How to Create a No-Fault Attendance Policy & Attendance Point System SOPs To begin tackling this project, the first step is to decide what to include when you write an attendance point system policy. While the basics of the policy are common to most companies in the United States, the specifics can vary from organization […]
How to Create a No-Fault Attendance Policy & Attendance Point System SOPs
To begin tackling this project, the first step is to decide what to include when you write an attendance point system policy.
While the basics of the policy are common to most companies in the United States, the specifics can vary from organization to organization.
The elements you need to customize may depend on the number of employees in the company, state(s) of operation, and industry-specific regulations that govern workers’ activities and maximum consecutive work hours.
This guide will walk you through the elements that you should consider, but please – don’t take this as legal advice; consult your attorney to be sure your policy is fully compliant with the laws that affect your organization.
For a more generalized guide to attendance policy creation, click here.
Detailed Descriptions of the Point System & Call-In Procedures
No matter how you structure your point system, the policy must be specific.
A thorough explanation of each component of the point system – as well as step-by-step Standard Operating Procedures (SOPs) for your call-in procedure – is a must.
Clear, Actionable Language & Graphics
Your policy should clearly state the specific attendance rules employees must follow, along with simple SOPs outlining what to do when they are unable to come to work.
The SOPs should also identify the job titles of the managers and others who are authorized to assign points.
To avoid any hint of favoritism, it is also important to give a comprehensive decision tree for absences in various situations.
This will help managers assign points equitably and legally, and assure that employees know what to expect.
Full Compliance with State & Federal Law
The across-the-board point system we are discussing is considered to be a “no-fault” attendance policy. No-fault policies are legal – as long as your organization does not assign points for an absence that is legally protected.
For example, the Family Medical Leave Act (FMLA) states that a worker cannot be disciplined for a pregnancy-related absence. The Americans with Disabilities Act (ADA) says a disabled worker cannot be disciplined for an absence related to their disability or disability accommodation.
Stay up to date on the laws that govern your organization, and/or have your company’s legal counsel approve new or changed policies. Click here for ideas to avoid issues with no-fault attendance policies, and you can get more specifics from the U.S. Department of Labor here.
Fairness & Equity In Rewards and Discipline
You can create a brilliant point system, but it is worthless if it is not enforced equally and consistently.
They say justice is blind – and that is how the points must be assigned; your policy must drive that point home.
Put Everyone on Notice: No Case is Special – No Matter What
Managers cannot (EVER) waive the points because it is a “special case”. This can be difficult if a reliable, committed employee has car trouble – but the policy must apply in the same way to everyone.
Comprehensive Documentation for Each Point Assigned
“If it’s not documented, it didn’t happen” is a popular refrain in the medical industry; it means that you can’t get credit for doing the right thing if the records don’t prove that you did the right thing.
You probably know that you need excellent records to successfully respond to a formal complaint or legal action related to your attendance policy.
Make it simple and easy for managers to document the circumstances and events surrounding each absence, and the rationale for assigning points.
Make it clear to all:
- Clear, real-time documentation is a required part of the process
- Disciplinary action may result if a manager does not provide adequate notes
Whether this is done by making manual log entries or through an automated system, documentation should be reviewed and approved by the HR department as soon as possible after the event.
A Reliable & Accurate Method of Tracking Points
You can use a manual or automated method for tracking the points. An Attendance Point Tracking System can simplify this process by integrating with your call-in system and reducing the man-hours required to administer your policy. Automating attendance processes can also help eliminate errors and ensure your policy is enforced fairly across your organization.
Before you start writing your attendance point system policy, create a checklist that includes all of the points we have discussed here, plus any additional items that are required by your state, industry, or other unique agencies.
When you have finalized your policy and standard operating procedures, it’s time to put the new system into motion.
What is an Employee Attendance Point System?
How to Implement a Point System Attendance Policy
Get Help Managing Employee Call-offs
Looking for an easy way to manage employee call-offs and attendance policy processes? Our Employee Call-Off Hotline provides a centralized reporting system that automatically notifies the appropriate parties and initiates HR processes including shift fill, point tracking, attendance policy warning letters, and more. To learn more, click here.