TW HR 235A Attendance Policy

• This policy is known as TW HR 235A Attendance Policy.
• It applies to the Choctaw Nation of Oklahoma - Tribal Wide.
• Effective date: 11/10/2023.

Purpose and Scope

• This policy establishes rules for holding associates accountable for attendance.
• It applies to all Choctaw Nation of Oklahoma (CNO) hourly non-exempt associates in various departments.
• Departments covered include Head Start, Child Care, Gaming, Hospitality, Travel Plaza, Country Marketplace, and Food and Beverage (F&B).
• It applies to hourly non-exempt associates stationed/officed at a casino location, regardless of division.

Exclusions

• Some associates comply with TW HR 235 Attendance Policy instead.
• Excluded are those working in Human Resources (HR) and Information Technology (IT).
• Back of House (BOH) associates, as designated and approved in writing by the associate's Senior Director, are also excluded.
• Written approval for BOH exclusion must be given to HR, the associate, and the associate's immediate supervisor.
• Exempt associates are excluded as well.
• Exempt associates work a regular schedule as determined by their area/division.
• Exempt associates call in following their department's procedures and are at their workstations on time.

Responsibilities

• Associates must comply with this policy and all other applicable Choctaw Nation policies, procedures, laws, and regulations.
• Observed instances of material noncompliance must be reported through proper channels.
• Violation of these responsibilities may result in disciplinary action, including potential termination and/or legal/criminal actions.

Records Management

• Records relevant to this policy are stored electronically or manually.
• They are available upon request to authorized individuals.

Compliance Requirements

• Associates must be at work on time every day they are scheduled, including during mandatory meetings/trainings.
• Regular attendance is essential for the business needs of the CNO and is a condition of employment.
• Paid and Unpaid Leave is requested and handled according to the TW HR 209 Paid and Unpaid Leave of Absence Policy and procedures.
• Associates must personally notify their supervisor/manager of unexpected absence or lateness (unless physically unable).
• Notification should occur as soon as possible, and no later than the start of their shift (or as required by their department).
• Failure to report to work and provide notice may result in being considered a No Call - No Show (NCNS).

Attendance Classification

• Supervisors/managers classify absences and tardies as No-Fault or At-Fault.
• No-Fault absences/tardies occur with pre-approved paid or unpaid leave or under policy-defined circumstances.
• At-Fault absences/tardies occur when an associate misses work for any other reason.
• TW HR 235AP Attendance Procedure provides further details.

Fraudulent Documentation

• Submitting fake, false, or altered documentation to support an attendance occurrence can lead to discipline and potential termination.
• TW HR 202 Associate Behavior and Conduct Policy contains further information.

Attendance Notification Process

• Supervisors/managers use a progressive Attendance Notification Process to address associate attendance.
• TW HR 235AP Attendance Procedure contains further information.
• Supervisors/managers must complete all steps of the Attendance Notification Process before terminating someone.
• At each step, the supervisor/manager ensures associates are aware of the provisions of this Attendance Policy.
• Awareness includes TW HR 206 Choctaw Family Medical Leave (CFML) Policy, and the TW HR 209 Paid and Unpaid Leave of Absence Policy.
• Supervisors/managers ensure the associate is aware of any attendance concerns.
• They notify the associate of policy violations and potential consequences.
• Supporting documentation for the notification must be provided.
• The associate gets an opportunity to justify attendance concerns and a reasonable timeframe (as per TW HR 235AP Attendance Procedure) to submit documentation.
• Discussion of the causes and possible solutions for attendance concerns occurs.
• Referral to the HR Department is possible to explore available assistance for addressing attendance concerns.
• Associates can also contact the HR Department themselves for assistance anytime.

Disciplinary Actions

• The Attendance Notification Process includes:
  • Verbal Warning
  • Written Warning
  • Final Warning (approved by supervisor and the supervisor's manager)
  • Termination (requests submitted by department management and reviewed by an HR Associate)
• Associates disputing employment actions by their manager can refer to TW HR 241 Employment Action Appeals Policy.

Attendance Notification Action Time Frame

• Four disciplinary actions must occur within a rolling 180-day period.
• All discipline actions for attendance are valid for 180 days and not considered for disciplinary purposes afterward.
• Attendance Notifications remain in the associate's permanent file and could impact the Annual Performance Review.
• Attendance Notification Action can be taken up to 14 days after the attendance incident.
• Extension is possible with extenuating circumstances and approval from the Regional Human Resources Manager (HRM).
• If a step in the Attendance Notification Process is out of the timeframe, the last valid step must be repeated to continue the process.

Attendance Notification Documentation

• Supervisors/managers must submit completed Attendance Notification Documentation to the HR Department.
• TW HR 235AP Attendance Procedure contains further information.

Reservation of Rights

• The Choctaw Nation of Oklahoma reserves the right to modify this policy at any time without prior notice.
• Nothing in this policy waives the sovereign rights, privileges, defenses, or remedies of the Choctaw Nation of Oklahoma.
• This extends to its elected or appointed officials, directors, officers, employees, or agents.

Definitions

• Back of House (BOH): An associate whose primary job duties are not Guest facing.

Related Documents, Forms, and Tools

• TW HR 202 Associate Behavior and Conduct Policy
• TW HR 206 Choctaw Family Medical Leave (CFML) Policy
• TW HR 209 Paid and Unpaid Leave of Absence Policy
• TW HR 235 Attendance Policy
• TW HR 235AF Attendance Points Meeting Form
• TW HR 235AG Attendance Pattern Guidance
• TW HR 235AP Attendance Procedure

Approval and Review Details

• Approval Authority: Policy Oversight Committee
• Administrator: Department of Internal Policy
• Next Review Date: 09/26/2025

Choctaw Nation's attendance policy (TW HR 235A) holds associates accountable for attendance. This policy applies to hourly non-exempt associates in departments such as Head Start, Child Care, Gaming, and Hospitality. Some associates and BOH are excluded.