A4200.25 Leave – Paid & Unpaid

 

1.0 Statement

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In alignment with Shawnee Community College’s values of Inclusive and Equitable Access and Integrity and Stewardship, this operating standard ensures that paid and unpaid leave is administered equitably, transparently, and consistently, supporting the well-being and professional excellence of all employees.

 

2.0 Purpose & Scope

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• Purpose:   To provide guidance that ensures that paid and unpaid leave is administered equitably, transparently, and consistently among all employees.

• Scope: This standard applies to all Shawnee Community College employees. Faculty covered by collective-bargaining agreements may follow procedures defined by their contract; however, the College’s principles of fairness and due process remain applicable.

 

3.0 Definitions

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• Paid Leave: An authorized absence from work where an employee continues to receive their regular wages.
• Unpaid Leave: Authorized absence from work without receiving wages.
• Vacation Leave: A benefit that provides eligible employees with paid time off for any reason.
• Sick Leave: A benefit that provides eligible employees with paid time off due to medical appointments, preventative care, an illness or injury that prevents performance of duties, or the need to provide care for a covered family member, as defined in this operating standard.
• Personal Leave: A benefit that provides eligible employees with paid time off for any reason.
• Bereavement Leave: A benefit that provides eligible employees with paid time off following the death of a loved one to attend services and manage personal, legal, or administrative matters related to the loss.  
• Jury Duty Leave: A benefit that provides eligible employees paid time off when they are subpoenaed as witnesses or as jurors in matters in which they have no personal or financial interest, provided that proper notice is given to their supervisor as soon as possible after being subpoenaed.
• Illinois Employee Sick Leave Act (ESLA): A state law that allows employees to use at least half of their sick leave time awarded annually for their immediate family members.  
• Family and Medical Leave Act (FMLA): A federal law that provides eligible employees with up to 12 weeks of unpaid, job-protected leave for themselves or covered family members per year for qualifying reasons.
• Uniformed Services Employment and Reemployment Rights Act (USERRA): A federal law that requires employers to allow employees to take unpaid, job-protected leave for active or reserve military duty, typically up to five years.
• Job Abandonment: absences of three (3) consecutive workdays or more without following the proper procedure listed above, and should the absences not qualify for FMLA leave, may result in separation of employment.
• Leave of Absence: An approved period of unpaid leave from employment, subject to applicable College policies and approvals.
• Immediate Family: Shall include an employee’s child, stepchild, spouse, domestic partner, sibling, parent, parent-in-law, grandchild, grandparent, stepparent, or legal guardian.

 

4.0 Roles & Responsibilities

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• Employee: Employees are expected to request and use paid and unpaid leave honestly, consistently, and in accordance with College standards. Misuse or misrepresentation of leave may result in corrective action. Employees are responsible for following established procedures and communicating with their supervisor and Human Resources to ensure leave is applied equitably.
• Supervisor: Supervisors are responsible for promptly notifying Human Resources of employee absences that may qualify for protected or unpaid leave. Supervisors do not determine leave eligibility or designation and must refer employees to Human Resources for guidance. Failure to follow leave procedures or to apply leave consistently may result in corrective action or required training to ensure compliance and equitable administration.
• Administrators: Administrators are expected to reinforce a culture of ethical leadership and accountability by following appropriate leave practices, preventing favoritism or informal arrangements, and supporting supervisors in applying College standards in their division.
• Human Resources: Human Resources supports consistent and equitable leave practices by providing guidance to employees, supervisors, and administrators. Human Resources maintains official leave records, protects employee confidentiality, and monitors leave practices for compliance and consistency. Human Resources is responsible for determining eligibility and designation of protected or unpaid leave.

 

5.0 Procedures

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1. Communication with Supervisor – Employees must notify their immediate supervisor of the need for leave as soon as possible, preferably by College email. When leave is expected, advance notice is required. If leave is unexpected, the employee must notify their supervisor as soon as possible. After providing notice, the employee must submit the leave request through the College’s designated leave system and maintain communication regarding their anticipated return-to-work date. Employees must promptly report any changes to their leave status or circumstances.
2. Supervisor Review and Routing – Upon receiving notice of a leave request, the supervisor must acknowledge receipt. Supervisors must confirm that the employee has submitted the leave request through the College’s designated leave system. The supervisor is responsible for supporting operational planning and ensuring service continuity during the employee’s absence.
3. Documentation and Recordkeeping – Human Resources will determine whether documentation is required and establish applicable submission deadlines during the leave review and administration process. Official leave records will be maintained confidentially and retained in accordance with applicable laws and institutional standards.
4. Determination of Leave Amounts – Leave amounts, accrual rates, and maximum limits are based on employee classification and appointment status and are outlined in Addendum A – Leave Amounts and Accrual Schedules, which is incorporated into this operating standard by reference. Any changes to leave amounts or accrual schedules require approval by the Shawnee Community College Board of Trustees.

