1.7 Standardized Discipline Policy

Modified on Thu, 29 May at 5:26 PM

Chapter 5 Human Resources > Section 1 Employee Relations

TABLE OF CONTENTS

Overview/Purpose
1.7.1 Standardized Discipline Framework
1.7.2 Point Calculations
1.7.3 Disciplinary Action
1.7.4 Standardized Discipline Point System
- Standardized Discipline Summary Chart
1.7.5 Documentation
1.7.6 Frequently Asked Questions (FAQ)

Overview/Purpose

Children of America’s Standardized Discipline Policy is designed to enhance our existing employee relations frameworks, including Progressive Discipline and our Zero Tolerance policy. Together, these policies aim to ensure transparency and consistency in addressing performance and conduct issues. The primary objective is to support employee development while reinforcing accountability through clearly defined expectations and consistent enforcement.

1.7.1 Standardized Discipline Framework

This policy is structured around a points-based system designed to objectively monitor and address disciplinary issues in the following, easy to identify, areas:

Attendance
Dress Code

Each infraction in these categories results in points being assigned. As points accumulate, predetermined disciplinary actions are enforced when points thresholds are met.

1.7.2 Point Calculations

Points accumulate per infraction. Any points accumulated within the 90-day disciplinary window will be the basis for disciplinary action. The date of the last infraction will be the basis for calculating the 90-day disciplinary window, for example, Let’s assume the last infraction date was 5/1/2025. All infractions receiving points from 2/4/2025 to 5/1/2025 would count in the calculation.

Although points accumulated outside of the current 90-day disciplinary window are not applicable for disciplinary action under this policy, points do not expire and can always be used for the basis of progressive discipline, (i.e., considered the basis for other disciplinary action or performance reviews outside of the construct of this policy.)

1.7.3 Disciplinary Action

Employees that accumulate eight (8) or more points in any 90-day disciplinary window will be referred to the Employee Relations team to review and verify all documented infractions for objectivity, timeliness, and accuracy.

Employees with infractions deemed valid, as described above, will be subject to termination of employment.

1.7.4 Standardized Discipline Point System

Children of America’s standardized points system is based on assigning points for applicable infractions as outlined herein.

The number of points will vary depending on the severity of the infraction.

Attendance Infractions Include:

Tardiness – Arriving 10 minutes or more late for a scheduled shift.
Early Departure – Leaving a scheduled shift early without prior approval from the school manager.
Call-Offs

With Less Than two (2) Hours’ Notice – Calling off less than two (2) hours before the scheduled shift.
With More Than two (2) Hours’ Notice – Calling off two (2) or more hours before the scheduled shift.

Absences (Excused)
1. Absences without available sick or vacation time
2. Use of vacation or sick time without proper notice
Failure to Attend Mandatory Events – Not attending required school functions, including but not limited to staff meetings, professional development days, and school-hosted events.
No Call / No Show – Failing to show up for a scheduled shift without notifying the school in advance.

Dress code Infractions Include:

Dress Code Violations– Failure to meet dress code standards as per the employee handbook.
1. Failure to wear the required uniform.
2. Wearing inappropriate attire, including hats, hoodies, leggings, etc.
3. Not displaying the company-issued name badge.

Standardized Discipline Summary Chart

Infraction	Description	Points
Tardiness	Late 10 mins or more of scheduled shift	1 point
Call-Off	Calling off less than two (2) hours before scheduled shift	2 points
Call-Off	Calling off two (2) or more hours before scheduled shift	1 point
Early Departure	Leaving a scheduled shift early without prior approval from the manager	1 point
No call No Show	Not calling and not showing up for scheduled shift	4 points
Excused Absence	No PTO time available or Improper Notice	1 point
Failure to Attend Mandatory Event	Not attending required school functions, including but not limited to staff meetings, professional development days, and school-hosted events	2 points
Company Dress Code	Failure to meet dress code standards as per the Employee Handbook	2 points

1.7.5 Documentation

The integrity of this policy is predicated on objective, accurate and timely documentation of infractions.

