December 15, 2011
September 4, 2015
Clinical Nutrition Services
Guidelines for Sick Days
This policy provides guidelines to the Clinical Nutrition staff for calling in sick.
This policy applies to all employees of Clinical Nutrition Services and establishes a process for
sick call and prohibits excessive absenteeism and sick leave abuse. Employees are expected to
report for work as scheduled and notify the designated departmental representative in a timely
manner whenever they are unable to do so. Managers should provide a copy of this policy to
new employees at the time of hire. Employees are responsible for reading and adhering to this
policy. If an employee does not understand any part of this policy, questions to clarify an
understanding should be addressed to the department manager or to an Employee and Labor
Relations Consultant (ELRC) in the Human Resources (HR) Department. This policy will be
applied equitably and in conjunction with UWHC Work Rules. See Hospital Administrative Policy
9.04, Work Rules: UWHC Authority.
A. Notification of Absence:
1. Employees must contact the Clinical Nutrition Services at (608) 263-8230 and call
or email their manager or director within a reasonable time prior to the start of
their work shift to report an unscheduled absence, and if known, state the
probable duration of the absence.
2. The department manager or director will designate the appropriate person(s) to
contact if there is a sick call and will define what is considered to be reasonable
notice for its operational needs. This information will then be communicated in
writing to the employees within the department.
3. During unscheduled absences, an employee will call in each day he/she is absent,
unless the employee's supervisor has instructed otherwise.
4. An employee's failure to comply with notification standards may result in the
application of progressive discipline.
1. It will be the responsibility of each designated departmental representative to
monitor the attendance record of each employee and to determine through a
review process whether excessive absenteeism or sick leave abuse exists. A
review of an employee's attendance may be initiated periodically, as a result of
the employee's discipline or potential for discipline for non-attendance issues, or
if any of the following circumstances exist:
a. Three (3) unscheduled absences of any length in any rolling 12 week
period, including absences for reasons of illness or personal business. A
new 12- week period begins after the most recent unscheduled absences
for which an employee has been disciplined. Except for good cause,
consecutive unscheduled absences for the same underlying illness/cause
should be treated as a single absence.
b. Any "0" sick leave balance,
c. The use of unscheduled leave under false pretenses,
d. A pattern of unscheduled absence in conjunction with:
i. Scheduled days off,
ii. Legal holidays,
iv. Same days of the week,
e. Unscheduled absences:
i. Immediately following discipline
ii. After working overtime,
iii. After having a leave request denied,
iv. Under any other suspicious circumstance as determined by a
1. An employee with an extensive and/or frequent attendance problem may be
disciplined for excessive absenteeism regardless of whether the employee has
provided medical excuses covering particular absences.
2. Absences covered under the FMLA or Worker's Compensation shall not be used
as a basis for discipline nor shall they be used as a basis for adverse scores or
comments in a performance evaluation.
3. Consultation with an ELRC in the Human Resources Department is required
before suspending or terminating an employee for a violation of this policy or
any work rule relating to attendance.
This Policy creates no rights, contractual or otherwise. Statements of policy obtained herein are
not made for the purpose of inducing any person to become or remain an employee of UWHC,
and should not be considered "promises" or as granting "property" rights. UWHC may add to,
subtract from and/or modify this Policy at any time. Nothing contained in this Policy impairs the
right of a non-represented employee or UWHC to terminate the employment relationship at-
will. For represented employees, who are not at-will employees, this policy does not supersede,
limit nor grant any rights beyond those provided by the applicable collective bargaining
Hospital Administrative Policy 9.04, Work Rules: UWHC Authority
Hospital Administrative Policy 9.15, Employee Assistance Program
Hospital Administrative Policy 9.40, Leave of Absence, excluding Sick, Family and Medical
Hospital Administrative Policy 9.72, Sick, Family and Medical Leaves of Absence
Director, Culinary and Clinical Nutrition Services
Associate Chief Nursing Officer and VP Development, Nursing & Patient Care Services