Attendance Expectations and Procedures

• It is the employee’s responsibility to consult their department for the appropriate call-in procedure for any absences. Find out who to call, when to call, and what phone number to use.
   
• Any absences that are planned in advance should be discussed with your supervisor ahead of time so a sub can be arranged, if needed, in advance.
   
• As soon as you are aware of a need to be absent, please submit a leave request through WinCapWeb. Once your request receives final approval, you will receive notification via email.
   
• If your WinCapWeb leave request is unable to be approved for any reason, you will receive notification of the disapproval via email. This email will provide you with the reason for the disapproval (no time available, not an approved use of time, etc.).
   
• The days available to you will be listed on your paycheck stub or can be checked in WinCapWeb's Employee Self Service "My Attendance Balances" and "My Attendance Activity." Any questions about days available or days used should be directed to the Payroll Department.
   
• Sick and Personal days are available as soon as the employee begins work.
   
• 10-month employees may use two sick days earned in the prior year during the summer program. This is contingent upon having these sick days still available at the conclusion of the prior year.

It is important to keep in mind that Monroe One does not have a short-term disability plan.  To compensate for this, each employee receives an annual allotment of days to be used for sickness.  Your contract defines what instances can be classified as sick.  These Sick days, if unused, can be rolled over to the next fiscal year which if used judiciously serves as your short-term disability plan in the event of an unforeseen health situation that requires the use of more sick time than the annual allotment.

Depending on your position, you are granted a number of Sick days per year for you to use for your own illness or a family member’s illness. If you are sick longer than five consecutive days, it is recommended you contact Human Resources to determine your eligibility for a FMLA leave.  Keep in mind that excessive absences will be addressed by your supervisor and/or Human Resources.  Additional information regarding Sick days:

• You may take a whole day, half-day, or 2-Hour Sick leave.
   
• It is recommended that you schedule medical appointments outside of work time when possible.  This provides consistency for our students and operations. If after school appointments are not possible, please make every attempt to schedule the appointment so you only need to miss a portion of the workday.
   
• Current year Sick days may be used for your illness, an immediate family member’s illness, or doctor appointments.  When the time is used for a family member, it is identified as “Family Sick” time.  Family Sick days may only be utilized from the current year’s sick day balance.
   
• You may use accumulated Sick days from previous years only for your own personal illness.
   
• For 10-month employees, a note from your physician is required for any Sick Day taken the day before or after a school break.

2-Hour Sick

• Collective bargaining agreements provide for employees to request sick leave in 2-hour increments to be used for doctor, dentist, or therapy appointments for themselves or family members. Requests must be submitted ahead of time, via WinCapWeb, in accordance with the timelines specified in the appropriate collective bargaining agreement (BPA, BUSS, BUP, or PSP).
   
• A receipt, verifying the appointment, must be submitted within five school days to Human Resources by emailing the Payroll Department.
   
• If a receipt is not received within five school days, the absence will be converted to a .5 sick day.

Twelve-month employees:

For twelve month employees, Vacation days are based on a schedule in your union contract.

Ten- and Eleven-month employees:

• Ten- and Eleven-month employees do not receive Vacation days. They follow the BOCES’ School Calendar.
   
• For employees who work in districts and not in a BOCES’ building, you need to get a calendar from your Supervisor with the days that you are expected to work. This is especially important for District Based employees who will need to follow the schedule for the district they work in.

Employees cannot select days without pay away from work. There are No days without pay or "vacation" days for ten- and eleven-month employees. Ten- and eleven-month employees are expected to follow the school calendar. The only “vacations” are those designated by the school districts. The department Cannot approve vacation time, with or without pay, when your school is in session. 

If you have questions, please contact Dr. Ellen Howe, Assistant Superintendent of Human Resources at 585-383-2221.

If you have personal business that must be conducted during your work hours, please submit your WinCapWeb leave request as soon as you are aware of the need to be absent.  Please reference your collective bargaining agreement for information specific to your bargaining unit (BASA, BPA, BUP, BUSS, or PSP).  The following general information applies to most situations.

• Personal Business Days are to be used for situations that can only be resolved during the workday.
   
• Personal Business Days may not be used for recreational purposes.
   
• Vacation is not an acceptable reason for the use of Personal Business Days.
   
• In most cases, taking a Personal Business Day the day before or after a holiday, vacation, or school recess is not allowed. If there is a need for an exception to be considered, you must submit a Personal Day Exception Form via Frontline Central.  Submission of this form requires you to upload a letter addressed to the District Superintendent, explaining the reason for your time off request.  If no letter is supplied, your request will be denied. Relevant supporting documentation should also be uploaded. 
   
• If you do not use your two allotted Personal Business Days, they will be converted into your personal sick bank.
   
• Current BUP Members may roll over one Personal Day to the next school year.

• Part-time employees and those not working a full 10-, 11-, or 12-month year receive a prorated amount of days.
   
• All employees in BPA, BUP, and PSP now have access to a community Sick Leave Bank in the case of a long-term illness. To fill this bank, all new employees in those units donate one sick day to the bank their first year and one sick day their second year.  Please refer to your contract for sick leave bank details. (Not available for BUSS unit members.)
   
• Monroe One does not have New York State Disability. Therefore, the only time that you will be paid during a maternity or extended sick leave will be from your earned accumulated Sick days. If you don’t have Sick days, you will have to take an unpaid leave of absence.