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Staff Attendance Policy

Working effectively with our colleagues, faculty, and students requires a commitment to being at work when expected and putting forth our best effort. At the same time, the University of Michigan has developed generous sick and vacation time offerings to assist employees during times of personal need, whether to care for oneself, an immediate family member, or to enjoy time away. The university and college recognize that the ability to successfully manage personal, family, and professional obligations is critical to the success of our staff. 

The following information is provided as guidance to staff and aims to assist managers with attendance management inclusive of the scheduling of vacations, addressing excessive sick time, tardiness, and absenteeism in order to ensure operational efficiency and fairness within Taubman College. It is the immediate supervisor’s responsibility, in conjunction with appropriate university resources such as Taubman College HR, UM Staff HR, and in some cases Work Connections, to determine whether a specific absence should be excused or unexcused, and when disciplinary action is appropriate.

Policy 

This document provides unit-specific guidance consistent with central university policies and SPGs. This policy is subject to review and will be updated as necessary to ensure compliance with university guidelines as well as Taubman College operations and organizational goals. 

Vacations

Reference SPG 201.64-0 for information regarding vacation time.

The college strongly encourages staff to take earned vacation time regularly throughout the year. Managers should regulate staff vacation balances at a level that will not place an undue financial hardship on a unit should a staff member terminate their position with the university. 

  • Generally, employees should submit vacation requests in writing to their supervisor for approval at least two weeks in advance of their time away. Note: Supervisors have the discretion to request longer notification periods. Additionally, the college acknowledges that occasionally a need for a vacation day or two arises without being able to give two weeks notice. Supervisors should be flexible with the notification period in these instances. 
  • Approval is subject to operational needs and will be granted on a first-come, first-served basis. While vacations should be scheduled to meet unit operational needs, every effort should be made to satisfy staff preferences as to dates.  
  • It is recommended that excused time without pay not be granted in lieu of vacation for staff that have exhausted all vacation unless exceptional circumstances are presented. Supervisors are encouraged to discuss with Taubman College HR prior to a final decision being made. 

Sick Time

Reference SPG 201.11-0 for more information.

  • Sick time is available to assist regular staff members who are unable to work because of personal illness or injury, pregnancy, childbirth, or absence for preventative medical and dental care; or to provide care for an incapacitated, ill, or injured immediate family member. Absences due to follow-up appointments or preventative care should be shared with supervisors in advance. 
  • Although a supervisor has the right to request a physician’s statement at any time for absences due to illness or family care, common practice is that a supervisor may request a physician’s statement supporting the employee’s absence after an absence of 3 consecutive days if there are concerns that would warrant doing so. Please talk with HR before making such a request.
  • Patterns of frequent, short-term sick leave without medical justification might require a discussion with HR to address underlying issues. If the pattern continues, the supervisor may consult Taubman College HR and Central HR to request a physician’s health evaluation to establish the employee’s ability to work on a regular basis.
  • For situations involving the federal Family & Medical Leave Act (FMLA), or leaves of absence outlined in SPG 201.11-1, we strongly advise you to contact Taubman College HR.
  • Note: The use of short-term sick time is not interchangeable with vacation time. Use of the full year’s allotment of sick time without appropriate documentation and approval is not an entitlement and is, in fact, a violation of university policy.

Tardiness

  • We recognize that there may be occasional circumstances that arise causing staff to report late to work due to unexpected events. However, employees are expected to be on time for work. Being more than 15 minutes late without prior notice may be considered tardy.
  • It is the supervisor’s responsibility to document tardiness issues. Repeated tardiness will be addressed through progressive discipline in conjunction with Taubman College HR and Central HR.

Absenteeism

  • Employees are required to notify their supervisor at least one hour before their scheduled start time if they are unable to attend work via your supervisor’s preferred method (email, phone call, text or instant messaging tool like Slack, etc.). 
  • An absence may be considered unexcused if an employee fails to notify their supervisor at least one hour in advance, barring emergencies. 
  • The following steps may be taken if absenteeism becomes a problem. An occurrence is defined as a single occasion of unexcused absence.
    • First occurrence: Notify employee that the absence is unexcused. Explain that unexcused absences are considered misconduct and are cause for disciplinary action. Document the occurrence and share with Taubman College HR to file in the employee’s departmental personnel file. Have the employee code the time as unexcused time without pay (UET).
    • Second occurrence: In addition to the steps above, issue a verbal warning and explain that failure to correct the problem is subject to further disciplinary action.
    • Third occurrence: Consult with Taubman College HR regarding a written reprimand. Notify the employee in writing that the absence is unexcused and immediate correction is necessary.
    • Subsequent occurrences: Further progressive discipline up to and including termination. Consult with Taubman College HR.

Monitoring and Review

  • Supervisors are responsible for keeping track of leave requests and ensuring staff accurately fill out their timesheets.
  • Attendance records may be reviewed periodically by HR and shared with supervisors if there is concern about patterns that may indicate issues needing to be addressed.
  • Exceptions to this policy may be made on a case-by-case basis, especially in situations involving medical conditions covered under Americans with Disabilities Act (ADA) or Family Medical Leave Act (FMLA).

Disciplinary Actions

Reference SPG 201.12 to learn more about discipline at the university.

  • Disciplinary actions for violating the attendance policy will range from verbal warnings to written warning, suspension, up to and including termination depending on the severity and frequency of the infractions. 
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