METRO DUMAGUETE COLLEGE

PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

CHANGE HISTORY

Revision
Date Section Details Modifier
No.
YR Emperado / HR
04/25/2019 00 Origination
Officer
Official Work Hours instead of YR Emperado / HR
05/06/2019 001 Policy Overview 8:30am to 5:00pm changed Officer & Alwina De
to 8:00am to 5:00pm Mira / EVP
Schedule of Penalties YR Emperado / HR
Prescriptive Period changed
05/06/2019 001 C. Absences/Sick Officer & Alwina De
from 10 months to 5 months
Leave/AWOL Mira / EVP

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

Table of Contents

Page Cover …………………………………………………………………………………………………………………… 1

Table of Contents …………………………………………………………………………………………………………..2
Definition of Terms ……………………………………………………………………………………………………….. 3
Policy Overview ……………………………………………………………………………………………………………. 6
Policy Coverage ……………………………………………………………………………………………………………. 7
Policy Guidelines
Time In / Time Out ……………………………………………………………………………………………. 7
Tardiness …………………………………………………………………………………………………………. 7
Absences …………………………………………………………………………………………………………. 7
Sick Leave ……………………………………………………………………………………………………….. 9
AWOL ……………………………………………………………………….…………………………………….. 10
Abandonment of Work ………………………….……………………………………………………….…. 10
Schedule of Penalties
Time In / Time Out …………………………………………………………………………………………. 11
Tardiness ……………………………………………………………………………………………………….. 11
Absence/AWOL/Abandonment of Work …………………………………………………………….. 12
Administration …………………………………………………………………………………………………………… 13
Receipt of Attendance and Punctuality Policy ………………………………………………………………… 14
Approvals ………………………………………………………………………………………………………………….. 14

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

I. DEFINITION OF TERMS

For the brevity and application of this policy, School refers to

School
Metro Dumaguete College, Inc. (MDCI)

HRDD Human Resource & Development Department

Next of Kin Relatives, by consanguinity or affinity up to the 2nd degree

Failure to report for work at the start of a designated work

Tardy(iness)
schedule.

The members of the Management Committee (MANCOM) which

consists of the President, Executive Vice President, Vice President
for Admin, Vice President for Academic Affairs, Vice President for
Finance, Department Heads (Tech-Voc, Senior High School
Honorary Time
Principal and HRDD Head).

Their work schedule does not follow the official 8:00am to

5:00pm however, they are on call 24/7.

Failure to render complete designated working hours in one (1)

Undertime
day, e.g. less than eight (8) hours in one (1) day

Missing 50% designated working hours in a scheduled work day.

Half Day *Half Day is accommodated on departmental needs with approval

of department head/s.

Absence Failure to report for work on a designated work day schedule.

An emergency is a situation that poses immediate threat to

human life or serious damage to property. Such occurrence
cannot be foreseen and requires immediate remedy.
Emergency(ies)
E.g.
Life threatening or death situations involving the employee or:
* His/her immediate family member (1st degree)

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

- E.g. Parent, Spouse, Children

* Extending only up to parents-in-law, for married employees
* Grandparents and siblings (2nd degree)
* Adoptive Parents
* Adopted Children

A certificate from a Doctor stating that an employee is, or has

Medical Certificate
been, unfit for work as validated by the School Physician.

A document issued by your family or attending physician and/or

hospital indicating that the patient/employee is out of illness and
is ready to resume work.
Fit to Work Certificate
Other valid documents as proof of fit to work.

In accordance with the procedures of this code, the following

types of disciplinary actions may be imposed upon employees
found to be in violation thereof.

Types of Disciplinary Actions

C Counselling or Oral Reprimand

Disciplinary Actions FW First Written Warning

FWW First Written Warning

S Suspension

WD Warning to Dismissal

D Dismissal

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

These are absences with official notification to their immediate

superior (E.g. SHS Principal for SHS Faculty or respective Dean
for college faculty) and (or) HRDDD at least two (2) hour before
their work schedule and submitted a valid document to validate
their absence upon reporting back to work as approved by the
Excused Absence
immediate superior. However, in cases of emergency situations,
notification must be given by the employee or his/her next of kin
within 48 hours from the first day of absence.

This would include absences authorized by the School.

