Attendance Policy/Procedure @ ELC

Standard Operating Procedures for Attendance

Timely and regular attendance is an expectation of performance for all Early Learning Center employees. To ensure adequate staffing and positive employee morale, employees will be held accountable for adhering to their daily schedule. In the event an employee is unable to meet this expectation, he/she must obtain approval from their supervisor/principal in advance of any requested schedule changes. This approval includes requests to use appropriate accruals, as well as late arrivals to or early departures from work. The Director has the discretion to evaluate extraordinary circumstances of a tardy, absence, or failure to clock-in or clock-out and determine whether or not to count the incident as an occurrence. 

Procedure  

1. Statement of Leave Request Form: An employee must submit an electronic statement of leave form when s/he is tardy or absent to Zack_K_Phillips@dekalbschoolsga.org, Anderson_Spince@dekalbschoolsga.org, and  Tiffany_S_Walker@dekalbschoolsga.org. Incomplete forms or forms not completed correctly will be returned and loss of time may result.  

   1. Tardy 

      1. Submit statement of leave request form by the end of the workday 3PM. 

      2. Director/Assistant Principal will determine if the nature of the tardy is documented excused or unexcused.  

      3. Unexcused tardies will be reflected with loss of time.  

   2. Advance Leave Request 

      1. Complete the Statement of Leave Request Form at least 5 days in advance.  

      2. Submit the electronic Statement of Leave Request Form to Zack_K_Phillips@dekalbschoolsga.org, Anderson_Spince@dekalbschoolsga.org, and  Tiffany_S_Walker@dekalbschoolsga.org.  

   3. Unexpected Absence 

      1. Complete the Statement of Leave Request Form immediately upon your return.  

      2. Submit the electronic Statement of Leave Request Form to Zack_K_Phillips@dekalbschoolsga.org, Anderson_Spince@dekalbschoolsga.org, and  Tiffany_S_Walker@dekalbschoolsga.org. 

   4. Statement of Leave Request Forms  

      1. Forms not submitted according to established procedures may accrue loss of time or pay may be deducted.  

      2. Rescinding a Statement of Leave Request Form must be done IMMEDIATELY. In the event the submitted form has been processed and you are rescinding the leave, a written explanation and request to have time restored must be e-mailed to Zack_K_Phillips@dekalbschoolsga.org and Tiffany_S_Walker@dekalbschoolsga.org.  

1. Absent: An employee is deemed absent when s/he is unavailable for work as assigned/scheduled and such time off was not scheduled/approved in advance as required by DCSD notification procedure.  

2. Tardy: An employee is deemed tardy when s/he: 

   1. Fails to report for work at the assigned/scheduled work time. 

   2. Leaves work prior to the end of assigned/scheduled work time without prior supervisory approval. 

   3. Takes an extended meal or break period without approval 

   4. Arrives to work past his/her scheduled start time. 

3. Time Clocks and Failure to Clock in/out: Employees are required to follow established guidelines for recording their actual hours worked (Digital Sign-In/Out). A missed clock in/out is a violation of this policy and includes:  

   1. Failure to clock in/out on their designated time clock (digital sign-in/out) at the beginning and/or end of their assigned shift;  

   2. Failure to clock in/out on their designated time clock (digital sign-in/out) for the meal break 

   3. Failure to accurately and timely report time worked. 

   4. Clocking in/out late of assigned shift without prior approval 

4. Occurrences: An occurrence is documented as an absence, tardy or missed time clock in/out. While an absence refers to a single failure to be at work, an occurrence may cover consecutive absent days when an employee is out for same reason.  

The following grid is designed to provide guidelines when addressing the total number of occurrences in a rolling 10-month, 11-month and/or 12-month period, provided that the reason for an occurrence is not protected under FMLA or ADAAA 

Failure to Sign-In/Out 

Occurrences/Days 

Discipline Step and Action  

3 Occurrences - Verbal (E-mail) Warning 

6 Occurrences - Written Warning/Letter of Direction from Director/Assistant Principal 

8 Occurrences - Final Written Warning from Director/Assistant Principal