Section: 4-Staff

Policy No: 20

Approved: 6/5/98



Sick leave is accrued by non-faculty salaried employees.

20.1 Eligibility

Sick leave is allowable in the case of individual personal illness, injury, or incapacity, or the illness, injury, or incapacity of the employee's spouse, son or daughter, or parent. (See Family Medical Leave Policy, 4-21)

20.1.1 Parent means a biological parent or an individual who stands or stood in loco parentis to an employee when the employee was a child. The term does not include parents "in law".

20.1.2 Son or daughter means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is either under age 18, or age 18 and "incapable of self-care because of a mental or physical disability".

20.1.3 Absence for medical and dental appointments shall be charged to sick leave.

20.1.4 Abuse of sick leave privileges may be considered grounds for suspension or dismissal.

20.2 Accrual Rate

20.2.1 Sick leave is accumulated at the rate of eight hours per month for each month of employment to a maximum accrual of 1040 hours (130 days). Sick leave is accrued at the same rate for professional and classified staff as of April 1, 1994. Exempt staff hired before July 1, 1994, will have 130 days credited to their sick leave accrual in accordance with the sick leave policy under which they were hired. Employees must be hired on or before the 10th of the month to receive sick leave for the first half of the month and on or before the 25th of the month to receive sick leave for the second half of the month.

20.2.2 Scheduled holidays falling during a period of absence due to illness or injury shall not be charged as a day of sick leave.

20.2.3 An employee who is terminated, resigns, or retires will not be compensated for unused sick leave.

20.3 Reporting

20.3.1 Individuals absent under the sick leave provision must arrange for a telephone report to their supervisor as soon as it is evident they will be absent from work. Employees who miss three or more days because of illness or injury must, upon request, provide their supervisor or the Office of Human Resources with an appropriate medical certification form used in conjunction with the Family Medical Leave Act.

20.3.2 An employee must give 30 days notice for foreseeable leave for birth, adoption, or medical reasons as set forth in the Family and Medical Leave Policy.

20.3.3 All sick leave must be reported to the Payroll Office on the department Recap Time Sheets. Sick leave will be designated by an "S" on Recap Time Sheets or Leave Approval Forms (HR-L1).

20.3.4 Sick leave accrual year end is June 30.

20.4 Long-term Illness

20.4.1 If the length of the illness/disability exceeds the employee's sick leave available, additional absences due to illness may be charged to earned vacation until vacation time is exhausted, at which time employee may apply for leave without pay under the Family and Medical Leave Act as outlined in Dixie State College Policy. An employee must give notice to his/her immediate supervisor and complete the necessary paperwork as soon as it becomes evident that s/he will need to use Family Medical Leave.

20.4.2 If an employee continues to be ill and unable to return to work after the 12 week period allowed under the FMLA, s/he may request extended leave without pay up to a total of six months, at which time s/he is eligible to apply for Long Term Disability benefits.

20.5 Sick Leave Conversion Program

20.5.1 Employees who qualify for the accruing and granting of sick leave and for earning and accruing vacation are eligible to participate in the sick leave conversion program.

20.5.2 Eligible employees may elect to convert unused sick leave to vacation leave under the following guidelines and procedures: At the time of conversion the employee must have accrued a minimum of 18 days (144 hours) of unused sick leave prior to the year of conversion. Only sick leave earned during the current accrual year, in excess of eight days, may be converted.

20.5.3 Employees who have reached the maximum sick leave accrual of 130 days (the number of days needed to carry an employee until Long Term Disability is available) will still be eligible to participate during the fiscal year under the same provisions as other employees.

20.5.4 Converted sick leave will be managed under the Vacation Policy once conversion has taken place. This includes the maximum accrual of 240 hours/30 days of vacation credit carried forward from one period (ending December 31) to the next period (starting January 1). Sick leave converted to vacation leave will be included within the maximum accrual of the employee's unused vacation balance for purposes of payment at termination. Sick leave will automatically be converted on January 1. Employees who do not wish to convert sick leave to vacation must notify, in writing, the Office of Human Resources.