Page 71 - ADMINISTRATION-Manual

hours or even beyond, when circumstances so warrant, is required from all school officials or employees who are appointed
to positions to perform specific functions, duties and responsibilities to serve our stakeholders.
2. Maintain good health standards.
a. Take precautions against illness or accident.
b. Prevent minor indispositions which would prevent you from reporting to work.
c. See medical attention when necessary to maintain good health, in off-duty hours. The school physician is available
every Tuesday afternoon for your health concerns.
3. If you are unable to report for work, or if you will arrive late, you must contact your immediate supervisor before the
start of your school duty at the latest by 6:00AM. Give your supervisor as much time as possible to arrange for someone
else to cover your scheduled responsibilities until you arrive. If you know that you will need to be absent, request this time
off at least one (1) week or, in any case, 3 days in advance, with your immediate supervisor.
4. Manage personal affairs so that the attendance requirements can be met effectively. Schedule appointments for non-
working hours.
5. Provide a doctor’s certificate when requested to verify medical need for personal leave. Failure to produce a doctor’s
certificate upon request will result in classification as absent without pay for regular employee.
6. To accommodate personnel who are not ill, but require emergency time off for personal reasons other than those listed
above, emergency vacation time may be granted at the discretion of the department heads or the Executive Vice President
in unusual circumstances. Time off will be deducted from available vacation hours.

Department heads, unit heads and supervisors are responsible to:
1. Set a good example.
2. Communicate the attendance policy to his/her staff and emphasize the importance of maintaining good attendance.
3. Maintain attendance records on appropriate forms and keep record up to date.
4. Advise employee whom to report to, in the event of an absence, and delegate an alternative to receive absent reports,
when necessary.
5. Counsel employee and/or use disciplinary action measures, as appropriate.

II. Use of Biometric Bundy Clock (Fingerscan Machine)
1. All employees shall be REQUIRED to key-in in the Biometric Bundy Clock (fingerscan machine) and log-in/out in the Daily
Time Record Sheets. FAILURE to key-in or log-in/out shall be considered as incomplete transaction for log-in/out except
when an employee: is on official business; is ordered to go home due to illness; or opts to go undertime; or on a half day
absence; or in other similar circumstances. However, for undertime or half day absence, deduction from the employee's
vacation leave credits or salary, whichever is applicable, shall be appropriately done.
2. Employees having difficulty in using the biometric bundy clock, as verified by the MIS Personnel, shall be allowed to use the
Daily Time Record Sheets for log-in and log-out.
3. Employees who failed to transact with the biometric/mechanical bundy clock and/or log-in or log-out shall be considered
half-day absent.
4. The supervisor's initials shall validate the handwritten time entries in the Daily Time Record (DTR) in case of missing and/or
incomplete log-in/out.
5. For the conduct of official business in the morning and after 1:00 pm, employees shall no longer be required to key-in and
key-out in the Fingerscan Machine to avoid error on time computation as the Gate Pass will cover their time entries during
the period.

III. Daily Time Record (DTR)
DTR is the basis of the employees' attendance and the updating of monthly leave credits/earnings. The employee and
the supervisor's signatures signify their assent and/or attestation to the time entries in the DTR.
1. Falsification or irregularities in the keeping of time records such as writing or log-in/out of DTRs for somebody else is a
violation of the basic policy which constitutes dishonesty and/or misconduct, and will render the guilty employee
administratively liable.
2. Under normal conditions, the HR officially transmits all printed DTRs to all concerned offices/supervisors of every
employees before cut-off day for verification and signature.
3. Likewise, supervisors shall officially transmit the duly initialed/signed DTRs to the HR office.

IV. Absenteeism

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I m m a c u l a d a C o n c e p c i o n C o l l e g e
A d m i n i s t r a t i v e M a n u a l 2 0 2 1 e d
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