Staff Attendance Policies & Procedures

Attendance Information

Attendance Information (Staff) (Board Policy: GCMB): Because every job at Rocky River High School is important to the school's efficient operation and the overall welfare of its students, regular and punctual attendance is essential. The school district recognizes that, from time to time, it may be necessary for employees to be absent from work for various circumstances and has, accordingly, provided a number of authorized leave benefits for use in the event of illness, emergencies and other matters as they may arise. Any employee who needs or desires to be absent from work or who expects to arrive late or leave work early must adhere to applicable Board of Education policies and administrative regulations related to the same. If the occasion arises and an absence is necessary, teachers/assistants/secretaries/counselors/other staff must follow the procedures outlined below:

• 1. 1. Call Department Administrator and Department Chair as your are aware you MAY be out.

     2. Arrange for a substitute on SmartFind Express by 5:30 a.m. the morning of your absence.

     3. Complete a Request for Absence/Leave Form upon your return to campus (see Mrs. Walker)

     4. Provide a doctor’s note if you are absent for three consecutive days.

     5. Please remember: An absence without approval is treated as a day without pay and may be considered a disciplinary issue. An employee who is absent from work for three (3) or more consecutive workdays without notifying his/her principal or immediate supervisor will be deemed to have voluntarily resigned his/her employment with the school system.

Teacher & Staff Absences

• 1. Request for Leave forms (RFA) are available in the workroom by the time clock area. Complete the form, visit SmartFind Express, and submit the request to Mrs. Walker, who will contact you regarding the status of your request. For scheduled requests, Request for Absence (RFA) must be submitted 5 days in advance. If you call out sick or have an emergency preventing you from coming to work, you must submit the Request for Absence (RFA) forms immediately upon returning to work. Forms are due no later than 7am on Monday morning for those who have been absent on Friday. Failure to submit forms by 7am on Monday morning will result in a day(s) without pay.

  2. In the case of an emergency, please arrange a sub by using SmartFind Express online: https://charlotte-mecklenburg.eschoolsolutions.com/logOnInitAction.do. For assistance you can call the Smartfind Express helpdesk: (980) 343-4777.

  3. Mrs. Walker in the main office can help with login information and passwords.

  4. Call or text your department chair & department administrator as soon as you know you will be out.

  5. Sub plans must be left with department chair or in a specified location.

  6. If there is not a sub available, the department chair will work with their department administrator to arrange coverage within the department.

Emergency Substitute Lesson Plans (Teachers)

It is extremely important when you are absent that your instructional program continues. All staff members are required to have a week’s worth of emergency lesson plans.

You sub plans should include:

• • Lesson plans (include adequate copies for each student)

  • Class Rosters

  • Seating Charts

  • Special Duties

  • Class helper/leader

  • Name and location of teacher who is available for assistance

Sick Leave

Sick leave may be granted for: (1) periods of temporary disability caused by or contributed by any personal illness, injury or other temporary disability, which prevents an employee from performing his or her usual duties; (2) illness in the employee's immediate family and medical appointments that necessitate the employee's attendance; (3) death in the immediate family; (4) medical appointment. You must log on to SmartFind Express and complete a Request for Absence form upon your return to campus. If you will be absent for a medical appointment, you are required to submit the request for absence as soon as you schedule the appointment. Staff is required to submit a doctor’s note after three days of a consecutive absence. Please remember: An employee who is absent from work for three (3) or more consecutive workdays without notifying his/her principal or immediate supervisor will be deemed to have voluntarily resigned his/her employment with the school system.

Annual Leave

Typically permanent employees earn one annual leave day per month; those with more years of state service may earn more than one annual leave day per month. For employees who work less than 100% of a workday, annual leave is paid according to the percentage of employment. The first ten-(10) annual leave days earned by instructional staff are scheduled in the calendar (Winter break and Spring break). Instructional personnel may not use additional annual leave days on required teacher workdays. Other annual leave days may be used on optional teacher workdays as designated by the principal. If you are requesting annual leave, a Request for Absence form should be completed and given to the principal for approval, at least five days prior to the actual leave date. Please remember: An absence without approval is treated as a day without pay and may be considered a disciplinary issue. An employee who is absent from work for three (3) or more consecutive workdays without notifying his/her principal or immediate supervisor will be deemed to have voluntarily resigned his/her employment with the school system.

Professional Leave/Workshop

When requesting an absence for professional leave, please follow these procedures:

• • Submit a request form (found on the Google drive) to Dept. Chair. Be sure to identify the funding source for your substitute.

  • Request is approved or denied by Principal (or Principal Designee).

  • Be able to identify the funding source for your substitute.

  • If approved complete a Request for Absence form and return to Mrs. Benson prior to the workshop/PD.

  • Once your request had been approved, call SmartFind Express and secure a substitute. You must have a substitute in order to go to any workshops/PD.

Personal Leave

Personal leave is to be requested in advance and approved by the principal. CMS policy states that personal leave should not be taken on the first day teachers are required to report to work for the school year, on required teacher workdays, or on the last working day before or the next working day after holidays or annual vacation days scheduled in the school calendar. Use of personal leave allows you to receive regular pay for the day used, minus substitute pay, even if a substitute is not employed for that day. Personal leave may be used while students are in attendance with prior approval of the principal. You must complete a Request for Absence form and record the absence in SmartFind Express. Eligible employees may accumulate unused personal leave and carry a maximum of five (5) days to the fiscal year.

Civil Responsibility/Jury Duty

Civil responsibility leave shall be provided to all eligible full-time and part-time Charlotte-Mecklenburg Board of Education employees in accordance with regulations determined by the State of North Carolina, as summarized in the North Carolina Public Schools’ current Benefits and Employment Policy Manual. Fill out a RFA and attach the Jury Duty notification you received. Use a code 04 for this leave.

Special Note to Staff With Less Than Two Years’ Experience

Teachers and teacher assistants who are employed the first day of the school year and work the entire year will earn ten days of annual leave in the year. All ten days earned are scheduled in the calendar on specific dates as mandatory, built-in annual leave days. To avoid a negative annual leave balance and a pay deduction at year-end, these employees should report to work on all optional workdays. In the event of inclement weather only, a designated make-up day is an option after the end of school.

New ten-month employees who begin work after the first day of the school year should also work on all optional workdays. However, a pay deduction will occur at year end if the employee has not had an opportunity to earn at the least the number of required annual leave days built into the calendar based on the late date of hire.