Service Manual Template
Contents
1. generating semi annual reports for supervisors that identify employees with an attendance flag tracking and reporting on employees that are in the AMSP including stage in program and providing direct supervisors with advice relating to the interpretation of sick leave language in the collective agreements and sick coding in HRIS Program Entry 2 1 Attendance reports shall be run on a semi annual basis by Human Resources The reports shall identify all employees that have an attendance flag The OHN will review the reports and identify the absences that are associated with a documented chronic condition or other supporting medical documentation 2 2 The direct supervisor shall review the attendance history for all employees with an attendance flag taking into consideration all discretionary factors 2 3 If sick absences are not attributed to an ongoing chronic condition disability workplace illness or injury or any other acceptable discretionary factor then the supervisor shall identify the employee as being in the AMSP and inform the HR Officer to document in HRIS 2 4 The supervisor shall contact the employee directly to set up a meeting to discuss his or her entry into the AMSP Documentation of entry into the AMSP shall be included in the first initial attendance interview memorandum Program Counselling In addition to the initial interview there are four stages in the counselling process which are designed to raise awareness ab2. medical documentation received from staff to the OHN regular monitoring of attendance history and patterns in HRIS addressing attendance problems in a proactive positive and timely manner recognizing and encouraging good attendance and providing support and assistance to staff that are not meeting the agency s attendance expectations Members of Executive Committee are responsible for ensuring that the agency has an AMSP in place to assist employees in their efforts to maintain regular attendance at work holding managers accountable for consistently applying the AMSP and serving as a role model for regular and timely attendance at work The Occupational Health Nurse is responsible for providing direct supervisors and employees with advice related to the AMSP i e is there medical evidence to support previous absences in the employee s medical file maintaining employee medical files and liaising with employees and health care professionals in accordance with Policy IV 375 Accommodation for Employees with Disabilities and Policy IV 485 Early and Safe Return to Work KINGSTON FRONTENAC AND LENNOX amp ADDINGTON PUBLIC HEALTH BY LAW POLICY amp PROCEDURE MANUAL NUMBER IV 290 SUBJECT Attendance Management Support Program Procedure PAGE 3of6 2 0 3 0 3 1 1 5 Human Resources Officer is responsible for calculating and communicating the attendance flag for the AMSP based on the semi annual 12 month HRIS sick records
3. KINGSTON FRONTENAC AND LENNOX amp ADDINGTON PUBLIC HEALTH BY LAW POLICY amp PROCEDURE MANUAL PROCEDURE PERSONNEL APPROVED BY NUMBER IV 290 DATE 2015 05 27 PAGE 1 of 6 ATTENDANCE MANAGEMENT SUPPORT PROGRAM Definitions Agency Average Sick Hours is the total number paid sick hours in a semi annual 12 month period divided by the average number of part time and full time employees in the 12 month period Agency Average Sick Incidents is the total number sick incidents in a semi annual 12 month period divided by the average number of part time and full time employees in the 12 month period Attendance Flag is established on an annual basis and comprise the agency s average sick hours and sick incidents excluding sick absences owing to a workplace illness or injury and approved Long Term Disability leave This dual trigger of hours and incidents serves as the flag to indicate that an employee s sick absences are higher than expected and may indicate an attendance problem Culpable Absenteeism occurs when an employee is absent from work owing to factors within the employee s control to address and correct e g lateness failure to report an absence to the employer abuse of leave by using sick time or Attendance Management Support Program for illegitimate illness Disability is a medically verifiable impairment owing to non occupational illness or injury that is not covered by Workplace Safety and Insurance Act which
4. Stage 3 3 4 1 3 4 2 The supervisor shall review attendance on an on going basis for all employees in the AMSP through HRIS and at a minimum semi annually upon receipt of the attendance report from Human Resources If there has not been consistent improvement in attendance since the counselling stage 2 meeting the employee will typically move to counselling stage 3 The supervisor shall conduct a formal meeting with the employee to review attendance history to re emphasize attendance expectations to recommend that the employee seek additional resources to indicate that attendance is a serious concern KINGSTON FRONTENAC AND LENNOX amp ADDINGTON PUBLIC HEALTH BY LAW POLICY amp PROCEDURE MANUAL NUMBER IV 290 SUBJECT Attendance Management Support Program Procedure PAGE 5of6 3 5 4 0 3 4 3 and that it will continue to be monitored and to review and to revise the plan to improve attendance over the following six months The supervisor shall complete a letter to document the concerns discussed during the stage 3 counselling meeting Counselling Stage 4 3 5 1 3 3 2 3 5 3 3 5 4 3 5 5 3 5 6 The supervisor shall review attendance on an on going basis for all employees in the AMSP through HRIS and at a minimum semi annually upon receipt of the attendance report from Human Resources If there has not been consistent improvement in attendance since the counselling stage 3 meeting the employee will typicall
