Title:

ABSENCES - STAFF

CLASSIFICATION:

HUMAN RESOURCES DEPARTMENT

FIRST ADOPTED

February 1985

LAST AMENDMENT:

June 1995

This policy applies to non-teaching staff. A separate policy is in effect for faculty.

1.

Policy

1.1 Employees must report their absences to their supervisor.

1.2 Employees must advise their supervisor of any impending absences. Unforeseen

absences will be communicated to the supervisor, by phone, on the first day of their

absence.

1.3 Upon returning to work, employees will complete a certificate of absence (see ANNEX I)

and submit it to their manager.

2.

Procedure

2.1 Reporting Stations

a) The Human Resources Department is responsible for assigning employees to

reporting stations in consultation with department directors.

b) The reporting station manager is responsible for applying the College policy on

absences.

c) Absences are entered directly into the College absence system by the designated

person within each department on a weekly basis.

d) The Fringe Benefits Officer is responsible for mailing to heads of reporting stations a

bi-weekly transaction report detailing the department absences. The heads of

reporting stations or their delegates verify, sign and file the reports. Any

discrepancies are reported by the reporting station managers or their delegates to the

Fringe Benefits Officer.

2.2 Reason for Absence

Medical certificates are required when an absence due to illness exceeds five days. The

College reserves the right to request a medical certificate at any time.

Policy: Absences - Staff

June 1995

page 1 of 2

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Policy: Absences - Staff

June 1995

page 2 of 2

2.3 Religious Holidays

For more information, please refer to the policy 'Religious Holidays'.

2.4 Vacation

Vacation time must be reported in the same manner as any other absence. Extensions of

vacation without pay are reported as authorized absences without pay. The Human

Resources Department will advise managers of the number of holidays to which their staff

are entitled.

2.5 Leaves of Absence

Maternity leave, personal leave, and professional leave are not reported on a daily basis.

Since prior authorization is required, the Human Resources Department will already have

been informed of the departure and return dates.

2.6 Special Leaves

Absences covered by the special leave provisions of the collective agreement (marriage,

death, moving day, personal day, court appearance, etc.) are reported in the same

manner as sick or vacation days. The number of days permitted cannot exceed the

provisions of the collective agreement.