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General Description
Policy Provisions
Performance Evaluation
Subject Experts
Schedules and Attendance

Document Number: StaffHR--106 Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 05/23/2014
Primary Author: Director of Human Resources Status: Approved
Date Originally Created: 01/11/2012

General Description

Information about staff attendance relative to Director of Human Resources policy.


Delineation of policy.


All faculty, staff, and administrators

Responsibility: Administration
All Departments and/or Department heads
Human Resources

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Relevant Knowledge: In order to comply with this policy you should know:
Current University policy
Standard company policies
Standards of good practice

Terms and Definitions: Additional training

Corrective Action

Loss of privilege, general

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Policy Provisions

Schedules and Attendance


Work Week

The concept of a workweek for pay purposes evolved as public policy in the federal Wage and Hour Law. The provisions of this law remain applicable to Cumberland University.


The official University work week for staff begins at 12:00 midnight Sunday and ends at 11:59 p.m. the following Saturday, regardless of an individual work schedule.



Work Schedule

Work hours and schedules vary throughout the University, depending upon the services provided by each area. The regular business hours for the University are 8:00 am to 4:30 pm, Monday through Friday, or 40 hours each week. Although, the regular work week is normally 37.5 hours, employees can work up to 40 hours a week without overtime payment. Supervisors are expected to arrange appropriate lunch and rest breaks that meet the needs of the employee, the employee's co-workers, the operations of the department, and requirements of state and federal law.  During a regular work week, the first fifteen minutes of an employee’s lunch hour  is to be considered a rest break for the first half of the day and the last 15 minutes of an employee’s lunch hour is considered to be a rest break for the second half on the day.  


Non-exempt employees are required to record their work time through the MyPaychex time and attendance module.  If a non-exempt employee is found to be clocked in and not actually working for the University, it is grounds for immediately dismissal.  If a non-exempt employee has repeated occurrences of missed time punches, then the employee will be subject to progressive discipline up to termination.  


Supervisors have the authority to rearrange work schedules to meet the operating needs of the department, including changing the schedule and/or requiring approved overtime. The operating requirements of the department must be the primary consideration in establishing temporary work schedule changes and requiring overtime. To the extent possible, supervisors are expected to consider the personal needs of staff in making decisions about changing work schedules.





Cumberland University depends upon its staff to carry out the work of the institution; therefore, reliable, consistent attendance is an important requirement of all staff positions.


Cumberland University understands that employees need time away from work both for scheduled time off such as vacations and for unscheduled time such as occasional illness. If an employee will be late or miss work due to an unscheduled absence, he/she should call the supervisor in advance, or within the first hour of the department's operation. This notice allows the supervisor to adjust department work assignments. Unless the employee is medically unable to do so, the employee should speak directly with the supervisor. If the absence is for more than one day, the employee should call in each day, unless other arrangements are made prior to the absence.


Failure to notify the supervisor of an unscheduled absence or late arrival may result in disciplinary action. If an employee is absent for three (3) consecutive days without notifying and receiving approval from the supervisor, the University will consider the employee to have abandoned the position without proper notice and will terminate the employment, effective the last day of work.


Whenever possible, employees should schedule medical and dental appointments for themselves or for family members at times that do not cause absence from work. If an employee must miss work for a scheduled medical or dental appointment, he/she should notify the supervisor and request the time off. Accrued sick time may be used for medial or dental appointments.


For information about other types of medical leave, or absences covered by the Family & Medical Leave Act (FMLA),(2.14.1, page 45) Cumberland University Leaves.

From time to time, employees may need unscheduled time off for a non-medical or emergency reason. Supervisors may accommodate infrequent requests by authorizing unpaid time off or by allowing the employee to use accrued vacation time. Absences due to incarceration for conviction of a crime or circumstances or a similar nature is not considered authorized time off. Such absences of three (3) days or more shall result in termination of employment.


An employee who is often tardy or absent, who frequently asks to leave work early, or displays a pattern of attendance problems, for example (often late or absent on Mondays or Fridays, or has a disproportionate number of "emergencies") may be subject to disciplinary action, up to and including discharge. If a supervisor suspects abuse of sick time, they can require notification/justification from the employee's physician/medical professional for absence from work.


Once the workday has begun, an employee should not leave the worksite except for authorized reasons, such as a scheduled rest or lunch break. Employees should notify their supervisors before leaving their worksite or the campus for personal reasons and may be required to document the time away from work. The supervisor has the authority to refuse the employee?s request to leave the worksite. As a matter of courtesy, employees should communicate their absence to co-workers whose work may be affected by the absence.


Leaving the worksite without permission or improperly documenting time away from work may result in disciplinary action up to and including termination.



Inclement Weather

In the event of extreme, adverse weather conditions, Cumberland University may be closed. Area radio and television stations will be notified prior to 6:00 AM whenever possible. In addition, the automated switchboard announcement will reflect the decision if the University will be closed. If on-campus classes are canceled, the students, faculty and staff should assume that off-campus classes will not meet. All faculty, staff and students are expected to exercise personal discretion regarding their safety whether the University is closed or open. Unless notified by the employee's supervisor, if the University is closed due to inclement weather staff members do not need to report to work. If this is the case, staff members will be paid for a normal work day.


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Performance Evaluation
Performance Metrics: Compliance with standard policy and procedure

Consequences: Further training
Loss of privileges

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Subject Experts
The following may be consulted for additional information.
Director of Human Resources

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