UBC administrators encourage employee attendance and discipline issues through clear communication, keeping accurate records and promoting health and wellness.
The administrator's role
One key ingredient to success in the workplace is to ensure that staff consistently attend work. As an administrator, you can positively and proactively encourage attendance by:
- communicating with staff.
- keeping records to identify trends or trouble spots.
- promoting health and wellness with your staff.
See below for the specifics of managing attendance for each employee group. Please contact your UBC human resources advisor if you have any questions.
Managing employee attendance
Management and Professional (M&P) and non-union staff
Attendance management best practices
Share information with your staff about your standards for attendance and expectations about the employee’s responsibility regarding attendance and absenteeism.
Employees are responsible for making sure they:
- call their supervisor to report absences.
- attend to personal business outside of business hours.
- schedule medical and dental appointments outside of work hours, if possible.
Increase your staff’s awareness of the importance of being at work regularly and consistently, and how their attendance relates to their contribution to the success of your team.
Acknowledge good attendance and coach employees who are having difficulty with attendance to find solutions.
Promote wellness in the workplace
One way to decrease the use of sick time and encourage attendance at work is to promote health, wellness and safety in the workplace. In some cases, absenteeism may be a symptom of something else going on in an employee’s life.
UBC has supports in place to promote wellness, both for individuals and organizations:
- UBC benefits and wellbeing programs, including workplace safety and injury prevention, health promotion, and a graduated return to work program
- The Employee and Family Assistance Program (EFAP), for a confidential counselling service for employees and their families
If you need support with attendance management, contact your UBC human resources advisor.
Keep accurate records of your staff’s attendance. With good records, you will be able to see if there is excessive use of sick time, and be able to spot any patterns of absenteeism.
Report sick leave statistics to UBC Human Resources
UBC makes it a priority to manage absenteeism. In coordination with department administrators, we collect data on paid sick leave taken by staff.
Currently, the university doesn't have the technical capability to report sick leave on an individual basis, other than with the online sick leave reporting system (see below). UBC's human resources department relies on departments and faculties to report their data (requested by employment group and month).
UBC's human resources team compiles data on sick leave usage and uses it for the following purposes:
- The “Time Loss Management” report presented to the Executive and the Board of Governors, providing a snapshot of the health of our staff and faculty and including statistics on the usage of sick leave (staff only), Income Replacement Plan, Employee and Family Assistance Program, and the Return to Work Program
- Benchmarking of data on sick leave and design attendance management programs (once implemented, the data is used to assess how effective the programs are in managing absenteeism)
- A tool for deans, directors, department heads and administrators to benchmark sick leave in their department or faculty against the rest of the university.
Online sick leave reporting system
UBC's human resources department has an online sick leave reporting system housed at https://webapps.hr.ubc.ca/hrsickleave to streamline the data submission process.
All departments and faculties should report statistics for staff (not faculty) in their unit. Currently, departments and faculties employing about 54% of staff full-time equivalents are reporting statistics using the on-line system.
We would like to see all departments and faculties use the on-line system to report sick leave. By increasing the number of departments and faculties reporting sick leave data, our benchmarks will be more reliable and representative of our staff and the more effective we can all be in managing absenteeism at UBC.
How to use the reporting system
Deans, directors and department heads: Please designate an administrator to enter sick leave statistics for your work unit. The online system is housed at https://webapps.hr.ubc.ca/hrsickleave, and will require access to HRMS.
Administrators: To set up access, please complete the HRMS Access Request Form (doc). In the section “Access Requirements” indicate whether the access is for a “specific unit only” or “specific unit and all units that report to it”. Please also indicate the department codes in the box on the right side of the form. Your manager should also sign the form.
Send a scanned copy of the form to HRMS.Security@ubc.ca.
Once your access has been set up, you'll be advised by e-mail and system instructions will be forwarded. You can also get detailed reporting instructions (pdf).
For more information, contact UBC Benefits by email or call 604-822-6823.