What’s an attendance level system? (free template included)

Wish to know the right way to use the attendance level system? 

When workers begin lacking work extra incessantly than traditional, it could rapidly spiral uncontrolled. 

Along with draining the morale of coworkers, extreme absenteeism makes assembly enterprise and division targets troublesome. 

One efficient technique for bettering worker attendance is by implementing an worker attendance coverage.

Whereas there are various totally different insurance policies out there, we’ll give attention to the attendance level system. 

On this article, we’ll take an in-depth look into the attendance level system, together with its advantages and a free template that can assist you get began.

Desk of Contents

Let’s get began.

What’s an attendance level system?

Merely put, the level system attendance coverage requires you so as to add factors to an worker’s file if they’re absent, tardy, or go away early. 

Staff are subjected to progressive self-discipline for repeated infractions, and often, the enterprise terminates a employee as soon as they rack up a sure variety of factors. 

How does the purpose system work?

In case your worker clocks-in late or leaves early, you give them factors primarily based on how late or early they’re.

In the event that they miss a number of hours of labor, they’re assigned particular factors. 

And in the event that they miss a whole day of labor, they accumulate much more factors!

In case your worker needs to get fewer factors, they’ll name up their supervisor forward of time and inform them that they’ll be late.

After accumulating a sure variety of factors, your workers are topic to disciplinary motion.

New hires could also be topic to stricter measures — they might be terminated for fewer factors than workers who’ve labored for the corporate longer. 

Moreover, factors could also be lowered from an worker’s file after a number of months of excellent attendance. It finally relies on how the corporate units up the points-based parameters.

Advantages of an attendance level system

Implementing an attendance level system comes with a number of advantages, similar to:

1. Lowered absenteeism

An worker level system may also help you monitor each attendance challenge throughout the group.

With attendance monitoring, you possibly can file common attendance exercise — serving to you determine attendance developments by groups, teams, and departments.

With this knowledge, you’ll be capable to appropriate present attendance issues and even anticipate future issues earlier than they occur. 

And when your workers know that their attendance is being carefully monitored, they may suppose twice about skipping work.

Your level system may also help you monitor and construct an attendance historical past for every worker. This data might be helpful when it’s time for efficiency evaluations.

2. Will increase transparency

Your workers must know why your administration group makes sure choices in terms of monitoring attendance.

Encourage workers to keep watch over guidelines associated to extreme absenteeism, tardiness, and different necessities outlined in your worker handbook. This manner, they’ll concentrate on any disciplinary actions.

Moreover, a degree system may also help degree the enjoying subject in terms of efficiency evaluations. 

How?

Staff will know that managers are rewarding or disciplining them in response to a written attendance coverage and not private desire.

This could stop points like favoritism, which, in flip, improves worker morale and productiveness.

3. Improves communication

When workers are conscious that supervisors monitor absenteeism or tardiness, they’re extra more likely to talk with their managers about their circumstances.

This helps managers perceive why sure workers are persistently absent, which might enhance the connection between the 2.

For instance, if the worker is all the time late as a result of they should drop their youngsters at college, the supervisor can enable them to begin their shift an hour later than traditional.

The 5 important classes within the level system

Whereas there are a number of point-based attendance insurance policies, the logic is basically the identical throughout most firms. 

Generally, workers rack up factors for:

1. Leaving early

Some employers could grant workers a grace interval on the finish of every shift, permitting workers to depart a couple of minutes early or late. 

Alternatively, employers could grant fewer factors if there’s a confirmed emergency or if workers notify the supervisor forward of time. 

2. Tardiness

What’s thought-about tardy differs from firm to firm. 

Some companies could think about being a minute late as tardy, whereas others could grant workers 5 to 10 minutes earlier than marking them for tardiness.

Some employers are extra lenient, permitting workers to work at no matter time is handy for them, offered they accomplish all their duties on time.

Whatever the means your group operates, workers want to know what conduct is taken into account tardy. 

3. Excused absence

An excused absence is when the worker notifies the employer about an absence forward of time. 

Completely different employers could have totally different requirements for when it’s acceptable to learn, however typically, an excused absence warrants much less extreme penalties. 

