A4200.25 Paid Leave of Absence

Statement

Vacation

1. A full-time, twelve-month employee will be granted vacation days. The number of vacation days granted will be based on the length of FT service with the College. 
2. Vacation days which accrue during an employment period must be used during that period or within six months from the annual expiration of that period. Any accrued vacation days not used within the prescribed time will be forfeited. 
3. Vacation requests should be submitted to the employee’s immediate supervisor at least one (1) week prior to the day(s) being requested. Vacation can be taken in hourly increments.  Please note that efforts will consistently be made to accommodate all vacation requests for all employees.  However, the College reserves the right to deny vacation requests if such requests will jeopardize the work of the College or place a severe handicap on other College employees.  Absolutely no vacations will be allowed, except in cases of emergency, during the peak registration times prior to or during the first week of fall, spring, and summer semesters. 
4. Any unused vacation hours up to a maximum of 50% of the vacation hours earned for the fiscal year may be converted to accumulated sick days, placed in a separate rollover bank, not recognized by SURS. Upon an employee’s severance of employment with the college, for any reason, all accrued vacation hours will be expended or compensated.
5. Newly hired employees at the level of Vice President or above may be granted credit for years of service in an equivalent position at a previous employer for accrual purposes only.

Vacation Schedule:

Revised:  July 2016, July 2017, September 2019

Sick Leave

1. Sick leave shall be interpreted to mean illness or injury of the employee or immediate family or household, as required by law. The immediate family, for the purposes of this section, shall include the spouse, civil union partner, domestic partner, children, stepchildren, parents, stepparents, sisters, brothers, grandparents, grandparents-in-law, grandchildren, parents-in-law, brothers-in-law, sisters-in-law, and legal guardians.
2. Sick leave shall be granted at the rate of eighteen (18) days per year for all full-time employees not covered by the SCC/SCEA Collective Bargaining Agreement. Sick leave beyond the annual number of days granted shall not be expended except in cases of medical emergency of the individual or any member of the household.
3. If applicable, sick leave shall be accumulated without limit, and in accordance with applicable statutory provisions. Employees will not be reimbursed for unused sick leave upon termination of his/her employment.  Unused sick leave shall be applied toward service credit for retirement in accordance with the State Universities Retirement System (SURS).  Full-time employees can see their balance by the Leave Plan link on their time card.
4. Sick leave can be taken in one-hour increments for those not covered by the Collective Bargaining Agreement.
5. The Board and administration reserve the right to require a certification from a physician for the use of sick leave.

Revised:  June 2015, October 2015, July 2016, July 2017, October 2019

Sick Leave Transfer Procedure   

A full-time employee who has been employed for at least two years and who will expend all his or her sick leave, may request the transfer of up to twelve days of sick leave from the sick leave accounts of other full-time staff to his or her sick leave account.  This sick leave may be used to cover absence as defined institutionally.  With the approval of the President, the sick days may be established in advance of the staff member exhausting his or her available sick days by following this procedure.  Employees may request the transfer of sick leave days one (1) time during their tenure with the college.

1. The employee shall inform his or her immediate supervisor in writing of the possible need to acquire additional sick days. Upon initial approval by the President, the employee shall proceed to submit a list of full- time employees and the days they are transferring to the immediate supervisor.  Each employee shall initial the days they are contributing to the employee’s account.
2. Once a list of staff and the days they are contributing has been approved, the employee and the immediate supervisor shall complete a schedule for all days requested specifying coverage of the missing person’s duties and responsibilities for each day by the individual. This completed schedule must also then be approved by the President.  Employees contributing sick days and consenting to provide coverage agree not to be paid overtime or overload for these additional duty assignments.
3. A record of all such transfers shall be kept in the employee’s sick leave record. Individuals applying to have sick days transferred to their account under this procedure will be advised of the availability and appropriateness of other available leave options.

Personal Leave 

Each academic or fiscal year, two (2) days will be given for all full-time employees not covered by the SCC/SCEA Collective Bargaining Agreement.  Written application for such leave shall be made to the appropriate supervisor or his/her designee without reasons stated at least two (2) work days prior to the desired onset of such leave, provided, in an emergency, such application may be made at a later time with an explanation of such an emergency.

Personal leave may not be taken on commencement day, or immediately preceding or following a vacation period, or the first five (5) working days of each semester, unless the employee receives permission from his/her immediate supervisor due to the existence of extraordinary or emergency circumstances.

Personal leave can be taken in ¼ day (2 hours), ½ day (4 hours), ¾ day (6 hours), or full-day (8 hours) increments.

Revised:  June 2015, October 2015, July 2016

Funeral Leave

The Board shall grant each employee two (2) funeral days per college year without loss of pay.  Leave shall be non-cumulative.  The leave is applicable to the immediate family of the employee, which shall include the spouse, civil union partner, children, parents, sisters, brothers, grandparents, grandparents-in-law, grandchildren, 98 parents-in-law, brothers-in-law, sisters-in-law, and legal guardians.  One of these days is not restricted to the immediate family as defined above.

Revised:  July 2016

Jury Duty

Personnel subpoenaed as witnesses or as jurors in matters in which they have no personal or pecuniary interest shall receive time off with pay, provided that proper notice is given to their supervisor as soon as possible after being subpoenaed.  Personnel will receive the difference between the daily rate of pay received for jury or court duty and his/her regular rate of pay, provided his/her daily rate of pay is more than received from court duty.  Any expenses (mileage, meals, etc.) paid by the court to the faculty member shall be retained by him/her.  Personnel will return to their working assignments during workdays, or any portion thereof, when their presence is not required for the legal proceedings.