What it covers
Reporting an absence. Who to call, and how early. It also has a space for you to say whether a text counts.
Running late. Let your manager know right away. Honesty gets you further than a good excuse.
Swaps. A pointer to your shift swap policy, since a swap is the best way to avoid an absence.
No-call, no-show. Steps for a first, second and third time within six months.
Emergencies. Something that keeps someone from calling gets considered.
Protected time off. Absences protected by law don't count against anyone.
Starting fresh. Occurrences drop off after six months, so a bad month doesn't follow someone forever.
Before you adopt it
Don't just print it. Read through these first.
Make it match your workplace. A two-hour notice might suit a shop, while a 24-hour operation might want more. Choose numbers you'll actually enforce.
Have a lawyer look at it. Particularly if you're moving to a points system, or if you've got employees in several states. A policy that treats all absences the same can break the law, because some absences can't be counted.
Check what's protected where you are. Depending on your location and size, that could include:
- Paid sick leave required by your state or city
- Family and medical leave, for employers with 50 or more employees and eligible staff
- Absences linked to a disability, or to pregnancy
- Jury duty, military service and voting
- Leave related to domestic violence
Think about the phrase on at-will employment. It's in the template because many employers want it. It doesn't apply everywhere, so ask if you aren't sure.
Treating a no-show as a resignation. Many employers do this after two or three missed shifts in a row. Before you act on it, try hard to reach the person. Call, text and write it down. They could be in a hospital.
Using it fairly
Applying it unevenly is worse than having no policy at all. If your favorite gets a pass and a newer employee gets written up, you've got a morale problem and maybe a discrimination claim.
- Write down each occurrence with the date and what you did about it
- Use the same steps for everyone, including people you like
- Have a real conversation before writing someone up, since there may be a problem that you can help with
- Have people sign it, and keep that on file
Remember, too, that you still have to pay for hours worked. An attendance issue is never a reason to hold back wages for time someone has actually worked.
Want the reasoning behind all this? Read how to write a fair no-call, no-show policy.
Tracking it without a spreadsheet
In PinkLinq, staff get a reminder before each shift, and a "You're late" message if they haven't clocked in. Managers see who's running late on the Overview. The Performance module records warnings and points, and can track late arrivals and no-shows automatically, so everyone's treated the same way and you've got dated records. Send this policy out as a Read and sign document, and see who's signed it.
Performance can't tell if an absence is legally protected. That decision is still up to you, and you can remove or adjust an entry if needed.
This template is a starting point and not legal advice.