Benefited employees are entitled to leaves of absence in accordance with assigned employment category and type of appointment. All paid leave for employees with appointments less than one hundred percent (100%) will be prorated based on percent of appointment. With the exception of sabbatical leave, which requires a separate application process, employees must request all leaves and receive appropriate approval on an official “Leave of Absence Form” (Attachment 8) or indicate sick leave, vacation and comp time on a time sheet signed by the employee and employee’s supervisor. With the exception of vacation and personal leave days, the President or an administrator designated by the President may require the employee to provide specific evidence to support the leave request.

The following leaves apply to all benefited faculty, educational services staff, and administrative employees:

1. Illness or Injury (Sick Leave)

Benefited employees are eligible to receive their regular rate of pay and applicable benefits if required to take time off due to: 1) personal illness or injury, 2) the illness or injury of a member of their household, or 3) the illness or injury of a nonhousehold family member within first degree of relationship as defined in B.1.a. (below) not to exceed thirty 30 working days per academic or fiscal year. Use of sick leave for the illness or injury of a nonhousehold family member must be for a serious incident requiring health care assistance. Sick leave usage is in accordance with the following provisions:

1. Employees shall accrue illness or injury leave at a rate of one day a month for each month of appointment, with two (2) exceptions: 1) employees on nine (9) or nine and one half (92) month appointments shall accrue at a rate of ten (10) leave days a year and 2) employees on eleven (11) or eleven and one half (112) month appointments shall accrue at a rate of twelve (12) leave days a year.
2. In accordance with the Family and Medical Leave Act, benefited personnel are eligible to take up to twelve (12) weeks of unpaid leave for the following reasons:
1. Childbirth or to care for a child in the first twelve (12) months after childbirth.
2. Adoption or foster care, within the first twelve (12) months of the placement.
3. Care of seriously ill spouse, child or parent.
4. The employee’s own serious health conditions, where the employee is unable to perform his or her job.
3. The President or an administrator designated by the President is authorized to require a certificate of illness from a licensed physician or county health officer in sick leave cases.
4. An employee can accrue a maximum of eighty five (85) illness or injury leave days and all accrued leave shall be canceled upon termination of benefited employment.
5. All unused illness or injury leave days in excess of the eighty five (85) day maximum accrual shall be credited to the college’s “sick leave bank.” Any benefited employee who has been employed with benefits for a period of at least one (1) year, who because of extended* illness or injury has used all accrued leave may draw a maximum of fifty (50) leave days during any two consecutive fiscal years (July 1 through June 30). Employees wishing to draw from the “sick leave bank” are required to submit a written request to the director of human resources indicating the nature of the extended illness or injury and the amount of time requested (beginning and ending dates). The director of human resources will inform the employee and the payroll office whether or not the leave will be charged to the bank.

* Extended illness or injury is defined as a physical or psychological condition requiring absence from work for at least two (2) weeks. Examples are as follows: hospitalization and/or recovery at home due to an operation or an injury as a result of an accident; inpatient or outpatient treatment for chemical dependency or psychiatric care. The intent of the “sick leave bank” is to protect employees’ wages in the event of a long term illness or injury which their accrued time may not be enough to cover. The intent is not to supplement an employee’s leave who needs time off due to having a cold or the flu, or other short term illness.

6. Illness or injury records are maintained in the payroll office and leave balances are indicated on the employee’s pay stub.


2. Bereavement

Benefited employees are eligible to receive leave of absence without loss of salary or other benefits for each incident due to death in the immediate family, or any member of the immediate household who is living with and considered a part of the family. Conditions for using bereavement leave are as follows:

1. Immediate family is defined as a relative within the third degree of consanguinity (blood relative) or affinity (related by marriage).
1. First degree B spouse, son, daughter, mother, father, brother, sister; step or in-law.
2. Second degree B grandmother, grandfather, grandson, granddaughter, aunt, uncle, niece, nephew; step or in-law.
3. Third degree B first cousin; step or in-law.
2. A maximum of five (5) working days off is allowed for each incident.
3. In the event of an emergency, exceptions to the above limitations can be made by the President.


3. Military

Benefited employees are eligible to receive time off without loss of pay or benefits for a maximum of fifteen (15) working days in a calendar year to serve in the armed forces of the United States.

4. Parental Leave

Benefited employees who are expectant parents are eligible for parental leave (time off with or without pay) on the basis of either childbirth or adoption. Conditions for using parental leave are as follows:

1. Employee is required to inform the director of human resources in writing of the beginning and ending dates of the requested leave.
2. Employee may use accrued illness or injury leave, vacation and/or leave without pay for up to a total of 12 weeks.
3. Any parental leave beyond 12 weeks requires the approval of the President and shall not exceed one (1) calendar year.


5. Personal Leave

Benefited employees are eligible to receive two (2) days off a year with pay to tend to personal matters where other leave provisions do not apply. Personal leave provisions are as following:

1. Employee is entitled to a maximum two (2) days off in any one (1) academic or fiscal year (July 1 through June 30) which ever applies to the employee’s appointment.
2. Personal leave is noncumulative, if not used; it will not be carried forward to be used in another year.
3. Personal leave time requires the approval of the employee’s immediate supervisor and the approval of the President (or his designee) PRIOR to taking the leave.


