Managing Employee Attendance
One key ingredient to success in the workplace is to ensure that staff consistently attend work. As an administrator, you can positively and proactively encourage attendance by communicating with staff, keep records to identify trends or trouble spots, and promote health and wellness with your staff.
UBC has attendance management programs for CUPE 116 staff and CUPE 2950 staff. Contact your HR Advisor with specific questions.
- 2008 HR Memo on the CUPE 116 Attendance Management Program
- For Managers: CUPE 116 Attendance Management Guidelines
- Letter to CUPE 116 employees regarding the Attendance Management Program
- CUPE 2950 Attendance Management Guidelines
- Informal Attendance Conversation (CUPE 2950)
- Formal Meeting Checklist (CUPE 2950)
- Attendance Management FAQs (CUPE 2950)
- Revised Sept 2014 Attendance Management 882 Guidelines
- Frequently Asked Questions January 2016
- Letter to All IUOE 882 Employees Jan 2016
Attendance Management Best Practices
Share information with your staff about your standards for attendance and expectations about the employee’s responsibility regarding attendance and absenteeism. Employees are responsible for making sure they call their supervisor to report absences, attending to personal business outside of business hours, and scheduling medical and dental appointments outside of work hours, if possible.
Increase your staff’s awareness of the importance of being at work regularly and consistently, and how their attendance relates to their contribution to the success of your team.
Acknowledge good attendance and coach employees who are having difficulty with attendance to find solutions.
Promote Wellness in the Workplace
One way to decrease the use of sick time and encourage attendance at work is to promote health, wellness and safety in the workplace. In some cases, absenteeism may be a symptom of something else going on in an employee’s life.
UBC has supports in place to promote wellness, both for individuals and organizations:
- HR’s Health Promotions Programs has a number of programs in place, including workplace safety and injury prevention, health promotion, and a graduated return to work program
- the Employee and Family Assistance Program (EFAP), provided by Shepell, is a confidential counseling service for employees and their families
If you need support with attendance management, contact your HR Advisor.
Keep accurate records of your staff’s attendance. With good records, you will be able to see if there is excessive use of sick time, and be able to spot any patterns of absenteeism.
Report Sick Leave Statistics to Human Resources
UBC is committed to managing absenteeism. In coordination with department Administrators, we collect data on paid sick leave taken by staff.
Currently, the University does not have the technical capability to report sick leave on an individual basis through HRMS. Human Resources relies on departments and faculties to report their data (requested by employment group and month).
UBC HR compiles data on sick leave usage and uses it for the following purposes:
- included in the “Time Loss Management” report presented to the Executive and the Board of Governors, providing a snapshot of the health of our staff and faculty and including statistics on the usage of sick leave (staff only), Income Replacement Plan, Employee and Family Assistance Program and the Return to Work Program
- used by HR Advisory Services in conjunction with departments to benchmark data on sick leave and design attendance management programs (once implemented, the data is used to assess how effective the programs are in managing absenteeism)
- used as a tool for Deans, Directors, Department Heads and Administrators to benchmark sick leave in their department or faculty against the rest of the University
See UBC HR’s Attendance Management FAQ for more information on reporting sick leave statistics.