Managers are required to complete the Standardized Discipline Infraction Notice (SDI) Form for each infraction and obtain the employee’s signature, acknowledging receipt.

This documentation is essential for accurate tracking and transparency for employees.

Tracking System – Managers must submit the TEAMS form within 24 hours of any infraction. Timely reporting ensures consistency and accountability. https://forms.office.com/r/6fBSaMWD97

Manager Responsibilities – Managers are expected to report employee infractions accurately and timely and enforce the Standardized Discipline policy consistently for all staff. Failure to do so may result in disciplinary action for members of management that do not meet these expectations.

Additional responsibilities include:

Weekly Schedules: School Managers must provide a weekly schedule for all employees no later than Thursday for the upcoming week.
Schedule Submission: Weekly schedules must be uploaded to the "Schedule Worksheets" folder on the O Drive at: O:\Operations All\4-Operations Resources\Schedule Worksheets
1. Documentation: The uploaded schedule will serve as official documentation of an employee's scheduled hours and may be used in cases requiring disciplinary action.
Work Hours: Teacher hours are determined by the operational needs of the school and the children in our care.

1.7.6 Frequently Asked Questions (FAQ)

Standardized Discipline Policy

Frequently Asked Questions (FAQ)

This FAQ is intended to help managers and staff accurately interpret the Standardized Discipline Policy and it provides clear guidance on documentation, disciplinary procedures, and when to involve Human Resources, ensuring consistent application of the policy across all Children of America schools.

1. Q: Are points permanently part of an employee’s record, or do they get removed from an employee’s record after 90 days?
A: Disciplinary points are tracked within a rolling 90-day disciplinary window. This means that only points accumulated during the most recent 90 days are considered when evaluating whether formal disciplinary action such as a written warning, suspension, or termination is warranted under this policy.

Points that fall outside of the 90-day disciplinary window do not count toward the active point total used for immediate disciplinary action. While points outside the 90-day disciplinary window no longer count toward termination, they remain part of the employee’s overall record. In line with our progressive discipline approach, prior infractions even those outside the 90-day active period may still be referenced for progressive discipline, performance evaluations, or coaching discussions.

Example – Progressive Discipline Practice:

An employee accumulated 3 points in January and 2 additional points in March, reaching a total of 5 points. By June, the January points have aged out of the 90-day disciplinary window and are no longer considered active. However, in July, the employee receives 3 new points for tardiness.

Although the current active total is 3 points the employee’s prior history of similar attendance issues reflected in earlier expired points may be considered. As a result, management may escalate the response and issue a second/final written warning, rather than starting over with a verbal warning demonstrating continuity in addressing ongoing issues.

2. Q: Are all absences considered infractions?

A: No, the policy focuses on two types of absence, unexcused and excused absences. Unexcused absences where no paid time off (e.g., vacation or sick time) are available or where improper notice is not received, as is often the case where employees request vacation time with less than two weeks’ notice, or misuse of sick days are all subject to points. Approved company leave, including but not limited to, FMLA Leave, COA Leave, Bereavement, Jury Duty, Military Leave, and School Closures are generally recognized as excused absences do not count against attendance policies or result in disciplinary actions.

3. Q: When are vacation requests considered an infraction?

A: Vacation-related absences may be considered infractions under the following circumstances:

Failure to provide proper notice: Written vacation requests must be submitted at least 10 days in advance. Written requests submitted with less than 10 days’ notice may be treated as unexcused.
Excused absences that exceed allocated vacation days: Taking time off beyond your available vacation balance, even if initially approved, can result in an infraction.
Unexcused absences that exceed allocated vacation days: If additional days are taken without approval may be treated as unexcused and result in disciplinary action.

Always confirm your leave balance and follow the vacation request procedure to avoid infractions.