The coverage ought to state what is taken into account an excused absence and what isn’t. Moreover, workers should concentrate on the right process for informing their supervisors. 

4. Unexcused absence

An unscheduled absence is one the place an worker is absent with out first being approved by their supervisor.

Completely different employers have totally different necessities for ample time to learn. 

Some could require a warning a day upfront, whereas others could also be pleased with a discover half-hour earlier than beginning a shift. 

The absenteeism coverage ought to clearly outline a number of important standards, like:

• Acceptable timeframe to be notified.
• Definition of an unplanned absence.
• Ramifications for not exhibiting as much as work.

Here’s a checklist of attendance monitoring software program you need to use in your group.

5. No-call, no-show

If an worker is absent for an prolonged time period with out informing their employer, it’s thought-about a no-call, no-show.

No-call, no-show is probably the most extreme sort of absence and should lead to harsher penalties, together with termination. 

Apart from unavoidable circumstances like extreme damage, just a few employers may think about not exhibiting up for work as a voluntary resignation. 

And within the case of a no fault attendance coverage, factors are added to the file no matter whether or not the worker is injured or not.

A free attendance level system template

Now that we’ve defined what to incorporate, right here’s a pattern template to get you began. 

You may want to change sure elements to satisfy your group’s wants:

A. Goal

Common punctuality is anticipated from workers at [company name] to make sure attaining division and firm targets. Arriving late or being tardy results in disruptions that negatively have an effect on productiveness.

Nevertheless, we acknowledge that there could also be unavoidable causes for workers to overlook work or arrive late. 

This coverage’s goal is to make sure workers perceive the method of notifying their supervisors of their absence.

B. Attendance and punctuality

An worker will obtain factors for tardiness, late arrivals, leaving early, and unauthorized absences. 

Notice that an unauthorized absence happens when an worker fails to tell their division of their absence. 

The purpose system is defined beneath:

• Early departure: leaving greater than half-hour earlier than the tip of the scheduled departure time.
• Tardiness: arriving as much as 20 minutes after the beginning of the scheduled shift.
• Late: arriving between 20 minutes and two hours later than the scheduled shift.
• Absent: lacking a number of workdays or arriving greater than three hours later than the scheduled shift.

C. Overview of disciplinary motion

Repeated attendance points over 12 months will lead to more and more extreme corrective motion resulting in and together with termination. 

Staff shall be topic to disciplinary motion when their whole level allocation reaches the next ranges: 

• 10 factors: verbal warning.
• 15 factors: written warning. 
• 20 factors: termination. 

If an worker is absent for 3 or extra consecutive days, they have to present documentation excusing the absence, similar to a physician’s word. 

All workers are anticipated to tell their supervisor or division of their absence each time doable.

Any worker who fails to inform their supervisor or division of their absence following [company name]’s coverage shall be topic to the next disciplinary measures: 

• First failure to inform of absence: verbal warning. 
• Second failure to inform of absence:  written warning. 
• Third failure to inform of absence: termination. 

Staff are thought-about to have deserted their place in the event that they’re absent for 3-4 consecutive days with out notifying their supervisor or division. Job abandonment will lead to termination with out discover on the third day of absence. 

D. Absences excused from disciplinary motion

[Company name] will authorize unpaid absences with out disciplinary motion for the next circumstances: 

• Funerals
• Jury obligation
• Bereavement 
• Medical appointment 
• Automobile accident
• Childbirth
• Army obligation
• Extraordinarily unhealthy climate
• FMLA (Household and Medical Go away Act) associated absences.
• ADA (Individuals with Disabilities Act) associated absences.

Nevertheless, bereavement, jury obligation, and army obligation require correct documentation to be given to the worker’s supervisor at the least two days forward of the absence. 

Supervisors will excuse a private trip day or sick day from disciplinary motion, offered the worker has notified the division or supervisor. In that case, the Human Useful resource division will replace an worker’s attendance file.

Disclaimer: This coverage template is supposed as a common information and will solely be used as a reference. This coverage template could not account for state, native, or federal legal guidelines and different related legal guidelines and shouldn’t be thought-about a authorized doc. Neither the creator nor Time Physician will assume any authorized legal responsibility which will come up from utilizing this pattern Attendance Level System coverage. 

