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Staff Attendance & Leave Policy

Applicable to all Teaching, Non-Teaching, Nursing, Pharmacy,ITI/ Administrative and Support Staff

1. Attendance & Working Hours

  • All staff members must report as per the prescribed reporting time.

  • Attendance shall be recorded through the authorised attendance system.

  • Staff must complete their prescribed working hours.

  • Student attendance does not determine staff working hours.

  • Even if students are absent, dismissed early, or examinations/classes are completed, staff must remain on duty as scheduled.

  • Free periods may be utilised for academic preparation, evaluation, documentation, administrative work and other assigned duties.

2. Late Coming & Early Leaving

  • Late arrival and early departure shall be recorded.

  • Leaving the College before completion of duty hours requires prior approval.

  • Informing a colleague or other unauthorised person does not constitute approval.

  • Repeated late coming or early leaving may result in appropriate administrative action.

3. Leave Approval

  • Leave is valid only after approval by the authorised authority.

  • Submission of a leave application does not constitute approval.

  • Only HR and the Director are authorised to approve, reject or regularise staff leave, unless the Director provides written delegation.

  • Emergency situations must be reported to HR/Director at the earliest possible time.

  • Leave beyond the approved period requires fresh approval.

4. Casual Leave (CL) 12Days

  • CL is subject to approval and available leave balance.

  • A maximum of 4 consecutive days of CL may be approved at one time.

  • CL does not automatically extend beyond the approved period.

  • Further absence after the approved CL period requires fresh approval or another applicable leave category.

  • Absence without approval may be treated as Unauthorised Absence/Leave Without Pay, as applicable.

5. Medical Leave (ML) 12 Days

  • Medical Leave is subject to applicable entitlement and approval.

  • Up to 12 consecutive days of ML may be approved at one time, subject to applicable rules.

  • A medical certificate/supporting document may be required.

  • Extension beyond the approved period requires fresh approval.

6. Half-Day

  • Half-Day is not an automatic entitlement.

  • Half-Day may be granted only with approval of HR/Director.

  • Two Half-Days shall be equivalent to one full day for salary-deduction purposes or CL & ML Purpose.

  • Half-Day does not automatically consume one full CL.

  • Unapproved early departure may be treated as Half-Day/Unauthorised Absence/Leave Without Pay, as applicable.

7. Examination Days

  • Staff must follow the examination duty schedule assigned by Management.

  • Students leaving after the examination does not automatically entitle staff to Half-Day.

  • Staff may be assigned evaluation, documentation, answer-sheet handling, result-related or other academic/administrative work after examinations.

  • If Management officially assigns a specific duty shift, such as 9:00 AM–12:00 PM, that shall be treated as the official duty schedule and not as Half-Day.

8. Events, Workshops & Special Programmes

  • Events, workshops, seminars, orientations, training programmes, examinations, college functions, admission activities and other officially assigned programmes require full compliance with the assigned duty schedule.

  • Half-Day shall not ordinarily be granted on officially assigned Event/Workshop/Special Programme days.

  • Staff must remain present for the complete assigned programme/duty duration.

  • Leaving before completion without approval may be treated as Early Leaving/Unauthorised Absence.

  • Genuine emergencies shall be considered separately by HR/Director.

9. Sunday / Weekly-Off Duty

  • Sunday/weekly off shall normally be treated as the scheduled weekly rest day.

  • Staff may be called for duty on a Sunday/weekly off only through an official Management/Director assignment.

  • Officially assigned Sunday/weekly-off duty shall be recorded as special duty.

  • Applicable Compensatory Off and/or payment shall be provided as determined by Management, subject to applicable laws, employment terms and statutory requirements.

  • Voluntary attendance without official assignment shall not create an automatic entitlement to additional payment or Comp-Off.

10. Strike, Bandh, Rain or Traffic:-

  • Strike, bandh, heavy rain, traffic disruption or transport difficulties do not automatically constitute a College holiday.

  • If the College is officially open, staff are required to report for duty.

  • Only an official Management communication can declare closure, holiday or attendance relaxation.

11. Clinical, Practical & Examination Duties

  • Nursing and Pharmacy staff must attend all assigned clinical, practical and examination duties.

  • Staff cannot independently exchange or transfer assigned duties.

  • Any replacement requires prior approval from the authorised authority.

  • If any staff member is assigned an official duty by the Council, they must inform the Management in advance and submit the official duty letter/order for verification.

    Based on the official document, the staff member may request Special Approval from Management for attendance consideration.

    No special attendance consideration will be granted without prior Management approval and valid official documentation from the Council.