4. Q: Will an employee who has no paid vacation time be subject to points, even if proper notice was given and the request can be accommodated from a business perspective?

A: Yes. Children of America provides paid time off in a way that balances employee well-being, business needs, and financial responsibility. Employees who have not yet accrued sufficient paid time off may be granted time off as an exception to our standard policy, which generally requires accrued paid time as a condition for approval.

5. Q: If an employee requests consecutive vacation days but only has enough vacation to cover part of the time, will attendance points be assessed for the unpaid days?

A: If an attendance infraction occurs over consecutive days such as an employee requesting three days off but only having enough vacation to cover one day it is treated as a single occurrence and results in one infraction. However, if the absences are not pre-approved or are separated by different behaviors (for example, calling off one day and then no-call/no-showing the next), they are considered separate events. In that case, each day would be treated as a distinct infraction and points would be assessed for both.

6. Q. When are sick time requests considered and infraction?

A: Sick time requests are considered an infraction when proper call-out procedures are not followed such as failing to notify a supervisor within the required timeframe or not providing appropriate documentation if requested. Additionally, repeated or patterned use of sick time such as frequent callouts before or after scheduled days off may be reviewed and potentially classified as infractions if they appear to be an abuse of the sick leave policy.

However, it’s important to note that you are entitled to use sick time for any of the following purposes, and when used appropriately, these situations are not considered infractions:

To care for your child, spouse, parent, or parent of your spouse, that requires home care.
To care for your own physical or mental illness, injury, or medical condition that requires home care.
To attend a routine medical appointment for yourself or your child, spouse, parent, or parent of your spouse.
To address the psychological, physical, or legal effects of domestic violence.
To travel to and from an appointment, pharmacy, or other location related to the purpose for which the time off was taken.
In response to COA closures, unpaid holidays, or other lost time.
Any other reason allowed by law.

As long as the sick time is used for an approved reason and procedures are followed correctly, it will not result in an infraction.

7.Q. Will an employee that presents a doctor’s note when calling out sick be subject to points?

A: There is a common misconception that presenting a doctor’s note automatically excuses an absence and prevents further inquiry. In reality, attendance points may still be assessed, even if a doctor’s note is provided. If the note includes a recommendation for reasonable accommodation, Employee Relations Department must be consulted. For full details on the appropriate use of sick time, please refer to the Employee Handbook.

8. Q: Will part-time employees who are not eligible for paid time off receive attendance points if they take unpaid time off?

A: Yes. All employees, including part-time hourly staff, are hired with specific work schedules based on business and operational needs. Time off whether paid or unpaid still impacts staffing and daily operations. If a part-time employee requests unpaid time off on a day they are scheduled to work, attendance points may apply. For example, if an employee is scheduled for Wednesday, Thursday, and Friday, and they request a Wednesday off, that absence would likely result in points being assessed. While unpaid time off may seem like a fair trade-off, it does not eliminate the impact on the team or the need for reliable coverage.

9. Q: Hourly employees, feel as though they can take days off unpaid and should not be subject to points, how do I address that?

A: While hourly employees are not paid when they don’t work, time off—paid or unpaid—still impacts staffing, classroom ratios, and overall operations. All employees are hired with specific scheduled days and hours in mind, and reliable attendance on those days is a core job expectation.

Unpaid time off is not automatically excused. If an hourly or part-time employee takes time off on a day, they are scheduled to work attendance points will still be assessed—even if the absence is unpaid and prior approval was obtained.

It’s important to understand that our attendance policy is based on schedule adherence, not just whether or not the employee is paid. Managers may adjust schedules or approve exceptions based on business needs, but time off is not guaranteed to be point-free simply because it’s unpaid.

10. Q: What if I have an employee who doesn’t have available paid time off but has a valid reason for being absent, such as a pregnant teacher needing weekly doctor visits?

A: Requests for time off related to medical, religious, or other legally protected reasons may qualify for reasonable accommodation and should be reviewed with the Employee Relations Department.