6. Temporary Duty Leave

Benefited employees may be able to accept an assignment outside the college with no loss of pay or benefits while in such status. Provisions for taking such leave are as follows:

1. The temporary duty assignment must be at the convenience of the college. That is, such time off will not create problems in normal college operation and the assignment has the potential to benefit the college, either in terms of increasing the employee’s career growth and development or providing community service by having its employees offer their expertise.
2. Leave shall not exceed one (1) calendar year.
3. Leave must be approved by the President PRIOR to the taking of such leave.


7. Emergency Leave

Benefited employees are eligible to request time off with no loss in salary or benefits due to an emergency of a personal nature. Such time off requires Presidential approval.

8. Leave to Attend Legislative or Governmental Committee Meeting

Benefited employees are eligible to take time off with no loss in salary or benefits to attend a legislative or governmental committee meeting. The leave time must be for the purpose of giving testimony.

9. Jury Duty Leave

Benefited employees are eligible to take time off with no loss in salary or benefits to serve on a jury in an officially recognized municipal, county, state or federal judicial system.

10. Quarantine

Benefited employees are eligible to receive time off with no loss in salary or benefits due to being quarantined for a purpose other than the personal illness of the employee. If the quarantine is due to the employee’s illness, such time off will be in accordance with illness or injury leave (II.A. above).

11. Subpoena

Benefited employees are eligible to take time off with no loss in salary or benefits to comply with a subpoena issued with court authority or an officially recognized governmental agency.

12. Consulting Leave

Benefited employees are eligible to receive time off with no loss in salary or benefits for the purpose of providing consulting services. Consulting leave provisions are as follows:

1. Maximum leave time is five (5) days in one (1) fiscal year (July 1 through June 30). Consulting leave does not carry over to the next year.
2. Employee shall retain all consulting fees.
3. The college will neither pay for nor assume any responsibility for the employee’s expenses (i.e., per diem, travel, meals, lodging, or any other connected expenses) or activities while on consulting leave.
4. Employee’s time off will not create problems within the employee’s department/division, nor create a disruption in normal college operations.
5. Leave must be approved by the President PRIOR to the taking of such leave.


13. Public Service Leave (Elected Public Office)

Benefited employees may seek an elective public office. In seeking an elective public office, the employee may neither use college time nor may his or her campaign efforts be disruptive to normal college operations.

1. If a benefited employee is elected to a full time elected office, he or she is required to terminate benefit employment at the college, including the termination of salary and benefits associated with the benefited position.
2. If a benefited employee is elected to a part time elected office, employee may continue benefited employment in accordance with the following:
1. The employee must agree to assume responsibility for remaining aware of developments within his or her assigned area at the college and assist in the conduct of that assignment when possible.
2. Employee’s time involved with the elected office will be charged to public service leave.
3. Employee’s time involved with the elected office will be charged to public service leave.
1. The employee is required to inform his or her supervisor of the specific time off work related to the elected office.
2. The supervisor, in turn, is required to inform the payroll office of such time off.
3. The payroll office shall ascertain the amount of payment the employee received while in performance of duties associated with elected office and deduct the employee’s pay by that amount.


14. Leave Without Pay

Benefited employees are eligible to receive leave without pay in accordance with the following provisions:

1. The employee’s absence will not disrupt normal operations at the college, nor will replacing the employee (if applicable) create a problem for the college either during the employee’s leave or upon his/her return.
2. Leave shall not exceed one (1) calendar year.
3. Leave must be approved by the President PRIOR to taking such leave.


15. Professional Leave
1. Benefited employees are eligible to receive time off for professional development in accordance with the following provisions:
1. All time off must be approved by the direct supervisor, department administrator, and President or President’s designee.
2. Staff professional leave requests, whether approved or denied, shall be forwarded to the human resources director.
3. If the leave is at the request of or the convenience of the college, the employee is entitled to be reimbursed for travel and living expenses related to the leave, subject to Presidential approval.
4. Depending on the type and nature of the leave, the President has the authority to approve professional leave with or without loss in salary or benefits.
2. The following types of absences qualify as professional leave:
1. Attendance at professional meetings related to the employee’s work assignment. If travel money is available, attendance at these meetings is usually funded by the college. Also, except for unusual circumstance, employee will retain full salary and benefits.
2. Professional development through education, training or experience. Employee is required to submit a leave request, including the amount of time off and reason(s) for the leave.
3. Foreign exchange teaching. Receipt of salary and benefits depends on whether or not reciprocal salary arrangements are made with the participating institution of the foreign nation.
4. Domestic exchange teaching. Receipt of salary and benefits depends on whether or not reciprocal salary arrangements are made with the participating institution within the United States.

