Choctaw Nation of Oklahoma - HR Attendance Policy PDF

# TW HR 235A Attendance Policy Choctaw Nation of Oklahoma - Tribal Wide ## 1. PURPOSE 1.1 The purpose of this policy is to establish rules for holding associates accountable for their attendance. ## 2. SCOPE 2.1 This policy applies to all Choctaw Nation of Oklahoma (CNO) hourly non-exempt associate...

# TW HR 235A Attendance Policy Choctaw Nation of Oklahoma - Tribal Wide ## 1. PURPOSE 1.1 The purpose of this policy is to establish rules for holding associates accountable for their attendance. ## 2. SCOPE 2.1 This policy applies to all Choctaw Nation of Oklahoma (CNO) hourly non-exempt associates in Head Start, Child Care, Gaming, Hospitality, Travel Plaza, Country Marketplace, Food and Beverage (F&B), and any other hourly non-exempt associates who are stationed/officed at a casino location, regardless of division. ## 3. EXCLUSIONS 3.1 The following associates are excluded from the requirements of this policy and shall comply with TW HR 235 Attendance Policy: 3.1.1 Human Resources (HR); 3.1.2 Information Technology (IT); 3.1.3 Back of House (BOH) associates as designated and approved in writing by the associate's Senior Director; and 3.1.3.1 Written approval shall be provided to HR, the associate, and the associate's immediate supervisor. 3.1.4 Exempt associates. 3.1.4.1 Exempt associates shall work a regular schedule as determined by their area/division. 3.1.4.1.1 Exempt associates shall call in following their department's procedures and be at their workstations on time. ## 4. RESPONSIBILITIES 4.1 The Choctaw Nation of Oklahoma has established clear lines of responsibility in relation to the use of this policy. These responsibilities are as follows: 4.1.1 All associates shall comply with this policy and any other applicable policies, procedures, laws, and/or regulations of the Choctaw Nation of Oklahoma. All associates shall report observed instances of material noncompliance to the proper channels in accordance with applicable policies, procedures, laws, and/or regulations. Violation of these responsibilities shall result in disciplinary action up to and including termination of employment and/or legal/criminal actions as deemed necessary. 4.2 Records Management 4.2.1 Records relevant to this policy shall be stored either electronically or manually with availability upon request to authorized individuals. ## 5. COMPLIANCE REQUIREMENTS: 5. 1 General 5.1.1 Associates shall be at work on time every day they are scheduled to work and during all scheduled hours, including all mandatory meetings/trainings. 5.1.1.1 Regular attendance is essential to meet the business needs of the CNO and shall be a condition of employment. 5.1.2 Paid and Unpaid Leave shall be requested and handled pursuant to the TW HR 209 Paid and Unpaid Leave of Absence Policy and applicable procedures. 5.1.3 Associates shall personally notify their supervisor/manager when they are going to be unexpectedly absent or late unless physically unable to do so. 5.1.3.1 This shall be done as soon as possible, but no later than the start of their shift or as required by their department. 5.1.4 When an associate fails to report to work and does not provide notice to his/her manager as required, the associate shall be considered a No Call - No Show (NCNS). 5.2 Attendance Classification 5.2.1 Supervisors/managers shall classify absences and tardies as No-Fault or At-Fault based on the following: 5.2.1.1 No-Fault absences/tardies occur when an associate misses work due to pre-approved paid or unpaid leave or due to circumstances as defined by this policy. 5.2.1.2 At-Fault absences/tardies occur when an associate misses work for any other reason. 5.2.1.3 Refer to the TW HR 235AP Attendance Procedure for further information. 5.3 Fraudulent Documentation 5.3.1 Submitting fake, false, or altered documentation to support an attendance occurrence shall be subject to discipline for behavior and conduct and could result in immediate termination. 5.3.1.1 Refer to the TW HR 202 Associate Behavior and Conduct Policy for further information. 5.4 Attendance Notification Process 5.4.1 Associate attendance shall be addressed by supervisors/managers through an established progressive Attendance Notification Process. 5.4.1.1 See TW HR 235AP Attendance Procedure for further information regarding the Attendance Notification Process. 