Apr 21, 2024  
DMACC Policies and Procedures 
    
DMACC Policies and Procedures
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HR3710 - Sick Leave


Procedures

Section: HUMAN RESOURCES PROCEDURES

SubSection: LEAVE

Master List Section: Human Resources

 

  1. Institutional Regulations
    1. All Regular full-time employees shall be eligible for 15 days (120 hours) of Sick Leave per fiscal year.
    2. Regular part-time employees shall be eligible for a prorated share of Sick Leave based upon their FTE.
  2. Procedure
    1. Sick Leave may be used to cover time away from work due to illness, injury and medical exams, including dental and eye exams. Pregnancy and/or recovery from childbirth shall be covered by Sick Leave.
      1. Employees may also use Sick Leave to cover absences caused by the illness, injury, or medical exam of a member of their immediate family. Immediate family members shall be defined as spouse, children, step-children, parents, and step-parents. Sick Leave may be used to cover absences caused by the illness, injury or medical exam of a Domestic Partner if a signed Affidavit of Domestic Partnership is on file in Human Resources.
    2. Sick Leave Accrual
      1. Sick Leave shall accrue at the rate of 10.00 hours per month for full-time employees.
      2. Sick Leave shall accrue in any month in which the employee began employment on or before the 15th day of the month or terminated employment after the 15th day of the month.
      3. Sick Leave shall not accrue in any month in which an employee is on a Leave Without Pay (LWOP) for ½ of the month or more (i.e. from the 15th of the month on or through the 15th of the month). If the employee goes on a LWOP and returns in the same month, Sick Leave shall not accrue if the employee is on LWOP during 10 or more work days in the month.
      4. Full-time Support Staff, Confidential Clerical and Trail Point Support employees may accumulate a maximum of 105 days (840 hours) of Sick Leave. All other full-time employees may accumulate a maximum of 100 days (800 hours) of Sick Leave. Any amount in excess will be forfeited on June 30. Employees who work less than full-time may accumulate a prorated maximum amount based upon their FTE.
    3. Sick Leave Usage
      1. Support Staff, Confidential Clerical and Trail Point Support employees may only use Sick Leave during the first 90 calendar days of their probationary period for personal absences. Upon completion of 90 calendar days of employment, they may also request leave for the purpose of the care of an eligible family member as provided by A-1 above.
      2. Sick Leave may only be used to the extent accrued with the exception of employees in their first year of employment. These employees may use their full year’s allotment before it is accrued.
      3. Sick Leave may be used in one-hour increments.
      4. FMLA will be designated when a Sick Leave absence qualifies for FMLA.  Refer to Family and Medical Leave (FMLA) HR 3720 for additional information.
    4. Sick Leave Approval
      1. If an employee knows in advance that s/he will need to be absent from work (e.g. scheduled doctor appointment or scheduled surgery), prior approval shall be required. Prior approval means that the employee has requested leave in advance according to procedures established by the supervisor. Sick leave shall be reported on Employee Web.
      2. If the event giving rise to the absence is not known in advance, the employee shall notify the immediate supervisor promptly on the first day of the absence. If the employee is unable to make the notification, their designee may do so.
        1. If the supervisor determines that circumstances do not warrant an exception to receiving prior approval or, if the reason given for the leave is determined not appropriate, the employee may be:
          1. Directed to return to work;
          2. Considered to be on an unauthorized absence;
          3. Placed in nonpay status or allowed to use available Vacation or Personal Leave;
          4. Subject to disciplinary action.
        2. If the post-approved absence exceeds one day, the employee shall notify the supervisor each day thereafter unless other arrangements are made. The employee must keep the supervisor advised of their possible return to work date.
    5. Physician’s Statement
      1. A physician’s statement shall be required for absences of five or more consecutive work days. Physician’s statements shall not require genetic information except as allowed by the Genetic Information Nondiscrimination Act of 2008 (GINA).
      2. If a supervisor believes that an employee may be abusing the use of Sick Leave, the supervisor may require a physician’s statement substantiating any absence, regardless of its duration.
      3. The College reserves the right to seek the advice of a physician of its choice to determine whether an employee is entitled to Sick Leave.
    6. Physician’s Release
      1. A physician’s release to return to work may be required if there are questions regarding the employee’s ability to perform their job duties. A release to work statement shall not include genetic information except as allowed by GINA.
      2. The College reserves the right to seek the advice of a physician of its choice to determine whether an employee is able to return to work.
    7. If an employee has an extended absence and exhausts their Sick Leave, earned Vacation Leave and Personal Leave shall be used. Upon the exhaustion of all paid leave, Leave Without Pay may be granted with the appropriate approval (see HR3765 ). If the employee’s medical situation involves the use of Family and Medical Leave, that unpaid leave may be taken in accordance with HR3720 .
    8. If Sick Leave is integrated with Workers’ Compensation and/or Long Term Disability benefits, total dollars received by the employee shall not exceed 100% of the employee’s regular pay at the time of the illness or injury.


Cross Reference:
Policy HR426 - Employee Leave  

HR Procedure - HR 3720  Family and Medical Leave

Adopted: October 1, 2002
Reviewed: Annually

Revised:
December 1, 2003

January 1, 2005

November 1, 2007

November 1, 2008

May 1, 2009 March 1, 2011

November 1, 2011

February 21, 2017

October 1, 2019

September 1, 2020

June 27, 2022



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