Understanding Your Staff Attendance Presented by: Valerie Corcoran, ISIC PSA Coordinator and Marty Russell, Absence Coordinator Integrated Disability Management Division of Risk Management

1
Understanding Your Staff AttendancePresented
byValerie Corcoran, ISIC PSA
CoordinatorandMarty Russell, Absence
CoordinatorIntegrated Disability
ManagementDivision of Risk Management
Insurance Services
2
Please refer to your Data Sheet Staff _at_ 96
3
Introduction

• The Absence Management Program allows you to
• Develop strategies and tactics to improve staff
  attendance and reduce the costs and impact of
  absenteeism
• Recognizing excellent attendance
• Collect and analyze absence data to identify
  absence trends and patterns

4
Staff Attendance Goal for 2012-2013

• 79 of employees at 96 or better attendance
• This is an increase of 5 over last years target
• Attendance data is now published monthly so that
  you can track your divisions progress.
• You can also run your own detailed attendance
  report (HR098) for your school or office.

5
What is 96 Attendance?

• In a fiscal year, this is approximately
• 10 unprotected absences for A Basis
• 9 unprotected absences for E Basis
• 8 unprotected absences for B Basis
• 7 unprotected absences for C Basis

6
Attendance Formula

• To calculate the attendance rate, we use the
  following formula
• Worked Hours
• (Workable Hours Protected Hours)
• To calculate the percentage at 96 or better
• Sum of employees who met the goal
• Total number of employees

7
Definitions

• Workable Hours Basic Assigned hours minus
  vacation and holiday hours
• Unprotected Hours absences that are not
  protected under State and Federal Law, such as
• Illness time taken that is not protected under
  State and Federal Law

Illness (full and half pay) Bereavement
Personal Necessity (non-FMLA) Annual Physical
Unpaid Time
8
Definitions

• Protected Hours Absences that fall under the
  protections of State and Federal laws. including,
  but are not limited to

Pregnancy Disability Family Medical Leave Act (FMLA)
Kin Care (limited to 6 days/year) California Family Rights Act (CFRA) Includes child bonding, serious health issue for staff or qualified family
Military Leaves Jury Duty
9
Frequently Asked Questions
10
What types of absences affect my attendance rate?

• Any absences that are not protected under State
  or Federal law can negatively affect your
  attendance rate.
• These include unprotected absences such as
  illness and bereavement
• Personal Necessity (unless FMLA protected)
• Furlough, vacation, holidays, and paid time off
  days are excluded from absence report
• Religious Holidays
• Allowed and do not result in action affecting
  the employee

11
What absences do not affect my attendance rate?

• Furlough Days
• Paid Time Off Vacation, holidays, comp time
• Professional Development Time (PD)
• District-sponsored training
• Miscellaneous Time (MS)
• Time off to attend a childs school function
  (Labor Code 230.8 allows up to 8 hrs/month and 40
  hrs/year)

12
Is Workers Compensation (WC) Time Protected?

• If the WC injury is also an FMLA-qualifying
  serious medical condition, then the WC absence is
  protected for up to twelve (12) weeks. (Coded
  FWC)
• After the 12 weeks, WC absences are unprotected.
• The system will allow you to make adjustments if
  unprotected time was entered in error

13
What categories of absence should an
Administrator focus on?

• An Administrator should focus on the areas where
  the most unprotected time is used.
• This is usually illness time.

14
Whos Missing?

• Teachers with low performing students
• Teachers who feel ineffective
• Staff with less connection to the workplace
• Classified staff generally miss more days

Miller, R., Murnane R. Willett, J. (2007). Do
Teacher Absences Impact Student Achievement?
Longitudinal Evidence From One Urban School
District. National Bureau of Economic Research.
15
Factors Influencing Absences

• Stress
• Lack of job satisfaction
• Boredom at work
• Low morale
• Environmental working conditions
• School climate
• Excessive workload
• Inadequate leadership and poor supervision
• Availability of income protection plans

Obeng-Denteh, W., Yeboah, E. Monkah, J. (2011).
The Impact of Student and Teacher Absenteeism on
Student Performance The Case of the Kumasi-Metro
School District. Wilolud Journals, 4(1) 7-17.
16
Impact of Staff Absences on Schools

• Lack of consistency reduces effective teaching
• Reduced test scores
• Increased cost for substitutes affects budget
• Decrease in classroom management and
  participation
• Increased office referrals and suspensions
• Creates a culture of absence in a school
• Impacts colleagues and their behavior

17
Impact of Staff Absences on Students

• Lack of consistency and structure
• Students feel less connected/trust/motivation
• Decrease in class participation
• Negatively affects student achievement, test
  scores and ranking
• Reading and math scores fall as teacher absences
  increase

18
LAUSD Expects

• Employees
• To maintain regular attendance
• To work every hour they are assigned
• To comply with rules of reporting absences
• Supervisors
• To maintain accurate employee attendance records
• To monitor employee attendance
• To provide feedback to employee
• To enforce attendance policies and standards

19
Best Practices School Level

• School safety
• School beautification
• Maintain welcoming staff areas (break, work)
• Encourage parent center to demonstrate staff
  appreciation
• Create a sense of community
• Provide incentives encouraging attendance
• Share aggregate staff attendance data
• Use BTS to monitor, analyze data and address
  frequency, reasons, days of week, etc.

20
How can I run my own HR098 Staff Absence Analysis
report?

• If you are a time certifier, you already have
  access to the report through BTS.
• Download the users guide by visiting the Absence
  Management Website http//disabilitymanagement.la
  usd.net/attendance
• The guide can be found under the
  Resources/Forms tab.

21
I dont have access to reports but need it. How
do I get access?

• Visit the Absence Management website at
  http//disabilitymanagement.lausd.net/attendance
• Click on Resources/Forms tab to find the link
  to the SAP security access application form. Fill
  the form out, print it, and send it to Risk
  Management for approval. You should receive
  access in approximately 5 business days.

22
Is there a web-based training on how to run the
Absence report?

• A webinar on the Staff Absence Analysis Report
  currently in production. We are hoping to have it
  available in the first quarter of 2013.
• Absence Management has also developed a Users
  Guide which can walk you through how to run an
  absence analysis report. You can access this
  guide under the Resources/Forms tab on the
  Absence Management website
• http//disabilitymanagement.lausd.net/attendance

23
When is the attendance data available?

• Attendance data runs about a month behind,
  because of the payroll cycles and adjustments.
• The data for the previous month is usually
  available on or about the 21st of the current
  month.

24
Upcoming Training

• Disability Management Workshop Beyond the
  Basics in Workers Compensation, FMLA, and
  Reasonable Accommodations
• May 9, 2013 830 1130 a.m.
• To register for this class, please visit
  http//classifiedtraining.lausd.net

25
Training Offered by IDM

• The Integrated Disability Management Branch
  offers group training on the following topics
• Workers Compensation
• Reasonable Accommodations/Return to Work
• FMLA and Protected Leaves
• Please call [phone] to schedule a training
  session.

26
Resources

• For more information regarding FMLA and CFRA,
  please visit http//fmla.lausd.net
• Information about Absence Management, please
  visit http//disabilitymanagement.lausd.net/atten
  dance.

27
Thank you!