Article IV.15 Staff-Specific Leave: Procedures

Policy

⇓ Procedures ⇓

Article IV.15 Staff-Specific Leave Procedures (effective July 1, 2021)

Sick Time

The College provides sick time as an employment benefit to regular full-time staff. Part-time and project-based employees are not eligible for sick time. 

Use of Sick Time

Sick time is intended for the employee’s own illness and may be used for the purpose of visiting doctors, dentists or other recognized practitioners. Sick time may also be used for the purpose of tending to an illness of a spouse, domestic partner, child, parent or sibling. Additionally, sick time may be used for any relative and/or dependent living in an employee’s home. Employees are required to advise their supervisor as early as possible when they will be absent from work due to illness or doctor’s appointment. Employees must obtain supervisory approval on the Employee Absence Record in order to receive sick time pay.

The College may, in its sole and absolute discretion, require a doctor’s certificate verifying the necessity for any absence(s).

In the event of an illness or injury that is covered by worker’s compensation insurance, sick time usage may not apply.

Sick Time Accrual

Sick time begins accruing on the first day worked in an eligible position and may be used in 1/4 hour or greater increments. Increments of less than 1/4 hour may be allowed in situations in which there is an approved leave of absence, such as leave under the Family and Medical Leave Act (FMLA). Only accrued sick time may be taken. The College does not allow employees to use sick time in excess of their accrual balance. Upon separation, any unused sick time will be forfeited. 

Regular full-time staff members accrue .0462 times the number of hours paid in a pay period, up to the maximum hours they were hired to work. 

Maximum sick time accrual for regular full-time staff is 960 hours, or 120 days. 

Personal Time

The College provides personal time as an employment benefit to regular full-time staff. Part-time and project-based employees are not eligible for personal time. 

Use of Personal Time

Current regular full-time staff hired to work 40 hours per week have 24 hours of personal time available to use on the first day of each fiscal year (July 1). This benefit is appropriately prorated for full-time employees hired to work fewer than 40 hours per week.

New regular full-time staff hired to work 40 hours per week after the start of the fiscal year (July 1) have personal time available to use on the first day after the Introductory Period, based on the following schedule:

Start date
Personal Hours/days
July 1 through September 30
24 hours/3 days
October 1 through December 31
16 hours/2 days
January 1 through March 31
8 hours/1 day
April 1 through June 30
0 hours/0 days

This benefit is appropriately prorated for full-time employees hired to work fewer than 40 hours per week.

Personal time may be used in 1/4 hour or greater increments, except smaller increments are permissible under Family and Medical Leave Act (FMLA) Leave.

Only earned personal time may be taken and it is not carried over and accumulated from year to year. Upon separation, unused personal time is not paid. Personal time may be used in 1/4 hour or greater increments, except smaller increments are permissible under Family and Medical Leave Act (FMLA) Leave. 

In the event of an illness or injury that is covered by worker’s compensation insurance, personal time use may not apply. 

Vacation Time

The College provides vacation time as an employment benefit to regular full-time staff. Part-time and project-based employees are not eligible for vacation time. 

Staffing Levels

Supervisors have the responsibility to maintain adequate staffing levels and have the authority to limit the approval of vacation time requests in order to meet operational needs. Therefore, employees are expected to request vacation at least two weeks in advance. Requests will normally be granted as long as the request does not seriously affect the College’s operations. 

Accrual of Vacation Time

Vacation time begins accruing on the first day worked in an eligible position. Accrued vacation time is available for use and for pay out at separation following completion of the Introductory Period. 

Use of Vacation Time

Vacation time may be used in 1/4 hour or greater increments, except smaller increments are permissible under Family and Medical Leave Act (FMLA) Leave.  Only accrued vacation time may be taken.  Upon separation, unused accrued vacation time is paid to employees who have met the Introductory Period. The balance is paid at the current rate of pay and included in the final paycheck. 

In the event of an illness or injury that is covered by worker’s compensation insurance, vacation time usage may not apply. 

Regular full-time staff accrue vacation time on the number of hours paid each pay period. 


Support Staff:

Years of Employment
Accrual Rate
(per hour paid)
Total Accrual
Per Year
Less than 5 years
.0462 hours
12 days
5 to 10 years
.0654 hours
17 days
10 years or more
.0846 hours
22 days

Professional/Technical Staff:

Years of Employment
Accrual Rate
(per hour paid)
Total Accrual
Per Year
Less than 5 years
.0577 hours
15 days
5 years or more
.0846 hours
22 days

Administrative Staff:

Years of Employment
Accrual Rate
(per hour paid)
Total Accrual
Per Year
From date of hire
.0846 hours
22 days

Maximum accrual of vacation time for regular full-time employees is 352 hours or 44 days.
 


9 and 10-Month Support Staff:

Years of Employment
Accrual Rate
(per hour paid)
Total Accrual
Per Year
9-month
Total Accrual
Per Year
10-month
Less than 5 years
.0154 hours
3 days
3 days
5 to 10 years
.0218 hours
4 days
5 days
10 years or more
.0282 hours
5 days
6 days

9 and 10-month Professional/Technical Staff:

Years of Employment
Accrual Rate
(per hour paid)
Total Accrual
Per Year
9-month
Total Accrual
Per Year
10-month
Less than 5 years
.0192 hours
4 days
4 days
5 years or more
.0282 hours
5 days
6 days

9 and 10-month Administrative Staff:

Years of Employment
Accrual Rate
(per hours paid)
Total Accrual
Per Year
9-month
Total Accrual
Per Year
10-month
From date of hire
.0282 hours
5 days
6 days


Content Owner: Human Resources
Revised: 09/2004, 08/2006, 09/2010, 1/2012, 07/2014, 07/2015, 06/2018, 11/2020 (effective July 1, 2021)

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636-922-8000

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