health Sciences Center – New Orleans.  

Definitions

Unscheduled Absences – For all classified employees who have been given written supervisory notices regarding their absenteeism, an unscheduled absence shall be one for which the employee did not obtain verbal or written approval by close of business on the employee’s regular scheduled workday prior to the absence.  A supervisor may request an exception(s) from this provision from the appointing authority for rational business reasons.   

The policy is based on Civil Service Rule 12.6(a) 2, which reads as follows:           

12.6 Non-disciplinary Removals.

The provisions of this rule shall be made generally available to all employees. An employee may be non-disciplinarily removed under the following circumstances. When an employee is removed under this Rule, the adverse consequences of Rules 6.5(c); 7.5(a)7; 8.9(d); 8.13(a)7; 8.15(d); 8.18(d) and (e); 11.18(b) and 17.25(e)4 shall not apply. Subsection (a) is subject to the provisions of the Americans with Disabilities Act (ADA) and the Family and Medical Leave Act (FMLA).

(a) Absence from Work

An employee may be removed under the following circumstances:

2.    When an employee has more than nine (9) unscheduled absences during any consecutive 26-week period. One unscheduled absence may be any continuous period of absence, regardless of its duration. Approval of leave, after the fact, to cover an unscheduled absence shall not prevent the absence from being considered unscheduled. Before an agency can apply the provisions of this subsection (a)2, the appointing authority must obtain from the Commission prior approval of a written policy for its use. Such policies shall be posted in such a manner that assures availability to all employees. The Director shall issue criteria, which must be covered in such a policy.

Procedures 

            Employees Covered By This Policy 

This policy shall apply to all Civil Service classified employees of the LSU Health Sciences Center - New Orleans who have been given written supervisory notice regarding his or her absenteeism.  No absences will count for the purpose of this rule until the employee has been given such a notice.  The business reason for this policy is as follows: 

This method of applying Civil Service Rule 12.6(a)2 will address those individuals whose absenteeism has caused problems for the department.  Furthermore, this method will help ensure that the affected employee is given every opportunity to improve his or her attendance through the supervisor’s personal attention and clear communication of expectations. 

            Notification to Employee 

The supervisor shall ensure that the employee is notified each time an absence is counted as an “unscheduled” absence, and shall maintain sufficient documentation of the notices. Notice must be given within 5 days of the occurrence. 

Documentation of Absences

Each supervisor must use the Unscheduled Absence Form for record keeping.  Supervisors should be aware that no action will be taken under this policy unless sufficient documentation is maintained.  

Approval of Leave After the Fact

Approval of leave, after the fact, to cover an unscheduled absence shall not prevent the absence from being considered unscheduled and documented as such. 

Leave Without Pay

Although the rule allows the approval of leave after the fact, the department retains the right to place an employee on unauthorized leave without pay for any unscheduled absence for which the supervisor will not grant approval.  This includes the denial of requests for annual leave. 

Sick Leave Verification

The supervisor may require doctors’ statements or some other proof acceptable to the department to verify the legitimacy of sick leave. 

Disciplinary Action

Use of this policy does not prohibit the department from taking appropriate disciplinary action for unauthorized absences if such action is deemed appropriate. Once the employee has more than nine unscheduled absences, documentation must be sent to Human Resources to proceed with appropriate action. 

Exceptions 

            FMLA and ADA 

Leave that is approved for use under the provisions of the Family Medical Leave Act (FMLA) and leave granted for purposes of an accommodation under the American with Disabilities Act (ADA), will not count as unscheduled absences. However, employees are expected to comply with agency policies and practices regarding notice to supervisory personnel when absences are necessary. 

Exceptional Circumstances 

The appointing authority may grant exceptions to the normal provisions of this policy for rational business reasons. 

The following absences shall constitute unscheduled absences for the purposes of this policy: 

1.    Tardiness, arriving at work after the designated reporting time, or returning from break and/or lunch after the authorized period has ended.  Each incident will be counted as a separate incident.

2.    Leaving early, leaving before the end of a workday without 24-hour prior approval.           

3.    Calling in, calling the supervisor prior to the start of a workday to report an inability to report to work.

4.    Failure to report an absence properly, when reporting an absence the supervisor or his/her designee must be notified. Failure to properly notify will be counted as a separate incident.