1. Prompt and efficient service to the public must be the first priority with employees on duty for their full scheduled work periods.

2. Employee attendance must be controlled in a fair and uniform manner

3. Positions in the government will be organized and established by applying professional manpower standards to serve the public by full performance in the most economical and effective manner.

1. Civil Service Regulation 401, Employee Conduct, sets forth the Standards of Conduce for employees and establishes responsibility for their application.

2. Civil Service Regulation 471, Administering Discipline, provides uniform guidance and procedures for effective discipline.

3. Civil Service Regulation 601, Annual Leave, establishes procedures and guidance on the administration of annual leave.

4. Civil Service Regulation 602, Sick Leave provides procedures and guidance on the administration of sick leave.

5. Civil Service Regulation 603, Authorized Absences and Special Leaves, provides for absences with pay of the following special types:
   1. Maternity Leave
   2. Wedding Leave
   3. Bereavement Leave
   4. Widow’s Leave
   5. Accompanying Leave
   6. Quarantine Absences
   7. Pilgrimage Leave
   8. Excused Absence for Official Duty
   9. Suckling Leave

1. MINISTRIES:
   • Guide employees so that they understand that serving the public promptly and efficiently is a high priority of the government.
   • Schedule work to utilize all available work hours and eliminate idle time.
   • Establish and apply a uniform, fair and accurate attendance record system.
   • Motivate and encourage disciplined attendance habits of employees.
   • Take appropriate progressive disciplinary measures, counseling followed if necessary with penalties. For continued attendance problems.

2. CIVIL SERVICE BUREAU
   • Develop policy, systems and procedures for controlling attendance.
   • Advise ministries on attendance control systems.
   • Advise ministries on actions to take to remedy attendance problems.
   • Analyze government wide trends in attendance and report to the Civil Service Council.

1. Properly and reasonably applied, the leave system provides that employees may request and be granted annual leave of less than a full day to take care of personal business during brief absences during their work day.

2. Poor attendance habits and lack of uniform enforcement of established attendance standards:
   • adversely affect service to the public,
   • is unfair to employees who work their full scheduled tour of duty,
   • lowers the public image of the government worker,
   • leads to overstaffing, and
   • reduces productivity.

3. Many Ministries are effectively controlling attendance using a variety of devices to record employees presence on the job. These successful systems should continue to be used.

4. Supervisors are responsible for full and effective utilization of the work force including assuring that employees work all hours for which they are paid.

5. Supervisors have a responsibility to help employees who have attendance problems develop a positive attitude about working hours. Some employees will not accept the self—discipline required. For them a disciplinary approach is needed to assist them in understanding the rules. The tool for disciplining is CS Regulation 471, Administering Discipline. It provides for applying progressively more severe penalties for repeated attendance violations. The table of penalties is provided as a guide only and is not intended to be nor should it be used as a substitute for sound, mature judgment.

6. Employees must be on duty to provide the service expected. The emphasis is not on the philosophy of paying employees simply for their attendance. The real mason for being on duty is for the purpose of service and doing the job the employee has been hired to do. Time production output of the unit will suffer when employees are permitted to report late or to leave their responsibilities unattended.

7. Many employees report to work early, stay late, and perform admireably while on duty. It is not fair to these employees if others work less than the full hours for which they are paid. Nor is it fair to discipline some offenders and not others. The attendance rules need to be applied equally throughout the government to all. Everyone will perceive the system to be fair when it is applied uniformly.

1. Ministries will establish an attendance record system that shows as a minimum the time each employee reports to work and the time each employee is away from work during the hours of duty. Supervisors need to know where to contact their employees at all times during the work period. The record system could be a sign in roster or time clocks. A separate form should be used for employees to sign out when leaving the office during work hours. Ministries are to contact the Employee Management Relations Section in the CSB if assistance is needed.

2. Absence from work must be dealt with promptly, preferably on the same day. The attached Attendance Control Form should be photocopied and made available to all supervisors. Using it to obtain a written explanation from the employee and to record the supervisor’s decision regarding the absence avoids a direct confrontation. The form should not be used if the employee requests leave on CSB Form 19 and the leave has been approved by the supervisor. Supervisors are strongly encouraged to discuss each absence with the employee before making the decision. The form serves as verification of the discussion and of the decision.

3. The employee is to receive one copy of the completed Attendance Control Form as notice of the decision on each separate incident. The supervisor is to keep a file copy. If it is determined that there will be a charge to leave, a copy will be forwarded to the Ministry leave unit. If the employee is to be placed in non-pay status, an appropriate report will be made to the Ministry Payroll unit

4. If an employee develops a pattern of frequent or consistent unexcused absences, the problem is to be dealt. with promptly. Disciplinary actions are to be used with the objective of correcting the situation, not simply to penalize an employee. If the problem is not resolved at the counseling level then a reprimand or suspension may be appropriate. Before initiating any disciplinary action, the supervisor should review the Table of Penalties and the specific procedures to be followed, as shown in CS Regulation 471, Administering Discipline.

ATTENDANCE CONTROL FORM