Attendance Support Program

Employees are expected to attend work regularly and reliably, recognizing the importance of consistent attendance in supporting student outcomes and organizational effectiveness. Employees are responsible for reporting absences in accordance with established processes and maintaining appropriate communication with the Board regarding their absence and anticipated return to work.

Employees are expected to participate in Attendance Support Program discussions in good faith and to engage in identifying barriers to attendance where they feel comfortable doing so. They are encouraged to access available supports and resources, including the Employee Family Assistance Program (EFAP) or Ability Management, where appropriate. Across all phases of the ASP, employees are expected to engage in discussions, participate in identifying supports, and demonstrate reasonable efforts toward achieving improved and sustainable attendance.

As leaders, Administrators, Managers and Supervisors are responsible for checking in with employees regarding attendance on an ongoing basis and identifying potential concerns at an early stage. They are expected to communicate attendance expectations clearly and initiate supportive, non-disciplinary conversations with employees when attendance concerns arise.

Leaders facilitate discussions at each phase of the ASP in a respectful and solutions-focused manner. They are responsible for exploring appropriate supports, making referrals where necessary, and consulting with People & Culture on complex or sensitive matters, including those related to medical or accommodation needs.

Leaders are also responsible for maintaining accurate and confidential documentation of attendance-related discussions and outcomes.

Throughout all phases of the ASP, leaders play a key role in supporting employees tr while ensuring consistency, fairness, and alignment with organizational expectations.

People & Culture has oversight of the Attendance Support Program and supports its consistent and appropriate application across the organization. This includes establishing attendance thresholds, tracking attendance data and trends and providing guidance to Leaders on the application of the program. 

People & Culture also supports Leaders in navigating complex situations, including those involving medical considerations, accommodation obligations, and legislative requirements. Representatives from People & Culture may participate directly in later phases of the ASP where additional expertise or oversight is required.

Across all phases, People & Culture ensures alignment with collective agreements, the Ontario Human Rights Code, and all applicable legislation.

In circumstances where union/federation involvement or representation may be required, People & Culture will connect with the appropriate union/federation, who will serve to support and represent their members at ASP meeting(s).

The Attendance Awareness Meeting is initiated when an employee reaches fifteen (15) days of non-culpable absence within a rolling twelve (12) month period.

This threshold serves as a prompt to initiate an attendance review and is intended to support early identification of attendance patterns and proactive engagement between an employee and their direct supervisor.

This meeting provides an early opportunity to engage with the employee in a supportive and non-disciplinary manner. The purpose of the meeting is to build awareness and understanding of attendance patterns and to create space for an open and respectful conversation.

The supervisor meets with the employee to review attendance in a factual and non-judgmental way, discuss the impact of absences on the workplace and student outcomes, and explore any potential barriers to regular attendance. The focus of the discussion is on understanding the employee’s circumstances and identifying appropriate supports where needed.

Employees are encouraged to share information they are comfortable disclosing; however, they are not required to provide medical diagnoses. Where appropriate, the supervisor may introduce available supports and resources to assist the employee.

The outcome of this meeting is to establish awareness, support early intervention, and foster a shared understanding of attendance expectations, with the goal of helping the employee maintain consistent and sustainable attendance moving forward

At this stage, the supervisor will determine whether the employee is suitable for the ASP or whether a referral to Ability Management or consultation with People & Culture is required.

If the Supervisor has determined that the Attendance Support Program is suitable in order to address attendance concerns, an employee will enter Phase 1 of the Attendance Support Program.

While in this phase, an attendance goal is established, with the criterion of achieving no more than three (3) days of non-culpable absence within a three (3) month period.

This phase is intended to provide a more structured level of support through collaborative planning and early intervention. The focus remains on understanding the factors contributing to the employee’s attendance and identifying practical strategies to support improvement.

At the beginning of this phase, a meeting is scheduled between the employee and the supervisor to review attendance patterns and discuss any barriers that may be impacting regular attendance. The conversation is supportive and solution-focused, with an emphasis on open dialogue and shared understanding.

During this meeting, a support plan is developed collaboratively

This plan may include identifying appropriate resources, referrals to internal supports such as the Employee

Family Assistance Program (EFAP) or any other resources that may assist the employee in improving attendance.

The employee and supervisor will also agree on clear actions moving forward and clarify attendance expectations. Documentation of the discussion and agreed-upon actions is maintained by the supervisor to ensure consistency and transparency, while preserving the non-disciplinary nature of the program.

The goal of this phase is to focus on well-being, and to support meaningful and sustainable improvement in attendance through a structured, supportive, and collaborative approach.

As the ASP is a non-disciplinary program, union representation will not be initiated by the Board.

An employee will profress to Phase 2 of the Attendance Support Program if attendance concerns persist and the employee does not achieve the attendance goal established in Phase 1.

