Training Materials
Encouraging Presence and Team Accountability
This training is designed to establish a common approach so that supervisors feel confident, supported, and equipped to manage time off fairly and consistently, while aligning with Reed’s policies, operational needs, and regulatory requirements.
Key elements in the training include:
- Supervisors are responsible for managing time off within their department or team.
- The Time Off Utilization Dashboard is a tool designed to support fair and consistent use of time away from work across teams.
- While staff may have accrued time available, having a balance does not automatically entitle them to use all hours without justification. Approval of time off must consider operational needs, staffing coverage, and workload priorities.
- The college does not have a formal attendance policy; however, excessive or recurring unplanned time off may be considered a work performance concern.
- Departments may adopt their own time off or attendance practices, provided they are applied consistently and align with the college’s time off policy.
- Remote work is never an option in lieu of sick time or vacation day.
- Supervisors should contact HR when questions arise about the appropriate use of time off or when escalation to a leave of absence request may be warranted.
During the in-person session, supervisors learn how to:
- Review the Time Off Utilization Dashboard to support fair and equitable time off
- Apply time off policies consistently and equitably
- Recognize when requests trigger compliance actions (e.g., OFLA, FMLA, ADA)
- Identify patterns that may require intervention or escalation
- Partner effectively with HR on complex or sensitive situations
- Support staff well-being while maintaining operational readiness
Training Powerpoint
FAQs from the in-person training sessions
What is the supervisor’s role?
Monitor patterns, document concerns, initiate conversations, support staff accountability, and partner with HR when needed.
When should HR be involved?
Involve HR when there are ongoing health issues, recurring absences, requests for leave, accommodation.
Does Reed have an attendance policy?
There is no formal attendance policy, but excessive unplanned absences may become a performance concern.
Can departments set their own attendance expectations?
Yes, as long as they are reasonable, applied consistently, and aligned with the college’s time off policies.
When should time off be approved?
Approve when requests are reasonable, submitted in advance (ideally two weeks), and does not negatively impact department operations, staffing, or workloads.
When is it appropriate to deny a request?
It is appropriate to deny when coverage cannot be maintained, deadlines would be impacted, or when the request is last-minute without justification.
How do I manage multiple requests for time off from my team during the same time period?
Time off requests are generally approved when business need can support it. If there are competing requests, collaborate with your team to determine whether anyone is willing to adjust their plans to support coverage needs.
Can staff take a half day off sick and work from home the other half of the day?
If a staff member calls out sick before their shift begins, they are expected to record a full day of sick leave. Staff may not leave work early due to illness and continue their day working from home. Time away for illness must be recorded as sick leave.
When can employees use sick for partial days?
Staff may have a healthcare appointment that will take them away from work for 1 or more hours. This is typically planned time away from work and should be entered as sick time on their timecards as soon as the appointment is confirmed. -OR- If the staff member becomes ill after reporting to work and leaves partway through their shift, they may record sick time only for the hours not worked.
If a staff member calls out because their child is sick, can they be allowed to work from home in lieu of taking a sick day?
No. Staff may not work from home when caring for a sick child or dependent. They are encouraged to take the time needed to provide care. Allowing remote work in these situations would create inconsistency and could be seen as unfair to employees without dependents, leading to potential disruption within the team.
What counts as a pattern of concern?
Frequent unscheduled absences, consistent call-outs around weekends or holidays, and last-minute notifications that disrupt planning.
Can employees use all accrued time without reasonable notice or justification?
No. Having a balance does not guarantee approval. Supervisors must still consider operational needs and staffing.
What should I avoid discussing as a supervisor?
Do not ask for health condition details or make assumptions. Redirect staff to HR for leave, accommodation, or injury-related matters.
When does time off become a leave request?
When absences are ongoing (more than 5 days), medically related, or impact the employee’s ability to perform their job regularly.