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Absence From Work Procedure - 63.09.01

College Policy Number/Title:


Howard Community College employees are expected to report to work on time, as set forth by departmental policy in accordance with departmental needs and consistent with college policy.  Employees should contact their supervisors if they will be late.  A pattern of repeated lateness will be cause for review and possible counseling/discipline by supervisors in accordance with college policy.

Advance Approval of Leave:

In order to maintain a productive, service-oriented environment in the college community, regular attendance of all faculty and staff is essential.  Absences from work that are foreseeable must be approved in advance on a "Request for Leave" form available in the office of human resources or on the portal. Supervisors may allow other methods of leave requests, such as emails or calendar requests, at their own discretion.

Unplanned Absences:

When employees notify their supervisor that they will be absent on that day, without prior written approval, this is called an “unplanned absence.”  This could be for illness or for other reasons.  In these cases, employees must request leave from their supervisors no later than the start of the employee’s scheduled work shift, unless special circumstances exist which prevent such timely notification.  Supervisors should specify to their employees what methods of absence notification are acceptable, such as phone call, email, text, or other means.  Written documentation should follow if the employee is absent from work for more than five days.

Absence without Leave or Authorization:

An employee who is absent from work without requesting authorization from their supervisor will be considered absent without leave.   If the absence without requested authorized leave reaches three consecutive working days, the Voluntary Quit provision of Resignation procedure 63.03.06 will apply.

Unacceptable Usage of Leave

Supervisors may counsel or discipline employees for unacceptable usage of leave, which may include excessive amounts of leave used, an excessive number of absences (particularly unplanned absences), or a noticeable pattern of leave usage. In some cases a supervisor may require that an employee furnish medical documentation to support absences and thereafter charge any undocumented absences as leave without pay, unless such absences fall under the Family and Medical Leave Act (see FMLA procedure 63.08.15). The office of human resources should be consulted before a supervisor takes any action against an employee for unacceptable usage of leave.   

Effective Date: 05/08/15

President's Office Use:  VPAF

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