Company attendance & absence management

ENTERPRISE – COMPANY ATTENDANCE & ABSENCE MANAGEMENT – ENT-PRO-005-A

Version: 1.0 | Last update: 06/11/2025 | Department: Enterprise & Academic Affairs

🎯 Objective

Define the standardized process for monitoring, recording, and communicating attendance and absences of apprentices during their company training periods,
to ensure compliance with contractual and OPCO requirements and maintain student accountability.

👤 Who

  • Enterprise Relations Officer
  • Administrative Assistant (Enterprise)
  • Company Tutor / HR Representative
  • Academic Coordinator (for reporting)

🧩 Inputs / Outputs

Inputs:

  • Weekly attendance sheets (school sessions)
  • Company attendance feedback or HR report
  • Absence notifications received from the student

Outputs:

  • Attendance and absence report (ENT-LOG-005)
  • Updated CRM record (status: active / warning / follow-up)
  • Company and Academic coordination updates

⚙️ Process Steps

  1. 1. Reception of Attendance Data
    Every week, the Enterprise Relations Officer collects attendance confirmations from companies via:

    • Email feedback
    • Attendance sheets (if provided)
    • Direct reports from tutors

    Data is consolidated into ENT-LOG-005.

  2. 2. Student Absence Notification
    When a student is absent from work:

    • The student must inform both the company tutor and the DPMU Enterprise Department before 9 a.m.
    • If the reason is illness, a medical certificate must be sent within 48 hours.
    • If due to professional assignment or justified cause, the company must confirm it by email.

    All notifications are archived in WorkDrive › Enterprise › Attendance › Justifications › [Year].

  3. 3. Justifications Accepted
    Only the following are considered justified absences:

    • Medical leave (with doctor’s certificate)
    • Professional mission validated by the company

    All other cases (transport, personal issues, fatigue, etc.) are considered unjustified.

  4. 4. Absence Tracking and Counting
    The Administrative Assistant updates ENT-LOG-005 weekly, noting:

    • Date and duration of absence
    • Reason (justified / unjustified)
    • Proof received (Y/N)

    The CRM record is updated accordingly (field: “Absences count”).

  5. 5. Alert Threshold
    If an apprentice accumulates:

    • ❗ 2 unjustified absences → warning email
    • ❌ 3 unjustified absences → disciplinary procedure (DIS-PRO-001-A)

    The Enterprise Relations Officer alerts the Academic Coordinator, who informs the Pedagogical Director.

  6. 6. Communication with the Company
    The Enterprise Relations Officer keeps a transparent communication with each company:

    • Monthly summary of attendance
    • Immediate notification of repeated absences
    • Follow-up meeting if needed

    Copies of communications are archived in WorkDrive › Enterprise › Attendance › Reports › [Year].

  7. 7. Reporting and Archiving
    At the end of each month, a consolidated attendance report is sent to:

    • Academic Coordination
    • Accounting Department (for billing or OPCO justification)

    All data is archived in WorkDrive and linked to each student’s CRM record.

✅ Controls

  • Attendance recorded and updated weekly
  • Only medical and work-related absences accepted
  • Alerts triggered automatically from CRM after 2 unjustified absences

📁 Records

  • Attendance log (ENT-LOG-005)
  • Justification documents (medical, professional)
  • Company reports and email correspondence
  • Stored in WorkDrive › Enterprise › Attendance › [Year]
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