Administrative Procedure 430: Employee Attendance Support Program

Ontario Occupational Health and Safety Act; Workplace Safety and Insurance Act; Ontario Human Rights Code; Ontario Employment Standards Act; Municipal Freedom of Information and Protection of Privacy Act; PPM 171 Attendance Support Programs (ASP)

Administrative Procedure (AP) 402 Attendance Reporting (Staff); AP403 Confidentiality of Medical Records; AP406 Progressive Discipline – Staff; AP416 Workplace Accommodation (Staff)

 

1.0 Purpose
The Attendance Support Program (ASP) provides non-disciplinary and supportive assistance to employees to promote employee well-being and consistent employee attendance at work. Regular attendance at work contributes to a safe, stable working and learning environment for staff and students and ultimately supports student achievement.

When an employee’s non-culpable absences exceed the established absence threshold, the procedures detailed below will apply.

If a disability requiring support or accommodation is identified during participation in the ASP, the employee will be supported in accordance with AP 416 Workplace Accommodation (Staff).

2.0 Scope
All employees of the Avon Maitland District School Board who experience non-culpable absenteeism are eligible for participation in the Attendance Support Program (ASP).

3.1 Absence Threshold: The established number of days absent within a rolling twelve (12) month period which initiates participation in the ASP.

3.2 Culpable Absences: Absences within the employee’s control, such as failure to attend work without notifying the employer and inappropriate use of sick leave. These absences are not supported through the ASP and will be subject to disciplinary action in accordance with AP 406 Progressive Discipline - Staff.

3.3 Non-culpable Absences: Absences due to circumstances beyond the employee’s control, such as personal illness, personal injury, and personal medical appointments unrelated to work. These absences are supported through the ASP.

3.4 Other Absences: Absences which are approved in accordance with a Collective Agreement, Terms and Conditions of Employment or the Ontario Employment Standards Act (ESA) (e.g. Special Leave, Vacation, Bereavement Leave, Statutory Leave). These absences are not included in the ASP and do not affect an employee’s attendance record.

3.5 Disability: The term covers a broad range and degree of conditions, including both visible and non-visible. A disability may have been present at birth, caused by an accident, or developed over time.

3.6 Observation Period: A period of ninety (90) working days whereby the employee’s attendance goal established at a specific level is monitored by the Health and Wellness Officer.

3.7 Review Period: A rolling twelve (12) month period whereby an employee’s absences are monitored by the Health and Wellness Officer. An employee enters a review period when their attendance goal has been met within an applicable coaching level. Employees who do not exceed the absence threshold in the review period will exit from the Attendance Support Program.

4.1 The absence threshold will be reviewed at least every two (2) years by the board. Employees will be notified of a change in the threshold.

4.2 When an employee’s non-culpable absences exceed the established threshold within a rolling twelve (12) month period, participation in the ASP will be initiated.

5.1 Employee Responsibilities:

5.1.1 Maintain regular attendance at work;
5.1.2 Participate in all levels of the Attendance Support Program;
5.1.3 Advise the Health and Wellness Officer, if they wish to waive union/association representation during ASP meetings; and
5.1.4 Provide appropriate documentation, when requested, during any level of the ASP in accordance with Administrative Procedure 402 Attendance Reporting (Staff) or AP 416 Workplace Accommodation (Staff).

5.2 Principal/Supervisor Responsibilities:

5.2.1 Communicate attendance expectations to all employees and provide an overview of AP 430 Attendance Support Program to staff on an annual basis;
5.2.2 Review absence reports for employees when received from Human Resources Services (HRS) and contact HRS if errors are identified;
5.2.3 Advise employees of available resources (e.g. Employee Assistance Program (EAP); and
5.2.4 Participate in all meetings as outlined in the Attendance Support Procedures and provide input into the development of individualized attendance goals for each employee participating in the ASP.

5.3 Health and Wellness Officer Responsibilities:

5.3.1 Monitor employee attendance and consistently initiate participation in the ASP for employees that reach the absence threshold;
5.3.2 Support principals/supervisors in addressing employee absences;
5.3.3 Serve as a resource to employees and principals/supervisors;
5.3.4 Advise employees of available resources (e.g. Employee Assistance Program (EAP);

5.3.5 Provide assistance on the development of individualized attendance goals at each coaching level, taking into consideration all individual circumstances identified;
5.3.6 Prepare and distribute written correspondence following each coaching level meeting, with copies to the employee, principal/supervisor and union/association representative (if applicable);
5.3.7 In consultation with the Superintendent of Education (Human Resource Services), School Superintendent, and principal/supervisor, review the individual circumstances of those employees who have not met attendance goals following the completion of all four coaching levels to determine ongoing employability.