5.4.2 Supervisors/managers shall complete all steps of the Attendance Notification Process prior to terminating an associate. 5.4.2.1 At each step of the Attendance Notification Process, the supervisor/manager shall: 5.4.2.1.1 Ensure the associate is aware of the provisions of this Attendance Policy, TW HR 206 Choctaw Family Medical Leave (CFML) Policy, and the TW HR 209 Paid and Unpaid Leave of Absence Policy; 5.4.2.1.2 Ensure the associate is aware of any attendance concerns; 5.4.2.1.3 Notify the associate he/she is in violation of this policy and additional occurrences shall result in further action; 5.4.2.1.4 Provide the associate with supporting documentation for the notification; 5.4.2.1.5 Give the associate an opportunity to provide justification for the attendance concerns and allow them a reasonable amount of time as defined in TW HR 235AP Attendance Procedure to submit documentation of the same; and 5.4.2.1.6 Discuss with the associate the causes of, and possible solutions for, the attendance concerns. 5.4.2.1.6.1 Associates can be referred to the HR Department to determine if there is assistance available to address their attendance concerns. 5.4.2.1.6.1.1 Associates can contact the HR Department themselves for available assistance at any time. 5.4.3 The Attendance Notification Process includes the following disciplinary actions: 5.4.3.1 Step One (1) - Verbal Warning; 5.4.3.2 Step Two (2) - Written Warning; 5.4.3.3 Step Three (3) - Final Warning; and 5.4.3.3.1 Final Warnings shall be approved by the supervisor and the supervisor's manager. 5.4.3.4 Step Four (4) - Termination. 5.4.3.4.1 Termination requests shall be submitted by department management and reviewed by an HR Associate. 5.4.3.5 Associates wishing to dispute employment actions taken by their manager shall refer to TW HR 241 Employment Action Appeals Policy for applicable requirements. 5.5 Attendance Notification Action Time Frame 5.5.1 Four (4) disciplinary actions in the process shall occur within a rolling one-hundred eighty (180) day period. 5.5.1.1 All discipline actions for attendance shall be considered valid for one-hundred eighty (180) days and shall not be considered for disciplinary purposes after the specific time. 5.5.1.1.1 Attendance Notifications shall remain a part of the associate's permanent file and could still impact the Annual Performance Review. 5.5.2 An Attendance Notification Action can be taken up to fourteen (14) days after the attendance incident unless there are extenuating circumstances, and the Regional Human Resources Manager (HRM) approves an extension. 5.5.3 If the Attendance Notification Process has begun with an associate and a step is no longer able to be considered because it is out of the time frame, the last valid step must be repeated to continue the process. 5.6 Attendance Notification Documentation 5.6.1 Supervisors/managers shall submit all completed Attendance Notification Documentation to the HR Department. 5.6.1.1 Refer to the TW HR 235AP Attendance Procedure for further information. ## 6. RESERVATION OF RIGHTS 6.1 The Choctaw Nation of Oklahoma provides this policy as a source of information and reserves the right to modify the policy in any way and at any time as needed without prior notice. Nothing contained herein shall be construed to waive the sovereign rights, privileges, defenses, remedies, or applicable limits to liability of the Choctaw Nation of Oklahoma, its elected or appointed officials, directors, officers, employees, or agents. ## 7. DEFINITIONS 7.1 Back of House (BOH) - For the purposes of this policy, a BOH Associate is one whose primary job duties are not Guest facing. ## 8. RELATED DOCUMENTS, FORMS, AND TOOLS 8. 1 TW HR 202 Associate Behavior and Conduct Policy 9. 2 TW HR 206 Choctaw Family Medical Leave (CFML) Policy 10. 3 TW HR 209 Paid and Unpaid Leave of Absence Policy 11. 4 TW HR 235 Attendance Policy 12. 5 TW HR 235AF Attendance Points Meeting Form 13. 6 TW HR 235AG Attendance Pattern Guidance 14. 7 TW HR 235AP Attendance Procedure ## 9. APPENDICES AND ATTACHMENTS 9. 1 None. ## 10. APPROVAL AND REVIEW DETAILS | APPROVAL AND REVIEW | DETAILS | | ----------- | ----------- | | Approval Authority | Policy Oversight Committee | | Administrator | Department of Internal Policy | | Next Review Date | 09/26/2025 |