Policy Overview
This policy implements a point-based system to track and address attendance infractions and other violations. The point system offers a clear and consistent approach to managing issues, ensuring that dedicated team members understand how infractions are addressed to achieve improvement. To accommodate extenuating circumstances, this policy includes exceptions to the accrual of points.
Point Assignment Structure
Attendance infractions are categorized by severity, and instances of infractions are assigned points. Points accrue with each infraction and accumulate over a 3-month rolling period.
| Category | Points | Severity Level |
|---|---|---|
| Category A | 1 point | Minor infractions |
| Category B | 2 points | Moderate infractions |
| Category C | 3 points | Serious infractions |
| Category D | 8 points | Critical violations |
Point Accumulation and Response Escalation
| Accumulated Points | Disciplinary Action |
|---|---|
| 1-2 points | Verbal Warning |
| 3-5 points | Written Warning and Coaching |
| 6-7 points | Final Warning and Coaching; Escalated to Executive Leadership |
| 8+ points | Recommendation to partner for replacement |
Infractions and Point Assignments
| Attendance Infraction | Description | Category | Points |
|---|---|---|---|
| Tardy more than 10 minutes | One instance of tardiness over 10 minutes based on scheduled shift time in client's timezone | A | 1 |
| Tardy more than 30 minutes | Once instance of tardiness over 30 minutes based on scheduled shift time in client's timezone | B | 2 |
| Abandoned Shifts | One instance of abandoned shifts/unauthorized log out, including early clock-out. | A | 1 |
| Nonfulfillment of 40 hours/week (< 1 hour missed) | Team member is on a flexible schedule, but does not complete scheduled 40 hours/week | A | 1 |
| Nonfulfillment of 40 hours/week (> 1 hour missed) | Team member is on a flexible schedule, but does not complete scheduled 40 hours/week | B | 2 |
| Missed shift/unauthorized Absences | One incident of absence/missed shift without approval and without valid reason and documentation, including missed shifts after PTO or partner blackout period in which no leave is approved due to high business needs such as holidays and peak season | C | 3 |
| Partner hours dispute based on low productivity/task incompletion resulting in partner credit (low productivity/task completion verified by HR, or from timesheet manipulation verified by HR) | B | 2 | |
| 3 or more missed shifts/unauthorized absences without communication | D | 8 |
Missed Shifts/Unauthorized Absence Exceptions
The following circumstances qualify as authorized absences and will NOT result in points when communicated with Extenteam and the partner according to policy:
- Communicable/life-threatening illness that requires prolonged absence or recuperation (with Medical Certificate)
- Death of an immediate family member, including parents, siblings, spouse/partner, grandparents, or children
- Man-made disasters such as fire, vehicular accidents resulting in serious physical injury, hostage situations, etc.
- Natural calamity resulting in permanent displacement from place of residence
- Pre-approved parental leave
Exceptions for Flexible Schedule
If team members are on a flexible schedule with their partner, the usual expectations on tardiness and abandoned shifts will not apply. However, they are still expected to meet the required 40 working hours per week.
Documentation and Notification
All point assignments will be documented and communicated to the team members. Each disciplinary action will include:
- The specific infraction and points assigned
- Current total point accumulation
- Required corrective action
- Timeline for expected improvement
- Consequences of further violations
Attendance Communication Requirements
All team members are expected to maintain professional and respectful communication across all channels, including but not limited to email, chat platforms, video conferences, and in-person interactions. Timely and appropriate communication is essential to our operations and client relationships.
Attendance Notification
- Team members may directly inform their respective partners, and submit time off request in Hubstaff at least 2 hours prior to their shift for any unplanned absences.
- For planned time off, request partner approval and file in Hubstaff 2-3 weeks in advance with the approval attached. See our helpful PTO Guidelines for more information.
Appeal Process
Team members have the right to appeal point assignments within three days by submitting a written appeal to their TM Relations representative. Appeals will be reviewed within five business days, and points may be adjusted based on valid mitigating circumstances.
For any questions or clarifications, please contact hrteam@extenteam.com