Managers may use discretion to adjust schedules when accommodations are necessary and when business needs allow to help minimize conflicts and avoid attendance points where appropriate.

11. Q: Would an employee who is sent home early still receive points, even if they were scheduled to work later?

A: No. Employees who are sent home early due to business-related reasons, such as overstaffing, will not be assessed attendance points.

12. Q: I have an employee who is very upset about receiving attendance points. How can I help them understand the difference between having 1–2 points versus 6–7?

A: That’s a great question—and a common situation. When an employee reacts strongly to a minor infraction, it’s important to calmly explain what the points represent. Attendance points are simply a way to document when a policy or procedure wasn’t followed. They serve as early warnings to help employees stay on track not as a judgment of their overall performance or character.

Having 1 or 2 points is not cause for concern and is generally not considered disciplinary. However, when an employee accrues 6 or more points, it indicates a pattern of repeated infractions that begins to impact the team and business needs. At that point, it’s no longer about a single absence, it’s about consistent reliability.

Helping employees understand this distinction can ease their concerns and refocus the conversation on how to avoid future issues.

13. Q: What is considered a dress code infraction, and can it result in points?

A: A dress code infraction includes failing to wear the required COA uniform, wearing inappropriate attire (e.g., pink pants, yoga pants, hoodies over uniform shirts), or not displaying a name badge. These are subject to points. See the Employee Handbook and COA Swag FAQ for details on approved attire.

14. Q: What forms and processes must managers follow when documenting an infraction?
A: Managers must complete the Standardized Discipline Infraction Notice (SDI) form, with employee signature and submit all information via TEAMS Link within 24 hours of the time of the infraction.

15. Q: Do I need to upload a signed copy of the Standardized Infraction Notice (SDI)?

A: Yes. When submitting a report under Standardized Discipline, you must upload a copy of the signed Standardized Discipline Infraction Notice (SDI) form. In the event an employee refuses to sign notate accordingly and or consult the Employee Relations Department.

This ensures the action is properly documented and aligned with procedural standards.

16. Q: Can Directors issue final warnings or proceed with termination without involving HR?

A: No. Final warnings and terminations must be discussed with the Employee Relations Department before any action is taken. Directors are not authorized to issue final warnings or initiate terminations on their own. This ensures consistency, fairness, and alignment with company policy.

17. Q: Can an employee receive more than one infraction, resulting in points, on the same day?

A: Yes. Employees may receive multiple infractions in a single day if they violate more than one policy. For example, arriving 30 minutes late and being out of dress code would result in separate points for each infraction.

18. Are employees subject to points for absences due to weather, school closures, or unpaid holidays?

A: No. Company-initiated closures, unpaid holidays, or verified weather-related events that prevent safe travel are not considered infractions and will not result in points.

19. How are repeated infractions outside the 90-day disciplinary window handled?

A: Repeated patterns of near-threshold behavior may trigger a performance review or be addressed under the Progressive Discipline Policy, even if the employee does not meet the 8-point threshold within a rolling 90-day period.

20. Q: Are employees warned before reaching 8 points and facing termination?
A: Yes, at the time of each infraction employees will be provided appropriate documentation by way of the Standardized Discipline Infraction Notice (SDI) form. Additionally, managers are encouraged to proactively coach and counsel employees as points accumulate. While the formal threshold for termination is 8 points within a 90-day disciplinary window, managers may issue additional warnings as a proactive measure based on the employee’s performance history and trend in behavior.

21. Q: What if an employee believes points were assigned in error?
A: Employees who believe a point assignment is inaccurate may request a review by their manager and the Employee Relations Department. Documentation will be reviewed to confirm accuracy and alignment with policy.

22. Q: Who should I contact if I have questions or need guidance interpreting or applying the policy?
A: If your question is not addressed above or if you need further guidance, clarification or help determining next steps, please contact the Employee Relations Department. They are your primary resource for support with disciplinary procedures and policy interpretation.

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