5. ch the employee is not at fault i e an injury or illness prevents an employee from attending work on a regular basis there is no reasonable likelihood that the employee will be able to achieve regular attendance in the future and the agency determines that it has fulfilled its obligations under the applicable collective agreement s the Human Rights Code and any other applicable legislation Procedure 1 0 Roles and Responsibilities 1 1 1 2 1 3 1 4 Employees are responsible for taking whatever steps are necessary to attend work on a regular and timely basis Employees are responsible for reporting absences in accordance with the Collective Agreement language or Terms and Conditions of Employment for Employees without Union Affiliation whichever is applicable and the protocol established by the direct supervisor and providing medical evidence to support absences as requested by the Occupational Health Nurse All absences must be recorded in HRIS in an accurate and timely manner Direct Supervisors are responsible for being a positive role model to staff in relation to attending work on a regular and timely basis ensuring that staff are aware of the importance of consistent attendance and communicating the agency s expectations regarding attendance This role shall include but is not limited to maintaining absence reporting protocols approving attendance records in HRIS accurately and in a timely manner forwarding any
6. ge 4 counselling meetings Program Exit 4 1 Employees in the AMSP program that have improved their attendance record for the previous six month period shall receive an attendance improvement letter from their supervisor and will stay in a monitoring state within the program The supervisor shall forward the letter to the HR Officer to update in HRIS KINGSTON FRONTENAC AND LENNOX amp ADDINGTON PUBLIC HEALTH BY LAW POLICY amp PROCEDURE MANUAL NUMBER IV 290 SUBJECT Attendance Management Support Program Procedure PAGE 6of6 4 2 Employees in the AMSP program that sustain one year of satisfactory attendance 4 3 4 4 4 5 4 6 i e no attendance flag shall receive a one year sustained improvement congratulatory letter and a formal notification that they are no longer in the program The supervisor shall forward the letter to the HR Officer to update in HRIS Employees in the AMSP that had improved their attendance but suffered a relapse shall receive an attendance relapse letter Employees with perfect attendance for a one year period shall receive an attendance congratulatory letter Employees in the AMSP that receive a letter from the OHN acknowledging that a chronic medical condition will no longer be a factor in the AMSP will have his or her file reviewed by the OHN on an annual basis Employees in stage 4 of the AMSP program that continue to have excessive sick absences have demonstrated over time that they wi
7. ll not be able to attend work on a regular basis and all reasonable accommodations have been considered may be released through non disciplinary termination This action shall not be taken without consultation with the Manager Human Resources and reviewed by the Director Corporate Services and Medical Officer of Health 5 0 Program Administration 5 1 The agency s attendance expectations shall be posted on the Staff Website on an annual basis and communicated to all staff via an electronic newsletter 5 2 Attendance template letters shall be accessible to supervisors in the management committee folder 5 3 The Manager Human Resources shall submit an AMSP report to Executive Committee on an annual basis ORIGINAL DATE 1 January 1989 REVISIONS 6 May 1991 14 March 1994 11 January 2000
8. n the employee will move to counselling stage 1 The supervisor shall conduct a formal meeting with the employee to review attendance history to emphasize attendance expectations to offer support or resources to help to improve attendance to indicate that attendance will continue to be monitored and to review and to revise the plan to improve attendance over the following six months The supervisor shall complete a letter to document the concerns discussed during the stage 1 counselling meeting Counselling Stage 2 3 3 1 33 2 3 3 3 The supervisor shall review attendance on an on going basis for all employees in the AMSP through HRIS and at a minimum semi annually upon receipt of the attendance report from Human Resources If there has not been consistent improvement in attendance since the counselling stage 1 meeting the employee will typically move to counselling stage 2 The supervisor shall conduct a formal meeting with the employee to review attendance history to re emphasize attendance expectations to offer additional support or resources to help to improve attendance to encourage the employee to seek a medical assessment to indicate that attendance is a concern and that it will continue to be monitored and to review and to revise the plan to improve attendance over the following six months The supervisor shall complete a letter to document the concerns discussed during the stage 2 counselling meeting Counselling