An absence where no notification is made at least two (2) hours

before their work schedule and which is not approved by the
Unexcused /
immediate superior and HRDD.
Unauthorized Absence
This would include unauthorized / unexcused absences due to
disapproved leaves.

Unauthorized, unexcused or excused absences from work which

extends fifteen (15) days within a five (5) month cycle. Provided
that the excused absences must be due to simple illnesses which
Excessive Absenteeism does not need hospital admission such as but not limited to the
following:
a. Migraine or simple case of headache
b. Fever with cough and colds or Flu
c. LBM

Absence for three (3) consecutive scheduled work days without

AWOL (Absence Without
notification and official permission or approval from immediate
Official Leave)
superior but without intending to desert.

The employee must have failed to report for work or must have
been absent without valid or justifiable reason with the clear
Abandonment of Work intention on the part of the employee to give up or discontinue
any further interest in his/her work which is manifested by some
overt act.

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

Accumulated tardiness of eight (8) hours or 480 minutes within a

Excessive Tardiness five (5) month cycle.

Notice to Explain A notice issued to employee asking for formal explanation.

II. POLICY OVERVIEW

Regular and consistent attendance and punctuality are essential elements of job
performance. For MDC non-teaching staff, official work hours is from 8:00am to 5:00pm. This is
already including the one (1) hour lunch break. For the teaching staff, official work hours may
vary due to their class schedule.

An absence is defined as the failure of employees to report from the assigned work
schedule. Unscheduled unavailability for work in any form is costly, disrupts work schedules,
imposes added work on others, negatively affects morale of the employees who are available
and timely and will not be tolerated. Disciplinary action resulting from attendance issues is
typically based on the pattern of absences and the number of absences that are unscheduled
within a defined timeframe.

An employee whose attendance record shows an unacceptable pattern of attendance

will be notified of the problem as soon as possible following its discovery. The fact that the
employee may have accumulated time will not serve to diminish the severity of the problem nor
the remedial actions taken by management. Excessive unscheduled absences may have an
impact on the employee’s salary, request for transfer or promotion, and/or continued
employment.

Members of Management Committee (MANCOMM) are not required to time in or time

out using the Bundy clock. They may or may not use the Bundy clock. Their work schedule does
not follow the official 8:00am to 5:00pm however, they are on call 24/7. They are on what is
called Honorary Time. Due to business exigencies, they may be called to report for work during
holidays, on weekends and even while they’re on approved leaves. Their productivity is
measured through their output in terms of reports, school policies and processes formulated,
etc.

To a regulated extent, each department may establish parameters for acceptable and
unacceptable availability for work depending on the exigencies of the operations for their
particular department. Department rules will address proper reporting of an unscheduled

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

absence or tardy, early departure and similar unavailability. Likewise, each employee is
expected to report a period of absence prior to the start of his or her work schedule to his or
her immediate superior. Failure to report an absence may result to a disciplinary action. In all
instances, special considerations will be made for medical situations that qualify for emergency
leave or sick leave or personal leave.

III. POLICY COVERAGE

This policy covers all MDC employees both teaching and non-teaching staff.

IV. POLICY GUIDELINES

A. TIME IN / TIME OUT

1. Every employee must adhere to the procedures set in the guidelines of this policy. A
maximum of two (2) failure to time in or time out in the Bundy clock regardless of
the reason (exceptions are for cases of defective or faulty Bundy clock which must
be reported immediately to Payroll) shall be considered as a violation of the
Attendance and Punctuality Policy. Please see Table A for the schedule of penalties.

B. TARDINESS

1. Every employee shall follow the official time of reporting in for work. An employee
arriving at his workplace on a regular work day later than the official time for his/her
work schedule shall be considered tardy for that day.

2. Tardiness for several times, or an accumulated tardiness of eight (8) hours or four
hundred eighty (480) minutes, whichever comes first, within a five (5) month cycle
shall constitute excessive tardiness and shall be considered as a single and separate
violation.

3. Thirty (30) minutes late unless with prior approval shall not be accommodated and
will be considered as absence.

C. ABSENCES

1. An employee is considered absent if he or she is not present for work as scheduled,

regardless of cause.

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

2. Employees will not be allowed to apply paid absence benefit (e.g. VL/SL/SIL) to
unexcused absences. Department Heads are advised to communicate to employees
the guidelines which indicate both the needs of the department and the importance
of timely and regular attendance and define excessive absenteeism and tardiness.