1. Administrative and Nonteaching Professional Vacation

Benefited administrators and nonteaching professionals are eligible to receive vacation leave in accordance with the following:

1. Employee shall receive vacation at a rate of 1.75 days for each month of appointment as specified in administrator’s employment contract or nonteaching professional employee status form.
2. Employee shall be granted full amount of annual vacation at the beginning of each appointment year.
3. Employee’s maximum vacation accrual is the amount equal to that earned in two (2) appointment years. For example, an employee on a twelve (12) month appointment can accrue up to a maximum of forty two (42) days (12 months x 1.75 days a month x 2 years).
4. Employees who have accumulated beyond their maximum vacation accrual at the end of their appointment year shall forfeit that amount of vacation leave which exceeds their maximum accrual. For example, an employee on a twelve (12) month appointment who has accrued forty eight (48) vacation days at the completion of his/her appointment year shall forfeit six (6) vacation days. If exceptional circumstances exist, the President has the authority to postpone the forfeiture of vacation days accrued in excess of maximum accrual.
5. Upon termination of employment, employee will be paid for all unused vacation earned in accordance with the rate of 1.75 days for each month of appointment. Although an employee is granted the full amount of annual vacation at the beginning of the appointment year, he or she is entitled to be paid only that amount which is earned up to the point of termination. For example, an employee on a twelve (12) month appointment whose employment terminates at the end of November is entitled to be paid for the five (5) months (July through November) of unused vacation earned during that appointment year. Vacation payment at termination of employment shall not exceed maximum vacation accrual.
6. Payment for unused vacation will be based on the employee’s daily rate which is calculated as follows:



1. Appointment months on the contract or employee status form
2. Average number of paid days in a month
3. Average annual holidays
4. Number of annual vacation days earned



For example, the daily rate for an employee on a twelve (12) month appointment with an annual salary of $42,000 would be calculated as follows:



The daily rate for an employee on an eleven (11) month appointment with an annual salary of $42,000 would be calculated as follows:



The employee’s daily rate represents compensation for actual days worked which is why the holidays and vacation days are subtracted from the number of paid days. It is also the rationale used to pay employees for unused vacation days when they leave.



2. Educational Services Staff Vacation

Benefited administrators and nonteaching professionals are eligible to receive vacation leave in accordance with the following:

1. Employee’s vacation accrual is based on length of appointment and years of service as follows:



Employee’s years continuous benefited employment	Vacation earnings a month for each month of appointment
Zero (0) through five (5) years	One (1) day
After five (5) through ten (10) years	One and one half (12) days
After ten (10) years	One and three fourths (1:) days

For example, an employee on a twelve (12) month appointment in his/her third year of consecutive benefited service will accrue vacation at a rate of twelve (12) days a year [one (1) day a month x twelve (12) months]. An employee on a ten (10) month appointment in his/her seventh year of consecutive benefited service will accrue vacation at a rate of fifteen (15) days a year [one and one half (12) days a month x ten (10) months].

2. Employee shall be granted full amount of earned annual vacation on January 1 of each year.
3. Employee’s maximum vacation accrual is the amount equal to that earned in two (2) appointment years. For example, an employee on a twelve (12) month appointment and in his/her eleventh year of service can accrue up to a maximum of forty two (42) days (12 months x 1.75 days a month x 2 years).
4. Employees who accumulate beyond the maximum vacation accrual on December 31 shall forfeit that amount of vacation leave which exceeds their maximum accrual. For example, an employee on a twelve (12) month appointment with six (6) years of service who has accrued forty (40) vacation days on December 31 shall forfeit four (4) vacation days. If exceptional circumstances exist, the President has the authority to postpone the forfeiture of vacation days accrued in excess of maximum accrual.
5. Upon termination of employment, employee will be paid for all unused vacation time accumulated, not to exceed maximum accrual amount.
6. Educational services staff employees will be paid for unused vacation on a daily rate basis which is calculated as follows:


1. Annual amount on Educational Services Staff salary schedule )12
2. Average number of paid days in a month
3. Average number of holidays in a month (Average annual of 14 ) 12)
4. Employee’s monthly vacation earnings based on years of service



For example, the daily rate for an Educational Services Staff employee with six (6) years of service and a monthly rate of $1,800 would be calculated as follows:





The employee’s daily rate represents compensation for actual days worked which is why the holidays and vacation are subtracted from the number of paid days. It is also the rationale used to pay employees for unused vacation days when they leave.

7. Employees whose work schedule is based on the academic calendar and receive the same time off as faculty, do not accrue vacation and are not entitled to vacation pay, per se. Their employment agreement is based on months of service (i.e., 9 months, 92 months) similar to faculty contracts, and their annual salary is prorated based on their length of appointment.

Administrators, nonteaching professionals and educational services staff employees whose employment is not based on the academic calendar are entitled to paid holidays in accordance with the Board of Trustees authority to establish the number of paid holidays in a year and the President’s prerogative to designate specific dates. The Board of Trustees has granted the President the flexibility to designate a range of thirteen (13) to fifteen (15) holidays in a fiscal year (July 1 through June 30). This flexibility allows for maximum campus closure between Christmas and New Year’s Day.

The specific holiday schedule for the upcoming fiscal year is distributed to all employees covered by the holiday schedule on or before July 1 of each year.