Inquiries are frequently directed to the People Operations and Employee Resources Department regarding procedures in the use of sick time. Detailed below is the College’s Sick Leave Policy for your reference.

1. An employee who is absent on sick leave for five or more consecutive working days is required to submit to the People Operations and Employee Resources Department acceptable medical evidence* substantiating the illness along with clearance to return to work. Medical evidence must be provided before or upon the employee’s return to work.
2. An employee who is absent on sick leave for periods totaling over 15 days during a twelve month period consisting of periods of less than five consecutive days will be required to submit to the People Operations and Employee Resources Department acceptable medical evidence* for such absences.
3. If the illness is of a chronic or recurring nature requiring recurring absences of one day or less, only one medical certificate is necessary for a period of six months and must be renewed every six months for the duration of the illness. Intermittent absences due to chronic illness will be charged against annual Family Leave entitlement. Please see the College’s Family Leave Policy available on the Benefits web page.
4. Employees are encouraged but not required to obtain medical notes following doctor’s visits to be provided to the Benefits Office. Providing notes following individual occurrences will prevent requests for medical certification.
5. The College requires medical proof of illness of an employee on a medical leave of absence. Medical clearance is required before an employee returns to work from a medical leave of absence. Absences for a serious health condition for an expected duration of ten or more days will be charged against annual Family Leave entitlement . In accordance with both the Federal and State family leave laws, except for emergencies, such requests for leave should be directed to the Benefits Office thirty days prior to the start of the leave, where such notice is practicable.
6. The College may require an employee who has been absent because of personal illness, as a condition of his/her return to work, to be examined, at our expense, by a physician designated by us. Such examination will establish whether the employee is capable of performing his/her normal duties and that his/her return will not jeopardize the health of the employee or other employees..
7. Sick leave may be used when an employee is unable to perform his/her work because of personal illness, accident, or exposure to contagious disease.
8. An employee may apply for use of sick leave for periods of less than his full work day for any appropriate and approved reason such as becoming ill while working during the assigned shift or in order to keep a medical appointment which could not be arranged during non-work time.
9. Sick leave may be used because of death in the employee’s immediate family.
10. Sick leave may be used to care for an ill family member in accordance with the Federal Family and Medical Leave Act (FMLA) as well as the State Family Leave Act (FLA). Please see the College’s Family Leave policy available on the Benefits web page.
11. Leave without pay, upon exhaustion of accrued time, results in a reduction in vacation and sick leave credits (one-half of one month’s entitlement for each eleven days), as well as an anniversary date adjustment for bargaining unit employees. This does not apply to Voluntary Furlough.

Supervisors are responsible for monitoring attendance of their staff and taking appropriate action. This may include requiring medical evidence to be submitted to the People Operations and Employee Resources Department if there is concern about use of sick time. Patterns of abuse may include, but are not limited to, taking the same day of the week off on a regular basis, or taking sick time before or after a holiday, vacation, weekend, or other scheduled day(s) off.

Employees are required to call in before their scheduled work time when they are unable to work because of illness or injury in accordance with the policies in each unit. Other absences, including vacation time, personal time, and compensatory time, must be requested and approved in advance of the date of the absence in accordance with the policies in each unit.

If you have any questions about the sick leave policies and procedures, please contact the People Operations and Employee Resources Department at extension 7506.

*This is considered a confidential medical record, to be maintained in the People Operations and Employee Resources Department only. Supervisors and managers will be informed about necessary restrictions in the work or duties and any necessary accommodations.

Updated 9-NOV-2012

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