Ad Hoc Sick Calls Draft Survey Responses
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Jan 9, 2024
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Ad Hoc Sick Calls
Your assistance is requested in responding to the survey questions below as a final decision is
being made on the specifics related to the scope of this procurement. The survey asks directed
questions about call out procedures (chain of command, communication types, ad hoc vs
intermittent etc.). Please complete the survey by Monday, February 22, 2021. If anyone has
any questions reach out to
Tiffany.Diarbakerly@mass.gov
* Required
Email address
*
Your email
What process is followed by your employees when calling out sick (e.g., must contact a
supervisor by phone; contact a centralized call center)?
*
Employees must contact their direct supervisor either by phone (text/call) or email.
What is the chain of communication within supervisors or managers when a sick call is
received ?
*
The employee will notify their direct supervisor and the supervisor will notify anyone on their
team who will be affected by the absence.
In addition, to Q1 and Q 2, who else are employees required to contact at your agency when
they call out sick?
*
If it’s feasible, the employee should reschedule any meeting they have on their calendar or
arrange for coverage for those meetings.
How much notice are employees required to give when calling out sick?
*
This is decided on a case-by-case basis. If it’s a planned absence, advanced notice is required
to plan accordingly. If it’s a same-day sick call-out, we ask notice be given prior to the start of
the work day or when the employee is unable to complete their work day due to illness.
What communication methods are allowable when calling out sick (e.g., call, text, email?
*
Call, test, or email are all acceptable methods. If it’s a planned sick leave, we ask for it to be
in writing so we can include it on our calendars.
How does your agency ensure adequate coverage for operations once an employee calls out
sick (i.e., what steps are taken)?
*\
We rely on other team members to cover for the absent employee if possible and reschedule
any meetings that cannot be covered or require the employee, for when the employee will be
available. If the absence is planned, we ask the employee wrap up anything they are currently
working on prior to their leave.
When an employee calls in sick, how do you delineate between sick day utilization for
intermittent leave (FMLA, PFML) vs ad hoc (better tracking of job protected time and sick
leave caps)?
*
We defer to HR.
How do you determine when to escalate to HR for a sick call for FMLA or PFML leave?
*
We defer to HR if there is a planned or unplanned leave that is longer than a few days.
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