 

6.0 Guidelines

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• Leave practices must be applied consistently and equitably across all departments and divisions to ensure fairness, transparency, and trust.
• Leave should be scheduled to support continuity of College operations
• Frequent absences undermine performance and compromise the College’s service to students and department operations. Employees who have excessive and/or patterned absenteeism are subject to corrective action, up to and including termination.

Examples of pattern absenteeism may include:

• unscheduled absences,
• absences during high-impact operational periods,
• misuse or misrepresentation of sick time.
• Family and Medical Leave Act (FMLA) leave is administered by Human Resources in compliance with federal law. Human Resources determines eligibility, designates leave, issues required notices, and manages medical certifications to ensure consistent administration. When applicable, accrued paid leave runs concurrently with FMLA leave in accordance with College policy.

 

7.0 SCCES Connections

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This Operating Standard supports the Employee Engagement Element within the SCCES framework, particularly the Workplace Climate, Employee Satisfaction, and Employee Retention Key Performance Areas.

Leave practices serve as a foundational component of employee support systems, ensuring that employees can balance personal needs with professional responsibilities while maintaining operational continuity. Consistent and equitable administration of leave contributes to employee trust, organizational fairness, and workplace stability.

Through consistent application, this standard contributes to:

• A fair and supportive work environment (Workplace Climate)
• Employee well-being and satisfaction (Employee Satisfaction)
• Workforce stability and sustained capacity (Employee Retention)

The practices defined in this standard serve as key inputs influencing employee engagement, attendance patterns, and the College’s ability to maintain consistent operations and service delivery.

 

8.0 Monitoring Report Connections

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This Operating Standard supports the College’s annual Human Resources Monitoring Report by generating evidence related to leave usage, attendance patterns, and equitable administration of employee benefits.

Evidence generated through this standard contributes to the evaluation of Board policies, including:

• B3000 – General Executive Limitations
• B3001 – Employee Relationships
• B3003 – Organizational Culture
• B3004 – Employment, Compensation, and Benefits

Evidence generated may include:

• Leave utilization rates by type (vacation, sick, personal, unpaid)
• Patterns of absenteeism, including frequent or high-impact absences
• Use of protected leave (e.g., FMLA, USERRA)
• Department-level variations in leave usage

These indicators provide insight into employee well-being, attendance patterns, equity in benefit administration, and the impact of leave practices on operations. Collectively, they support Board evaluation of workplace climate, employee support systems, and compliance with Executive Limitations.

The following alignment illustrates how operational practices defined in this standard contribute to key Monitoring Report measures:

 

Operational Area	Evidence Generated	Monitoring Alignment
Leave Utilization	Usage rates by leave type	Employee Well-Being & Support
Absenteeism Patterns	Frequency and timing of absences	Workforce Stability
Protected Leave Usage	FMLA/USERRA participation	Compliance & Equity
Department-Level Trends	Variations in leave usage across units	Equity & Operational Consistency

 

Collectively, these indicators provide insight into attendance patterns, employee support systems, and operational impact, supporting continuous improvement and informed decision-making.

 

9.0 Data Collection & Review

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This Operating Standard supports ongoing evaluation of leave practices through structured data collection and review.

Data Collection:  Human Resources will maintain and review data related to:

• Leave utilization by type and employee group
• Frequency and duration of employee absences
• Patterns of absenteeism, including recurring or high-impact absences
• Use of protected leave (e.g., FMLA, USERRA)

Review and Analysis: Human Resources will evaluate compiled data for patterns, trends, and areas of concern, including inequities in leave usage, operational disruptions, and indicators of employee well-being. Findings will be used to inform training, policy refinement, and leadership guidance, and to support development of the annual Human Resources Monitoring Report.

Review Cycle:  Data will be reviewed on an ongoing basis, with formal review conducted at least annually or as needed based on emerging trends, legal requirements, or institutional priorities.

Coordination:  Human Resources will coordinate with the Office of Institutional Effectiveness, as appropriate, to support alignment with SCCES and Monitoring Report development.

 

10.0 Oversight & Review

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This Operating Standard will be reviewed at least every three (3) years or sooner as required based on legal, regulatory, accreditation, or institutional needs.

Oversight of this standard is coordinated by Human Resources, with support from the Office of Institutional Effectiveness to ensure alignment with SCCES and Monitoring Report development.

Revisions will follow the College’s Shared Governance processes and will be documented in the Change Log.

 

Change Log	Governance Unit: Human Resources Council
Date	Description of Change
04.23.26	Initial Adoption; Replaces Prior Policies 6260, 6270,6272, 6273, 6274, 6275, 6276, 6277, 6278, and 6279