5.4 Superintendent of Education (Human Resource Services) Responsibilities:

5.4.1 Review the absence threshold and communicate a change in the threshold to employees;
5.4.2 Overall accountability to promote, implement, and ensure this administrative procedure is adhered to by principals/supervisors, employees and individuals within the workplace;
5.4.3 Authority to delegate specific responsibilities identified within the Administrative Procedure to appropriate staff members in the HRS department. Such delegation shall be made in alignment with organizational protocols and shall ensure continuity of leadership, decision-making, and operational effectiveness.

 

6.1 The Health and Wellness Officer, with consideration for individual circumstances, shall ensure that entry into any level of the Attendance Support Program is applied consistently to all employees.

6.2 Coaching level 1, 2 and 3 meetings will occur during regular working hours at the employee’s worksite, where possible, but may occur at the Education Centre (Seaforth). Level 4 meetings will occur at the Education Centre (Seaforth).

6.3 The attendance support process includes five distinct components: Preliminary Level; Coaching Level 1; Coaching Level 2; Coaching Level 3 and Level 4.

6.4 Preliminary Level: When an employee's non-culpable absences exceed the threshold, the employee will receive a letter from Human Resources Services (HRS) advising that they are in the preliminary level of the Attendance Support Program. A report identifying the absences will be included with the letter. The employee’s supervisor and union/association representative (if applicable), will be copied on the letter and the report. If there is an error identified on the report, the employee shall discuss the error with their supervisor and the supervisor shall contact HRS to determine if corrections are deemed appropriate.

6.4.1 The preliminary letter will advise the employee of the opportunity to contact the Health and Wellness Officer, if their absences are related to a disability. Medical documentation will be requested and, if deemed appropriate, the employee will be supported in accordance with AP 416 Workplace Accommodation (Staff).
6.4.2 The preliminary letter will advise the employee of an attendance goal of no more than three (3) non-culpable absences within the observation period.

6.4.3 If the employee meets the attendance goal, they will enter the review period. If the employee is unable to meet the attendance goal and the employee is not being supported in accordance with AP 416 Workplace Accommodation (Staff), the employee may be invited to a Coaching Level 1 meeting.

6.5 Coaching Level 1 consists of a meeting that includes the employee, principal/supervisor, Health and Wellness Officer, and union/association representative (if applicable). The purpose of this meeting is to continue to offer support, to advise the employee that they will begin Level 1 Coaching and to set attendance goals with the employee that will apply during the observation period. If the employee meets their attendance goal, they will enter the review period. If the employee is unable to meet their attendance goal, they may be invited to a Coaching Level 2 meeting.

6.6 Coaching Level 2 consists of a meeting that includes the employee, principal/supervisor, Health and Wellness Officer, and union/association representative (if applicable). The employee may enter into Level 2 when they have been unable to meet the attendance goal established in Level 1, or when the threshold is exceeded during the review period. Attendance goals, set with the employee, will apply during the observation period. If the employee meets their attendance goal, they will enter the review period. If the employee is unable to meet their attendance goal, they may be invited to a Coaching Level 3 meeting.

6.7 Coaching Level 3 consists of a meeting that includes the employee, principal/supervisor, Health and Wellness Officer, and union/association representative (if applicable). The employee may enter into Level 3, when they have been unable to meet the attendance goals established in Level 2 or when the threshold is exceeded during the review period. Attendance goals, set with the employee, will apply during the observation period. The employee will be advised that failure to meet the attendance goals set in Coaching Level 3 may result in termination of employment. If the employee meets their attendance goal, they will enter the review period. If the employee is unable to meet their attendance goal, they may be invited to a Level 4 meeting.

6.8 Level 4 consists of a meeting that includes the employee, principal/supervisor, Health and Wellness Officer, Superintendent of Education (Human Resources Services) or designate, union/association representative (if applicable), and School Superintendent, if available. The employee may enter into Level 4 if they have been unable to meet the attendance goals established in Level 3, or when the threshold is exceeded during the review period.

Where the employee progresses to a process review and the board determines that:

 

7.0 Dispute Resolution
Any disputes related to the Attendance Support Program will be addressed in accordance with the applicable processes prescribed by the Collective Agreement and/or the Ontario Human Rights Commission, as appropriate.

 

Revised November 2025