3. Probationary employees who will incur unauthorized/unexcused absences will be

subject to the schedule of penalties as stated below and all absences related hereto
shall form part of the basis for his/her regularization.

4. An employee who is absent from work because of compelling and/or emergency

reason/s shall notify his/her supervisor of his/her absence and of the reason/s at
least one (1) hour before his/her work schedule except in cases when this is not
possible, in which case he/she shall, at the earliest possible time or within 48 hours
from returning back to work, to notify his/her supervisor of his/her whereabouts and
of the reasons for his/her absence as well as his/her failure to comply with the
required notification before his/her work schedule. Otherwise, this shall be
considered as an unexcused and unauthorized absence. In extreme medical cases
when it is physically impossible for the employee to make the notification,
notification by the next of kin shall be permitted, provided there is a certification
from the attending physician of the physical condition of the patient at the time of
notification.

5. Proper notification means that the employee will call his/her immediate superior or
HR Officer or any member of Management. It is not sufficient to call in and leave a
message with a co-worker or anyone who is not in a supervisory position.

6. For all employees who is a head of a department, proper notification to their

immediate superior or anyone who has higher authority or the HRDD Head is a
must. It is not sufficient to call and leave a message with a co-worker or anyone
who is handling the same position as they are.

7. All department heads shall make themselves available for cases such as these, so
there should be no reason to worry that there is no appropriate person to handle the
employee’s call.

8. All Department Heads have the option to consider an absence

unauthorized/unexcused despite the employee’s notification and reason in the event
of established patterned absenteeism, proof/reports that may prove the reason
invalid, among others.

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

9. Unauthorized and unexcused absence from work for one (1) day shall be considered
as a simple case of absence. In cases where the unauthorized and unexcused
absence from work extends for three (3) or more consecutive days in one payroll
cut-off, then the employee shall be considered as on AWOL.

10. Any employee found to be falsifying his/her leave upon filing i.e. Sick leave filed
should have been vacation leave shall be meted the maximum penalty of dismissal,
since it falls under the Dishonesty heading.

11. The immediate superior shall exert effort to contact his or her subordinate in case
where the latter have already been on AWOL for 3 consecutive days.

D. SICK LEAVE

The following acts shall constitute violation of this section:

1. Going on sick leave, including house confinement, under the following cases:

 Failing to notify his/her immediate superior of his/her absence, at least one

(1) hour before the start of his/her work schedule.

 Failure to notify his/her immediate superior of his/her absence to the time of

illness and/or the type of illness within the required period of time as stated
in the guidelines for absences, the employee through his/her authorized
representative, fails to present the required medical certificate from his/her
personal attending physician to either his/her immediate superior or to any
HR personnel, within 48-hour period from the first day of the employee’s
absence.

2. Going on an extended leave due to illness without appropriate advice or any valid or
acceptable reason.

3. Even after being advised by the authorized School Physician to have himself/herself
checked, the employee fails to comply and/or refused to comply without a valid
and/or acceptable reason; meanwhile continues to be on sick leave.

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

4. After informing his/her immediate superior of his/her house confinement (absence)

due to illness, the employee, upon confirmation of an authorized School
representative, was found to have lied.

E. Absence without Official Leave (AWOL)

1. Absence for three (3) consecutive days from one’s post or duty without official
permission but without intending to desert.
2. This shall also apply to situations in which an employee fails to provide timely notice
of illness or accidental injury after more than three (3) days of absence.

3. Superiors have the discretion to excuse an AWOL if documentation of an emergency

is presented which excuses the employee for failing to make a call.

F. ABANDONMENT OF WORK

1. Abandonment of work would happen when an employee who have failed to report
for work or have been absent without valid or justifiable reason with the clear
intention on the part of the employee to give up or discontinue any further interest
in his/her work which is manifested by some overt act.

2. In case of absences with notification due to sickness or other related exigencies,

documents to prove validity of absence is required to be submitted on the 4 th day of
absence. Failure to comply would automatically constitute abandonment of work.

3. The immediate superior of the employee shall be responsible of reporting the case to
HRD Department / MANCOMM for proper issuance of Back to Work notice. Notice
will be sent via personal delivery or registered mail. If no response is received from
the employee indicating the reason for his absence and the intent to return back to
work within forty eight (48) hours from the receipt of the said notice, official
termination will ensue.