The purpose of this phase is to provide continued support and monitoring while assessing whether attendance improvements can be achieved and sustained over time. This phase builds on the support plan established in Phase 1 and focuses on evaluating its effectiveness and adjusting where necessary.

While in this phase, an attendance goal is established, with the criterion of achieving no more than three (3) days of non-culpable absence within a three (3) month period.

A meeting is held with the employee and their supervisor. The discussion remains supportive and collaborative, with a focus on reviewing attendance patterns, identifying any ongoing or emerging barriers, and assessing the impact of previously implemented strategies.

Where appropriate, the support plan is revisited and refined to better align with the employee’s needs. Additional supports, resources, or referrals may be introduced to further assist the employee in improving attendance. Accommodation-related considerations may also be explored in consultation with People & Culture, where applicable.

The employee is encouraged to actively participate in the discussion and provide input on the effectiveness of supports in place. Clear expectations for attendance are reaffirmed, and ongoing communication between the employee and supervisor is encouraged.

Documentation of the discussion and any updates to the support plan is maintained to ensure clarity and consistency, while preserving the non-disciplinary nature of the program.

As the ASP is a non-disciplinary program, union representation will not be initiated by the Board.

The goal of this phase is to strengthen supports, maintain engagement, and support improvement in attendance.

An employee will continue to be supported in Phase 3 of the Attendance Support Program if attendance concerns persist and the employee does not achieve the attendance goal established in Phase 2. The purpose of this phase is to provide sustained intervention through a more comprehensive review of the factors contributing to the employee’s attendance challenges. This phase builds on previous discussions and support efforts, with an increased focus on identifying any underlying or ongoing barriers that may be impacting the employee’s ability to maintain regular attendance. While in this Phase, an attendance goal is set, with a criteria of achieving three (3) days of non-culpable absence or less within a three (3) month period.

A meeting is held with the employee, the supervisor, and may involve a representative from People & Culture and additional supports where applicable. The discussion remains supportive and non-disciplinary, with an emphasis on collaboration, respect, and shared problem-solving.

During this phase, a thorough review of attendance patterns and previously implemented supports is conducted. The effectiveness of the existing support plan is evaluated, and further adjustments may be made to better support the employee. Additional resources, referrals, or interventions may be explored, including further consideration of accommodation needs where applicable.

The employee is encouraged to actively participate in the discussion and to share any information that may assist in identifying appropriate supports, while recognizing that disclosure of medical diagnoses or other personal information is not required. Some information may be required to support accommodations related to the Ontario Human Rights Code or assess needs, limitations, or restrictions. Information provided will be kept confidential except where required to implement or review an employee’s status in the program.

Clear expectations for attendance are reaffirmed, and the importance of achieving sustainable improvement is emphasized in a supportive and constructive manner. Ongoing communication between the employee and supervisor is encouraged to ensure alignment and continued support.

Documentation of the discussion and any updates to the support plan is maintained to ensure clarity and consistency, while preserving the non-disciplinary nature of the program.

As the ASP is a non-disciplinary program, union representation will not be initiated by the Board.

The goal of this phase is to provide enhanced support, deepen understanding of attendance challenges, and support the employee in achieving consistent and sustainable attendance over time.

An employee will progress to Phase 4 of the Attendance Support Program if attendance concerns persist

and the employee does not achieve the attendance goal established in Phase 3.

The purpose of this phase is to conduct a comprehensive review of the employee’s attendance patterns, the supports that have been implemented throughout the program, and to determine appropriate next steps based on the employee’s ability to sustain regular attendance.

A meeting is held with the employee, the supervisor, and a representative from People & Culture, with additional supports present as appropriate. The discussion remains respectful, supportive, and non-disciplinary in nature, with a continued focus on understanding the employee’s circumstances and ensuring that all reasonable supports and accommodations have been explored.

During this phase, a thorough review is conducted of attendance history across all phases, the effectiveness of the support plan, and any contributing factors that may continue to impact attendance. The employee is encouraged to participate in the discussion and provide input, while recognizing that disclosure of medical diagnoses is not required.

Based on this review, next steps will be determined in a manner that is individualized, fair, and aligned with applicable legislation, collective agreements, and DDSB policies and procedures. These next steps may include, but are not limited to:

• Adjustments to the support plan, including enhanced or alternative supports
• Further exploration or implementation of workplace accommodations, where applicable
• Consideration of modifications to work arrangements, where feasible and appropriate

Where attendance challenges persist despite all reasonable supports and accommodations having been explored, the Board may be required to review the employment relationship. This may include consideration of principles such as frustration of employment, in accordance with applicable legislation and collective agreements.

All decisions at this stage are made carefully and respectfully, with a continued focus on balancing employee well-being, operational requirements, and the expectation of achieving regular and consistent attendance at work.

As the ASP is a non-disciplinary program, union representation will not be initiated by the Board.

The goal of this phase is to ensure that all reasonable efforts have been made to support the employee in achieving sustainable attendance, and to determine an appropriate and fair path forward.