Attendance Policy

This SOP covers punctuality, attendance, tardiness, no-shows, and time-off procedures.

Punctuality Requirements

Expected Arrival Time

• Arrive at client’s location at least 5 minutes before scheduled session
• Use this time to prepare materials, games, and activities
• Sessions must begin promptly at the scheduled time

Notification Requirements

• If you will be more than 5 minutes late, immediately notify:
  • Your supervisor (BCBA)
  • The client’s family
  • Include your expected arrival time

Chronic Tardiness

Definition

Consistently late (5-15 minutes) on three or more occasions within a 30-day period

Impact

• Disrupts client progress
• Affects scheduling for other sessions
• Undermines professional reputation

Consequences

1. Verbal or written warning
2. Mandatory meeting with supervisor for time management strategies
3. Impact on performance evaluations
4. Possible loss of schedule flexibility

Employee No-Shows & Same-Day Cancellations

Definition

Failing to attend a scheduled session without prior notification

Consequences

• No-shows are taken seriously — they directly impact client care
• Repeated no-shows may lead to disciplinary action up to termination

Same-Day Cancellation Policy

• 3 same-day cancellations within a 6-month reporting period → warning
• 4th unnotified same-day cancellation → written write-up
• Additional occurrences → disciplinary action up to termination

Documented Exceptions

Extenuating circumstances (sudden illness, car trouble):

• Report to supervisor as soon as possible
• Documentation may be required

Sickness Policy

When to Stay Home

• Any sickness symptoms
• Positive Covid or Flu test
• All illnesses treated the same

Decision Guide

Calling Out Sick Protocol

1. Message Admin (Kayla and Louise) AND BCBA supervisor in Teams group
2. Your BCBA will help find coverage
3. Notify the family and offer makeup date if possible
4. Edit your Aloha schedule

Canceling in Aloha for Sick Time

1. Click on the day you’re canceling
2. Status → Staff Cancellation → provide description
3. Check ADP for accrued sick hours
4. Add indirect appointment reflecting sick hours used
5. Select Verification → Earning Code: PTO
6. Do not add more than 6-8 hours per day

Sick Time Accrual

• 1 hour of paid sick time accrued for every 30 hours worked
• Check ADP for your current balance
• Accrual updated on each bi-weekly pay stub

Vacation Request Protocol

Advance Notice

• Submit requests at least 2 weeks in advance
• This allows time for coverage arrangements
• Does not apply to sudden illness

Request Process

1. Email adminbee@beehaveserviceteam.com
2. Discuss with your treating BCBA on each hive
3. Wait for approval from Admin

After Approval

1. Inform parents/caregivers/school staff
2. Communicate any staff changes or makeup hours
3. Cancel/change sessions on Aloha
4. Add PTO indirect appointment if using paid time

Canceling in Aloha for Vacation

1. Click on approved day(s) off
2. Add indirect appointment for PTO hours
3. Select Verification → Earning Code: PTO

Client Cancellation & Day Off Protocol

If your client cancels and you have no other sessions:

1. To take the day off: Submit a time off request
2. Email adminbee@beehaveserviceteam.com OR
3. Send team message to Admin (Kayla, Louise, and Amara)
4. Do this as soon as possible

This ensures Admin knows your availability for meetings, training, or other needs.

Make-Up Sessions

Encouraged but Not Required

• Staff are encouraged to provide make-ups if available
• If unavailable now, note interest for future availability

Options for Make-Ups

• Arrange in advance
• Add time before/after sessions leading up to cancellation
• Example: Add 30 min - 1 hour to sessions before vacation

Attendance Consistency

“Attendance consistency in a client’s program enables the most successful outcomes to occur.”

Why It Matters

• Clients need consistent therapy weekly
• Per their recommended contract hours
• Consistency drives progress

Balance

• We understand life events occur outside therapy
• We acknowledge the need for personal time
• Follow proper procedures to maintain coverage

Spring Break Scheduling

• Spring Break dates vary by school district
• Not a company holiday
• Staff welcome to request time off (full week or partial)
• Submit requests early for coverage planning
• Coordinate with families for session changes

Quick Reference

Related SOPs

• Cancellation Policy — Client cancellation procedures
• Session Protocol — Session requirements
• Code of Conduct — Professional standards