  • SATURDAY ATTENDANCE POLICY – OFFICE STAFF

  • For all Office Staff,excluding teaching staff there is no Half-Day provision on Saturdays.Office Staff are required to complete their full Saturday working hours as per the prescribed duty schedule.Any exception or early departure must have prior approval from Management.No Half-Day will be considered without Management approval.

12. Unauthorised Absence

Unauthorised absence may include:

  • Absence without approved leave

  • Leaving the College without permission

  • Exceeding approved leave

  • Failure to obtain leave extension

  • Absence from assigned duties

  • Leaving an event/workshop/examination duty without approval

  • Proxy attendance or attendance manipulation

Repeated violations may result in appropriate administrative or disciplinary action.

13. Salary & Attendance Deduction

  • Salary shall be processed on the basis of the final verified attendance and approved leave record.

  • Unless otherwise specified in appointment terms or applicable law, attendance-related deductions shall follow a 30-day monthly salary basis.

Calculation:

Daily Salary = Monthly Salary ÷ 30
Half-Day Salary = Daily Salary ÷ 2

  • One unpaid full-day absence = one day's salary deduction.

  • One unpaid Half-Day = half-day salary deduction.

  • Two Half-Days = one full-day deduction. (If CL & ML quota exahsuted)

  • Approved paid leave shall not result in salary deduction, subject to applicable leave entitlement.

14. Authority for Attendance & Salary

  • Only HR and the Director are authorised to approve, modify, regularise or waive attendance-related salary deductions.

  • Principal, HOD, Coordinator, Teacher or any other staff member may report attendance issues but cannot independently alter attendance or salary.

  • Any delegation of such authority must be provided in writing by the Director.

15. Attendance Correction

  • Biometric/attendance issues must be reported promptly.

  • Attendance corrections require verification and authorised approval.

  • Unverified or unsupported attendance claims may be rejected.

  • Official attendance records shall be used for salary processing.

16. Written Approval

  • Leave and attendance exceptions must be supported by Attendo app.

  • Informing a colleague does not constitute approval.

  • Silence or non-response does not constitute approval.

    17. Overtime & Half-Day Adjustment

    1. Overtime Compensation
    Every employee is eligible to claim compensation for genuine overtime duty performed beyond the official working hours, subject to proper attendance records and verification.

    2. Mode of Overtime Compensation
    The standard mode of compensation for approved overtime will be Compensatory Leave (CL) and not cash payment.

    For calculation purposes, 6 hours of approved overtime will be considered equivalent to 1 working day. Therefore:

    • 6 hours overtime = 1 CL

    • 12 hours overtime = 2 CL

    The earned CL will be credited and can be availed during the current academic year, subject to prior approval and institutional requirements.

    3. Overtime Records
    Employees are requested to maintain and report their overtime details, including the date, additional duty hours and nature of work performed. Overtime claims will be verified against attendance and duty records before being credited.

    4. Cash Compensation / Adjustment


    If an employee specifically requests monetary settlement instead of CL, the employee's late arrivals, early departures and other shortfall in scheduled working hours will also be taken into account. Such hours may be adjusted against the verified overtime hours before any eligible balance is considered for monetary settlement, as per management policy.

    5. Half-Day & Late Arrival


    Half-day attendance and repeated late arrivals will be recorded separately. Where applicable, the corresponding hours may be adjusted against verified overtime hours.

    6. Right to Claim
    Employees have the right to submit and claim their genuine overtime. Employees are encouraged to report their overtime accurately and on time so that the records remain transparent and no genuine overtime is missed.

    7. Transparency


  • Overtime, CL, late arrival and half-day records will be maintained separately to avoid confusion. Overtime will not be automatically mixed with leave records; each record will be verified and adjusted according to the applicable policy.

18. Staff Responsibility

Every staff member is responsible for:

  • Reporting on time

  • Marking attendance correctly

  • Completing full duty hours

  • Obtaining leave approval

  • Checking leave balance

  • Taking approval for leave extension

  • Obtaining permission for early departure

  • Completing assigned special duties

  • Reporting emergencies promptly

  • Reporting attendance discrepancies

18. Policy Compliance

  • All staff members are required to read, understand and comply with this policy.

  • Once officially communicated, lack of knowledge of the policy shall not be accepted as a justification for non-compliance.

  • Previous verbal or informal practices shall not override this written policy unless specifically approved in writing by the Director.

  • All provisions shall remain subject to applicable laws, statutory requirements and individual employment/appointment terms.

Management reserves the right to interpret and administer this policy in accordance with applicable law and institutional requirements.