Policy 3.35 Absenteeism

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ABSENTEEISM POLICY

POLICY 3.35 Rev. December 2023

PURPOSE AND SCOPE: This policy outlines Kokua’s expectations regarding absenteeism.

Kokua’s absenteeism policy outlines the various requirements for effective employee attendance in hourly shifts. The purpose is to:  Establish a fair and effective policy for employees.  Proactively manage employee attendance, absence, and tardiness.  Minimize absenteeism.  Promote high quality of client services and healthy work-life balance for all employees.

Please note:  “Timeliness” is indispensable to hourly shifts.  “Tardy” behavior (coming late, taking longer breaks or signing out early without approval) and other absences impact client services and safety.

This policy details various measures to counter such violations, including expected employee behavior and agency disciplinary steps.

See also Kokua Policy 3.3. This policy adheres to the Federal Family and Medical Leave Act, Washington State Family Leave Act, Uniformed Services Employment and Reemployment Rights Act of 1994, Initiative 1433 and all Labor and Industry standards.

Requesting Time Off: It is necessary for an employee to report to work regularly and on time. If an employee is unable to report to work or will be late, the employee must let the on-call QA staff know as soon as it is known they will be absent or tardy, and always before the scheduled starting time. The following information should be provided: · The reason for being late or for not being able to report to work, · The probable duration of the absence; and · A telephone number where the employee can be reached.

If the absence or lateness is due to a protected reason (see policy 3.3) staff should disclose this to the on-call QA staff. We realize that on occasion everyone misses work for valid reasons. Excessive absences or lateness, even for legitimate reasons, places a burden on co-workers and stability of services to our clients and may be cause for discipline, up to and including immediate termination of employment.

The following list outlines the expected timeline for notifying supervisors of time-off needed: 1. Emergency Notifications:  An unplanned absence requires notice before the start of shift. We ask that all staff give ample notice to the supervisor or on-call staff regarding the need for absence. For example: a medical emergency for a family member.  In order to leave shift early staff should inform the supervisor/on-call QA staff as soon as they are aware of the emergency.  Employees requiring more than three (3) consecutive shifts off for medical reasons may need to produce a note/letter from a medical professional excusing this absence.

Medical notes act as both verification of need as well as proof of fitness to return to work. This note/letter will be turned in to the Benefits and Claims Coordinator.

Exceptions may be made due to circumstance or financial hardship.

2. Planned Notifications:  Approval must be granted by supervisor at least 5 days ahead of planned absence of one (1) shift.  Approval must be granted by supervisor at least 7 days ahead of planned absence of two to three (2-3) shifts.  Approval must be granted by supervisor at least 14 days ahead of planned absences longer than 3 consecutive shifts.

3. Unexcused Notifications:  This includes absence from shift with no notice given (“No Call-No Show”).  Employees are required to be aware of all shifts, an online schedule is provided to all employees (Wellsky). It is the employee’s responsibility to ensure they know of, and arrive to, each shift.  Employees absent for more than three (3) consecutive shifts without approval will be considered abandoning their shift and self-terminating their employment per Kokua’s At-Will policy. Kokua will mark the third abandoned shift as the employee’s separation/termination date.

Note that all Paid Family Medical Leave/FMLA qualified absences will be exempt from discipline. See policy 3.3.

Employees that exhaust their PTO and call out with or without a qualifying event, call out after their shift started or tardy are held accountable through a pattern of events outlined below.

Enforcement:  LATE: Showing up to shift late and calling On-Call before start of shift.

An employee is considered "late" if they clock in after the start of a shift.     

The first “late” will be followed-up by a verbal conversation with the Residential Manager/Direct Supervisor, reminding the staff of the importance of being on time to shift. This conversation will be documented by the Supervisor for note in the staff training log.

A second “late” will be followed up with a written retraining with the Client Program Coordinator/Second Supervisor, further reminding the staff of the importance of being on time to shift.

A third “late” will be followed up with a written Corrective Action with Human Resources.

A fourth “late” will be followed up with a written Final Corrective Action with Human Resources.

A fifth “late” will result in termination.

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Note: Each incident will drop off after 6 months – reducing the follow up one-step for each item dropped off.

 Unexcused Absence: Showing up to shift late and NOT calling On-Call before start of shift. Also includes leaving shift early without approval from On-Call staff (or supervisor if pre-approved) An employee is considered to have an unexcused absence if they are late but fail to call the Kokua On-Call system before the start of the shift. Leaving shift early without proper approval is also considered an unexcused absence.    

The first “unexcused absence” will be followed up with a written retraining with the Residential Manager/Direct Supervisor reminding the staff of the importance of being on time to shift.

A second “unexcused absence” will be followed up with a written Corrective Action with Human Resources.

A third “unexcused absence” will be followed up with a written Final Corrective Action with Human Resources.

A fourth “unexcused absence” will result in termination. o Note: Each incident will drop off after 6 months – reducing the follow up one-step for each item dropped off.

 No-Call/No-Show: An employee is a “No-Call/No-Show” if they do not contact On-Call and do not arrive to shift. Note that it is all staff responsibility to check Wellsky and stay aware of their scheduled shifts. Any software issues are required to be reported to the Client Program Coordinator immediately after learning of the issue.  

The first “No-Call/No-Show” will result in a Final Corrective Action.

The second “No-Call/No-Show” will result in termination of employment. o Note: Each incident will drop off after 1 year– reducing the follow up one-step for each item dropped off.

Kokua maintains discretion to look at all situations when determining the outcome, though fairness will hold nearly all situations to the standards listed above.

Use of Paid Time Off: Employees are required to use accrued PTO for any qualifying event noted in Washington State’s Paid Sick Leave (PSL) law. Events outside of the PSL law, employees have the option to use accrued PTO or not.

Paid Sick Leave (RCW 49.46; WAC 296-128) § Applies to Washington workers unless they do not meet the definition of “employee” under the Minimum Wage Act (MWA) or an employee has no accrued, unused paid sick leave hours available for use.  Employees must be allowed to accrue at least one hour of paid sick leave for every 40 hours worked.  Employees may use their accrued, unused paid sick leave for one of the following authorized purposes: o to care for an employee’s self; o to care for an employee’s “family member”; o when the employee’s place of business has been closed by order of a public official for any health[1]related reason, o or the employee’s child’s school or place of care has been closed for such a reason o absences that qualify for leave under the Domestic Violence Leave Act; o and additional purposes allowed by the employer.  Family members included in the paid sick leave law:

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a child, including a biological, adopted, or foster child, stepchild, or a child to whom the employee stands in loco parentis, is a legal guardian, or is a de facto parent, regardless of age or dependency status; a biological, adoptive, de facto, or foster parent, stepparent, or legal guardian of an employee the employee's spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child; a spouse; a registered domestic partner; a grandparent a grandchild; or a sibling.

Employees must have all three to be considered excused from work.  A qualifying event per the states PSL law.  Call out before the beginning of their shift.  Have the accrued PTO to cover the full shift.

OR have pre-approved time off-request on file for this shift Note that all Paid Family Medical Leave/FMLA qualified absences will be exempt from discipline. See policy 3.3.