A Practical Approach to Absenteeism

Michigan Association of School Personnel Administrators

December 2, 2009

A Practical Approach to AbsenteeismTypical Reasons for Absences

Personal Illness

(possible FMLA, ADA, Worker’s Compensation compliance)

Family Illness(possible FMLA compliance)

School Business Personal Leave

A Practical Approach to AbsenteeismThe cost of absenteeism: $755 per employee per year*

Measurable costs: Salary and benefits during paid leave Benefit costs during unpaid FMLA leave Substitute costs associated with many education related

positions Administration of absences and record keeping

* Source: CCH, Inc. Rosewood, Illinois

A Practical Approach to Absenteeism Individual Costs of Behavioral Risk Factors

Smoking $980 Obesity $401 Heavy Drinking $389 High Cholesterol $370 High blood Pressure $343 Not Using Seat Belts $272

A Practical Approach to Absenteeism Plus costs that cannot be easily measured

Inefficiency/ineffectiveness of replacement employees

Effect on student learning Impact on parent / community satisfaction Impact on co-worker morale “Presenteeism”

Estimated $2.30 of lost productivity for every $1 spent on medical care and pharmaceuticals*

* Journal of Occupational and Environmental Medicine, May 2009

A Practical Approach to AbsenteeismBeing felt everywhere:

“Management has decided to focus on what they are calling “absenteeism” at (employer). Particular areas of concern for management are the use, and suspected abuse, of sick time, and, as they put it, the ‘culture’ of leave time that exists here at (employer). Notations of (attendance) statistics are appearing in annual evaluations. Association leadership has reminded members not to provide management with ammunition to use against them. Management tends to paint us all with the same broad brush.” Sue Silvernail, President of SSA

Source: Services Staff Association President’s Report 2009

A Practical Approach to Absenteeism How might teacher absences effect student

achievement?1. Instructional intensity may be radically reduced when a regularly

assigned teacher is absent.

2. The disruption of the regular routines and procedures of the classroom are of concern, when substitutes are present.

3. There is lack of meaningful relationship with a substitute.

4. Substitutes lack detailed knowledge of students’ skill level making it difficult for them to provide differentiated instruction.

5. Teacher absences not only impact negatively on the students he or she directly works with, but also on students taught by the teacher’s colleagues. (lack of collaboration and PSD)*

* Raegan T. Miller, Harvard University, August 2007

A Practical Approach to AbsenteeismHarvard study shows: The impact on student learning is statistically

significant, enough to affect AYP (3.3% difference in standardized tests).

The impact is magnified in urban settings due to lack of home reinforcement for learning.

The impact is greater on math than other subjects due to interruption in sequential learning.

A Practical Approach to Absenteeism Research shows that a significant number of

absences are discretionary The highest number of teacher absences are on

Friday (6.6 %) and Monday (5.7%)* The percent of absences attributed to personal

necessity that occurred on a day adjacent to a non-instructional day (64.3%) was considerably higher than the 45.7% adjacent to instructional days.*

Teachers view absences as an entitlement.*Reagan T. Miller, Harvard University, August 2007

A Practical Approach to Absenteeism Laws regarding employee absenteeism

FMLA Employers may not use FMLA covered leave as a

negative factor in making employment decisions (discipline, etc.)

Should run concurrently with district leave Americans With Disabilities Act as amended

Includes working as a major life activity Burden is on the employer to establish a legitimate non-

discriminatory business reason in support of discipline or discharge

Workers Compensation

A Practical Approach to Absenteeism Your CBA and absenteeism

“Mind the store” Allowable purposes for paid leave and unpaid leave Allowable amount of leave Require formal record keeping Insist on appropriate verification Track number of absences

A Practical Approach to Absenteeism Examples of CBA language

“Abuse of leaves will be grounds for disciplinary action including loss of pay, suspension or dismissal.”

“Sick leave will not be used for routine doctor and dental appointments.”

“If abuse of leave is suspected, a doctor note may be required.”

“If it is believed by the District, that any teacher has abused any portion of the leave policy, the district may require the teacher to submit to a physical or mental examination.”

A Practical Approach to AbsenteeismAt your table share examples of some

language from your contract:

- that allows you to effectively deal with attendance issues

or

- needs to be revised for that purpose.

A Practical Approach to Absenteeism Progressive steps of discipline

Actions taken for sound, reasonable, well-documented reasons with proper notice and appropriate demeanor Establish a process for dealing with

attendance issues Establish just cause Progressive steps

Follow you process promptly and in writing

A Practical Approach to Absenteeism Your CBA and absenteeism

Evaluation Make all employees aware that attendance will be a part

of the evaluation process Require Principals and Supervisors to use data on

attendance (exclude FMLA covered) Note objectively the effects of poor attendance

A Practical Approach to Absenteeism Strategies which may improve employee

attendance Data

Gross numbers Percentages Costs Use data in bargaining Incentives Take notice and share

A Practical Approach to Absenteeism Strategies that may help Understanding and communicating the problem

Record keeping Accurate Agile Analyzable

Providing data to stakeholders See examples

A Practical Approach to AbsenteeismTracking absence data Weekly attendance report: - Each building administrator - Board packet - Shows weekly monthly, and yearly totals - Allows examination of particular days of concern, buildings, etc. - Graphs and charts

A Practical Approach to Absenteeism

A Practical Approach to AbsenteeismAESOP Data

A Practical Approach to Absenteeism Holding Principals and Supervisors

Accountable One New York school district reduced teacher

absences by 55% when they required Principals to “closely monitor and immediately discuss inconsistent attendance with individual teachers”.

Require employees to call directly to their supervisor in addition to calling an automated system.

A Practical Approach to Absenteeism Setting expectations

Cultural norms of the building should ensure that employees all know that attendance is costly both financially and to student achievement

Employees know that attendance is tracked Employees know that attendance is a part of the

evaluation process. Work Habits Training Courses

Attendance Team membership

A Practical Approach to Absenteeism

Asking the right questions What patterns emerge? (Friday?) Are absences connected to holidays or other non-

instructional days? Are employees returning soon enough to avoid your

medical verification requirement? Should you require a second opinion early for “chronic

condition”? Do you keep the FMLA meter running on intermittent

leaves? Do you strictly enforce the two-day requirement that the

employee notify the employer that an absence was for FMLA purposes?

A Practical Approach to Absenteeism Attendance incentives

Carry over of unused sick days (place a cap on number)

Elimination of Leave Banks Financial incentives have shown mixed results -

research shows that short term rewards may work better than long term rewards.

A Practical Approach to Absenteeism Place restrictions on the use of “Personal

Days” Don’t allow additional “unpaid days” Make sure CBA has specific and favorable

language on allowable use of Personal Days.

A Practical Approach to Absenteeism Other strategies that may improve employee

attendance Encourage good health Wellness Programs and EAPs*

70% of health care costs are related to lifestyle behaviors

Reno, NV Cost of program included in employee contribution Lower contribution by those participating in wellness

activities

*Source: ASCD Coordinated Health, Winter 2004

A Practical Approach to Absenteeism In summary-

We have a high degree of accountability for: Student achievement Fiscal responsibility

Therefore, employee attendance is an issue we cannot afford to ignore.

Thank you.

Carol Minnaar, Holland Public Schools

Rich Zuker, Grand Rapids Public Schools