4. Proper notifications and procedures according to Philippine Laws should be made

before an employee is considered to have abandoned his/her work.

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

SCHEDULE OF PENALTIES

A. TIME IN / TIME OUT

Violations Within a 5-Month Period

Rules on Time In / Time Out First Second Third Fourth
Policy:
i. Failure to Time In / Time Counselling First Written Second Written 1 Day
Out (more than twice in a and Verbal Warning Warning Suspension
month) Warning

B. TARDINESS

Violations Within a 5-Month Period

Rules on First Second Third Fourth Fifth Sixth
Tardiness:
h. Counselling First Written Final Written 1 Day 3 Days 5 Days
Tardiness and Verbal Warning Warning Suspension Suspension Suspension
Warning

Seventh Eighth Ninth

7 Days 15 Days Suspension with Dismissal
Suspension Warning to Dismissal

Rules on First Second Third Fourth

Excessive
Tardiness
i. Excessive 3 Days 5 Days 7 Days Suspension Dismissal
Tardiness Suspension Suspension with Warning to
Dismissal

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

C. ABSENCES / SICK LEAVE / AWOL

Violations Within a 5-Month Period

Rule on Absences: First Second Third Fourth Fifth Sixth
a. Unauthorized and Counselling First and 1 Day 3 Days 7 Days Dismissal
unexcused Absences with Verbal Final Suspension Suspension Suspension
from work (Simple case Warning Written with Written
of absence) Warning Warning to
Dismissal

b. 2 Consecutive 1 Day 3 Days 5 Days Suspension Dismissal

unauthorized / Suspension Suspension with Warning to
unexcused absences Dismissal
c. 3 Consecutive 3 Days 5 Days 7 Days Suspension Dismissal
unauthorized / Suspension Suspension with Warning to
unexcused absences Dismissal
d. 4 Consecutive 5 Days Suspension 7 Days Suspension with Dismissal
unauthorized / Warning to Dismissal
unexcused absences
e. 5 Consecutive 7 Days Suspension with Warning to Dismissal
unauthorized / Dismissal
unexcused absences
f. 6 Consecutive unauthorized / unexcused Dismissal
absences
g. Excessive Absences Dismissal
h. Abandonment of Work Dismissal
i. Falsification of Leave Dismissal

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

D. ADMINISTRATION

1. All incoming employees shall be oriented of this policy during their onboarding.

2. Disciplinary Management is primarily a line management function. As such, Department

Heads are responsible for making this policy known to the employees in their respective
department and taking corrective action steps in a time manner in accordance with the
policy guidelines.

3. Failure to implement this policy shall be construed as a violation of the Company Code
of Conduct and Discipline section on Neglect of Duty of a Managerial Employee or
Superior.

4. The Department Heads and the Human Resource Department will be responsible in
ensuring that any violations of this policy will be subjected to the appropriate disciplinary
action.

5. The penalties for the offenses stated herein shall have a 5-month limitation period. An
occurrence of the same violation after this period shall be considered as a first offense.

6. No internal rules on attendance that are more stringent than this policy can be
implemented by any department. However, due to business needs and circumstances
which requires manpower in order to avoid or prevent school losses, special
memorandum may be issued by the HR Officer or the President superseding this Policy.

7. HRDD will assure acknowledgement of this policy from each employee.

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 METRO DUMAGUETE COLLEGE
PROCEDURE MANUAL
ATTENDANCE AND PUNCTUALITY POLICY
Document Approver Executive Vice President Version No. 01
Security Level Open Effective Date June 1, 2019
Human Resource &
Document No. HRDD-2019-002 Process Owner
Development Department

E. RECEIPT OF ATTENDANCE AND PUNCTUALITY POLICY

I hereby certify that I have read and understood the Attendance and Punctuality Policy; that
this has been thoroughly explained to me; and that I have received a copy of this Attendance
and Punctuality Policy by Electronic File ( ) Hard Copy ( ).

CONFORME:

_________________________________
Employee’s Signature over Printed Name

_________________________________
Date

APPROVALS

Prepared By:

Name Signature Date

Ysabelita Rotea – Emperado
Human Resource Officer

Reviewed and Approved By:

Name Signature Date

Dr. Alwina P. De Mira
Executive Vice President & COO

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