5 sensible ideas to enhance worker attendance

Implementing an attendance level system might be extraordinarily helpful in bettering worker attendance. 

Nevertheless, in addition to that, you possibly can take a number of different steps to enhance worker attendance.

Listed below are just a few ideas that can assist you out:

1. Talk

When noticing a rise in an worker’s absenteeism, have a supervisor sit down with them, and supply an opportunity to speak about it. 

Permitting the worker to clarify the state of affairs earlier than warning of disciplinary motion can go a great distance in constructing belief. 

It’s necessary to notice that the worker could also be reluctant to share particulars about particular well being or household points, so don’t pry. 

2. Reward good attendance

As a substitute of structuring the attendance level system as a punitive measure for being late, use it to reward good workers who’re persistently on time. 

It’s an effective way of recognizing devoted workers. It can be helpful for encouraging workers to work towards one thing optimistic. 

Recognition could possibly be within the type of reward playing cards, vouchers, or a present. Alternatively, workers could possibly be rewarded with an additional day of go away or being given the time off. 

3. Prepare supervisors

Implementing absence insurance policies and initiatives received’t do a lot good until supervisors are conscious of them.

Supervisors must be updated with the corporate’s attendance practices.

Right here are some things they need to learn about:

• Attendance logging strategies.
• Present attendance and absenteeism insurance policies.
• Figuring out frequent attendance issues.
• The right way to encourage punctuality.
• Realizing how and when to use disciplinary motion.

4. Set clear expectations

Staff should concentrate on their attendance expectations. 

These can embody:

• Documentation required earlier than requesting a go away. 
• The right way to request day off.
• How and when to tell supervisors of absence.

The worker handbook ought to include all this data and needs to be simply accessible to all workers. 

5. Observe up with the worker once they return to work

Conducting a follow-up session as soon as the worker has returned from go away gives a possibility to investigate in regards to the worker’s well being. 

That is additionally a great way of seeing if the worker can resume their common duties. 

If not, it’s a possibility to debate modifications that may assist them work higher. It additionally reveals you’re involved about their well-being. 

Ceaselessly Requested Questions (FAQs)

1. What’s an instance of a point-based attendance coverage?

A degree-based attendance coverage assigns factors for every occasion of tardiness, unexcused absence, or early departure. For instance, an worker may obtain 1 level for being late and a couple of factors for an unexcused absence. Accumulating a sure variety of factors inside a particular timeframe can result in disciplinary actions, similar to a warning, suspension, or termination.

2. What’s the rolling attendance level system?

A rolling attendance level system resets factors after an outlined interval. For example, factors may roll off after 12 months, which means if an worker acquired a degree in January, it will be eliminated the next January if no additional attendance points occurred.

3. What’s the level system at Walmart?

Walmart makes use of a degree system the place workers obtain factors for numerous attendance infractions, similar to being late or lacking a shift with out discover. Accumulating too many factors inside a set interval can result in disciplinary actions, together with termination. The specifics of this technique can fluctuate and needs to be reviewed within the firm’s official attendance coverage.

4. What’s the worker level monitoring system?

An worker level monitoring system is a technique utilized by employers to observe and file attendance-related infractions. Factors are assigned primarily based on the severity of the infraction, and the system helps in persistently making use of attendance insurance policies. This technique might be managed manually or via automated HR software program.

5. How can an attendance level system impression absenteeism?

An attendance level system may also help cut back absenteeism by offering clear penalties for unexcused absences and tardiness. By making workers conscious of the potential penalties, they might be extra more likely to adhere to attendance insurance policies, thus bettering total attendance and productiveness.

Wrapping up

Enhancing worker attendance can look like an immense job. 

With so many components to think about, it may be troublesome to evaluate when worker absenteeism begins turning into an issue and figuring out the very best plan of action. 

One of the vital efficient strategies for monitoring worker absence is implementing a piece attendance coverage just like the attendance level system.

That can assist you implement an attendance level system, use the free template included on this information. 

As soon as your workers are conscious of this technique, their attendance will enhance very quickly!

Carlo Borja is the Content material Advertising Supervisor of Time Physician, a workforce analytics software program for distributed groups. He’s a distant work advocate, a father and a espresso junkie.