Employee Call-In Policy

EMPLOYEE CALL-IN POLICY

Employer Name:    Effective Date:

Purpose

This Employee Call-In Policy establishes the required process for notifying management when an employee will be absent or unable to report for a scheduled shift. The policy sets minimum notice requirements, acceptable methods of notification, documentation requirements for absences, and the progressive discipline steps for failure to comply. This policy is an administrative workplace rule and does not alter the at-will employment relationship.

Scope

This policy applies to all employees of the employer named above in all departments and classifications, including full-time, part-time, temporary, and seasonal employees.

Personal Information

Position Information

Employment History (Most Recent)

Dates Employed: From to

Dates Employed: From to

Education

References

Provide three professional references.

Call-In Procedures

Notification Deadline: Employees must notify their supervisor no later than prior to the start of the scheduled shift unless an emergency prevents advance notice. For unscheduled absences that begin during a shift, notification must be made as soon as practicable.

Acceptable Methods of Notification (select all that apply):
Phone call Voicemail to supervisor Text message Email

Required Information When Calling In: employee must provide the reason for absence, expected return date/time, and whether they are able to work remotely if applicable. If the employee is unavailable to speak directly, they must provide a message that includes these elements to the supervisor or designated contact.

Medical Documentation: For absences of consecutive workdays or when requested by management, a physician's note or other documentation verifying the need for absence must be provided within calendar days of the employee's return to work. Failure to provide required documentation may result in denial of paid leave and/or disciplinary action.

No-Call/No-Show: An unexcused failure to notify the employer of an absence prior to the start of the scheduled shift constitutes a no-call/no-show. No-call/no-show incidents are subject to progressive discipline as outlined below.

Progressive Discipline

The following progressive discipline steps may apply for violations of this policy. Management retains discretion to skip or repeat steps depending on the severity and frequency of the violation.

Maximum Allowed Incidents Before Termination:

Manager Responsibilities

Supervisors must: record each reported absence in payroll/timekeeping, make reasonable efforts to secure shift coverage, document any requests for medical documentation, follow the progressive discipline policy consistently, and maintain confidentiality of medical information in accordance with applicable law.

Exceptions and Reasonable Accommodation

The employer will consider requests for exceptions or reasonable accommodation for protected medical conditions or other protected reasons under applicable law. Employees requesting accommodation must notify Human Resources or their manager and provide appropriate documentation where required.

Recordkeeping and Confidentiality

Records of employee absences, medical documentation, and disciplinary actions relating to this policy will be maintained in the employee's personnel file in a secure and confidential manner consistent with applicable law.

Legal Disclosures

At-Will Employment: Employment with the employer is at-will. Nothing in this policy creates a contract of employment for any specific duration. Either the employee or the employer may terminate the employment relationship at any time, with or without cause or prior notice.

Equal Employment Opportunity: The employer provides equal employment opportunity to all employees and applicants without regard to protected characteristics. Decisions regarding discipline or accommodation will be made in accordance with applicable nondiscrimination laws.

Acknowledgement and Authorizations

I acknowledge that I have received, read, and understand the Employee Call-In Policy and that I am responsible for complying with its terms. I understand that failure to follow this policy may result in disciplinary action, up to and including termination of employment.

Authorization to Contact Previous Employers and Conduct Background Checks: By signing below, I authorize the employer to contact the references and previous employers listed in this form for purposes of verification, and to conduct background checks where permitted by law. I understand that any authorization to obtain reports may be subject to separate consent forms.

Applicant/Employee Certification

I certify that all information provided on this form is true and complete to the best of my knowledge. I understand that falsification or omission of material information may be grounds for disciplinary action, up to and including termination.

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