22.2 General Policy on Absences

(Amended 12/01; 7/1/17)

Effective July 1, 2017, this policy has been revised. For individual changes, see the redlined version.

  1. 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 may not be paid for time not spent at work, except as provided for by policy specifically noted in III-22.
  2. In extenuating circumstances (such as a car breakdown or emergency illness in the family) a supervisor may elect to work out an arrangement with an employee who has missed time despite making every reasonable effort to get to work. Such an arrangement is to make up the time missed within the work week in which the absence occurred. Normal procedure is to work out such an arrangement whenever feasible. This does not apply in the case of an employee who could have arrived at work with reasonable effort but who did not make such effort. Charging absences to vacation time is ordinarily not satisfactory.
  3. University employees will be 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.

    Absences due to severe weather conditions may be addressed in the following manner, as applicable:
    1. Employees may be authorized to perform work at home or an alternate location, to the extent such is available, practical, and feasible, and provided appropriate accountability.
    2. Employees may be authorized to make up the time absent through an alternate work schedule within the same work week.
    3. Employees may utilize accrued compensatory time (merit) or accrued annual leave (vacation), if available, to remain in pay status, or be placed on leave without pay.

(See also II-22 Extreme Weather Protocol.)