CT Attendance Mgmt Process

1. Policy Overview

• Scheduled Absence:
  An absence requested and approved at least 7 days in advance. Scheduled absences do not count toward unscheduled absence limits.
• Unscheduled Absence:
  Any absence that:
  • Is not requested at least 7 days in advance, or
  • Is not approved by management prior to the absence.
    Examples include:
    • Emergency time-off requests (submitted with less than 7 days’ notice).
    • Sick days without prior notification.
    • Personal emergencies without proper approval.
• Allowable Unscheduled Absences:
  • Maximum of 4 Unscheduled Absences in the first 6 months of employment.
  • Maximum of 8 Unscheduled Absences in any 12-month period.
• No-Call, No-Show:
  • Any failure to notify the office of an absence prior to a shift automatically results in termination.

2. Request Types and Procedures

A. Scheduled Absence Requests

1. Submission:
   • Employees must submit time-off requests through the designated system (e.g., MaidCentral, email) at least 7 days in advance.
2. Manager Review:
   • Approve or deny the request based on workload, team availability, and company policies.
3. Tracking:
   • Approved scheduled absences are logged in the Employee Stats Report and do not count as unscheduled absences.

B. Emergency Requests (Unscheduled Absences)

1. Submission:
   • Any request submitted with less than 7 days’ notice is classified as an Emergency Request.
   • Employees automatically receive an Emergency Request Email informing them that the request will count as an Unscheduled Absence unless approved.
2. Manager Review:
   • Open the Employee Stats Report to check the employee’s total unscheduled absences in the last 6 months.
   • Log the new absence in the report and determine if further action (e.g., discipline) is required.
3. Approval/Denial:
   • Approve or deny the request based on its validity (e.g., critical emergencies, pre-approved exceptions).
4. Tracking:
   • Log all emergency requests in MaidCentral, Gusto, and the Employee Stats Report.

3. Communication and Progressive Discipline

A. Communication Steps

1. Slack Message (2nd Unscheduled Absence):
   • Send a Slack message to remind the employee of their current attendance status and policy limits.
   • Document the message in MaidCentral and Gusto.
2. Phone Call (3rd Unscheduled Absence):
   • Call the employee to discuss the seriousness of their attendance issues.
   • Reiterate the policy and warn them of potential termination if limits are exceeded.
   • Document the conversation in MaidCentral and Gusto.
3. Formal Documentation:
   • Log all communication (Slack messages, calls, emails) in the employee’s file for reference during reviews or terminations.

B. Progressive Discipline Timeline

4. Pre-Termination Consultation

Steps Before Termination

1. Verify Records:
   • Confirm all absences and warnings are logged in the Employee Stats Report, MaidCentral, and Gusto.
2. Review Policy Compliance:
   • Ensure the employee has exceeded the allowed limits:
     • 4 Unscheduled Absences in 6 months, or
     • 8 Unscheduled Absences in 12 months.
3. Consult the Owner:
   • Present all documentation (attendance records, warnings, disciplinary actions) to the company owner for approval.
4. Finalize Termination:
   • Once approved, notify the employee via:
     • Phone call to inform them of the decision.
     • Follow-up email documenting the reasons for termination.
   • Log the termination in MaidCentral, Gusto, and the Employee Stats Report.

5. Best Practices for Monitoring Attendance

A. Regular Reviews

• Conduct weekly reviews of the Employee Stats Report to identify employees nearing their unscheduled absence limits.

B. Employee Communication

• Proactively notify employees when they reach 2 or 3 absences to avoid surprises or misunderstandings.
• Emphasize the importance of planning absences in advance.

C. Documentation

• Maintain clear and consistent records for all absences, warnings, and actions taken to ensure compliance and fairness.