9. out an employee s attendance problem and to encourage improvement The movement through the stages is dependent on the specifics of each individual s attendance history and health circumstances If it is identified in any of the meetings that absences are owing to an ongoing chronic medical condition or any other acceptable discretionary factor a referral shall be made by the supervisor to the OHN for further support Initial Interview 3 1 1 The supervisor shall conduct an informal meeting with the employee to raise awareness of the attendance problem to describe the impact that absenteeism is having on the team and service delivery to offer support or resources to help improve attendance to review the agency s AMSP and to develop a plan to improve attendance over the following six months 3 1 2 The supervisor shall complete a memorandum to document the meeting to confirm that the employee is in the AMSP KINGSTON FRONTENAC AND LENNOX amp ADDINGTON PUBLIC HEALTH BY LAW POLICY amp PROCEDURE MANUAL NUMBER IV 290 SUBJECT Attendance Management Support Program Procedure PAGE 4of6 3 2 Counselling Stage 1 3 3 3 4 3 2 1 3 2 2 3 2 3 The supervisor shall review attendance on an on going basis for all employees in the AMSP through HRIS and at a minimum semi annually upon receipt of the attendance report from Human Resources If there has not been consistent improvement in attendance since the initial interview the
10. prevents an employee from performing his or her regular duties Discretionary Factors refer to an employee s specific individual circumstances including but not limited to a chronic medical condition that is receiving ongoing verifiable medical treatment or other relevant extenuating circumstances Health Care Professional is a physician or other qualified medical practitioner satisfactory to the Agency who is registered to practice the profession by the appropriate regulatory authority in the jurisdiction in which the care or services are rendered Incident is any related episode of absence paid or unpaid regardless of the duration e g part of the day full day or multiple consecutive days owing to non culpable absenteeism that is not as a result of a workplace illness or injury or an approved Long Term Disability leave Non Culpable Absenteeism occurs when an employee through no fault of their own is absent from work due to a legitimate illness or injury Non culpable absenteeism is managed in a non disciplinary manner with the intent of providing assistance to the employee to attend work regularly KINGSTON FRONTENAC AND LENNOX amp ADDINGTON PUBLIC HEALTH BY LAW POLICY amp PROCEDURE MANUAL NUMBER IV 290 SUBJECT Attendance Management Support Program Procedure PAGE 2 of 6 Non Disciplinary Termination refers to a termination of employment that occurs when the employment relationship is no longer viable and for whi
11. y move to counselling stage 4 The supervisor shall conduct two meetings with the employee at this stage The first meeting shall be a preliminary meeting to advise the employee of the seriousness of the attendance concerns to review attendance history to re emphasize attendance expectations and to inform the employee that she or he is required to undergo a medical assessment to determine his or her ability to attend work on a regular basis At this stage the employee will be informed that she or he will also be required to attend a follow up meeting once the medical documentation has been received The employee shall be informed that if medical documentation is not provided or if it indicates that regular consistent attendance cannot be expected and there is no disability identified termination will be considered The supervisor shall complete a letter to document the concerns discussed during the stage 4 counselling meeting The second meeting shall be a follow up meeting to advise the employee of the action to be taken based on the information provided and to advise the employee that he or she has reached the final stage of the counselling process and that if attendance expectations are not met and sustained termination shall be considered The supervisor shall complete a letter to document the concerns discussed during the stage 4 counselling follow up meeting A union and HR representative shall be in attendance at both of the sta
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