Shoreline Community College
EXPLANATION OF LEAVE TYPES FOR ADMINISTRATIVE/EXEMPT STAFF
Listed below are the various types of leave definitions for Administrative/Exempt staff. Leave definitions if not specified in the Shoreline Community College Administrative/ Except Salary Plan are subject to Washington Administrative Code (WAC) regulations for state employees.
SICK LEAVE FOR EMPLOYEE ILLNESS: An employee may be paid for accrued sick leave for the following:
1. Because of and during illness, disability, or injury which has incapacitated the employee from performing required duties.
2. For the employee’s own medical, dental or optical appointments. Unless there is a medical or dental emergency, these appointments are to be scheduled in advance, with approval of the employee’s supervisor.
3. By reason of exposure of the employee to a contagious disease during such period as attendance on duty would jeopardize the health of fellow employees or the public.
4. In cases of extended bereavement (beyond the allowed time defined below) an employee may request paid sick leave for additional days. (WAC251-22-110)
SICK LEAVE DUE TO FAMILY ILLNESS: Employees are allowed to use their sick leave hours for purposes of providing care for family members (defined as mother, father, sister, brother, mother-in-law, father-in-law, husband, wife, grandparent, grandchild, son, daughter, stepchild, a child in the custody of and residing in the home of an employee) as follows:
1. For illness or injury of a child under the age of 18 with a health condition that requires treatment or supervision, or to make arrangements for extended care.
2. For family member’s medical, dental or optical appointments when the presence of the employee is required. Unless this is an emergency, family health care appointments are to be pre-scheduled and approved by the supervisor in advance.
3. Sick leave may be requested for an employee required to provide immediate necessary care to a family member 15 years or older, due to an emergency causing serious illness or injury.
4. Employees may request paid sick leave to care for an ill, injured or disabled family member, whose condition requires the presence of the employee to provide immediate necessary care for a short period of time, to provide the opportunity for the employee to obtain on-going care.
5. An employee who finds it necessary to provide emergency child care for his or her own child may request paid sick leave for the time away from work (see definition and limitations below, Child Care Emergency Leave). Use of leave in this category is limited to three days in any calendar year.
6. An employee required to make interment arrangements following a family member’s death may request to be paid for sick leave. (WAC251-22-110)
The Family & Medical Leave Act requires that employers provide up to 12 weeks of unpaid leave in any 12- month period if requested by an employee for one or more of these reasons: the birth of the employee’s child or to care for such child; a child’s placement with the employee for adoption or foster care; to care for a spouse, child, or parent (but not parent-in-law) who has a serious health condition; or the employee’s own serious health condition. Eligible employees are those who have worked for the state for at least 12 months and for at least 1,250 hours during the previous 12-month period.
FMLA leave for a newborn child or for adoption or foster care placement of a child must be completed within 12 months of the birth, adoption, or placement. FMLA leave for a serious health condition may be taken intermittently or on a reduced time basis (e.g., by working fewer days in a week or by working fewer hours in a day), but only if such a schedule is needed for medical reasons. (WAC251-22-116)
VACATION: Vacation may be available to the employee immediately upon accrual. All annual vacation leave usage must be approved by the College President or designee, with consideration to the work needs and administrative support requirements. Annual vacation leave shall not be earned during sabbatical leave or leave without pay.
BEREAVEMENT LEAVE: An employee shall be granted one day of paid absence due to the death of a family/ household member. Bereavement may be extended to a maximum of three days with the approval of the employing official and personnel officer. The definition of immediate family member includes: mother, father, sister, brother, mother-in-law, father-in-law, husband, wife, grandparent, grandchild, son, daughter, stepchild, a child in the legal custody of and residing in the home of an employee. A house hold member is defined as persons who reside in the same home who have reciprocal duties to and do provide financial support for one another. (WAC251-11-112)
CHILD CARE EMERGENCY LEAVE: Due to unexpected emergencies or special situations (such as unexpected absence or regular care provider, unexpected closure of child’s school, or unexpected need to pick up child at school earlier than normal), an employee may be suddenly required to leave work to care for his or her own child (defined as a child in the custody of and residing in the home of the employee). Use of vacation leave, sick leave, personal holiday, or leave of absence without pay is dependent upon employee’s eligibility in these leave categories, and in the case of vacation leave, sick leave, or leave of absence without pay, child care is limited to a maximum of three days each (category) per calendar year. For the purpose of this leave category only, advance approval or written advance notice of vacation leave, personal holiday, and/or leave of absence without pay shall not be required. (WAC251-22-117)
MILITARY TRAINING LEAVE: Leave with pay not to exceed 15 days in any one calendar year is allowed for active duty in the National Guard, Army, Air, Marine or Naval Reserve forces of the United States for annual field training or otherwise discharging reserve obligations. Employee recalled to active duty for military alert, armed conflict or act of war may request leave of absence. (WAC251-22-170)
CIVIL/JURY DUTY LEAVE: Leave with pay shall be granted to employees to serve on jury duty, as trial witnesses, or to exercise other subpoenaed civil duties. Employees shall reimburse the institution for all compensation received for such civil duty, exclusive of expenses incurred. (WAC251-22-170)
PERSONAL HOLIDAY: One paid personal holiday per calendar year will be granted to each employee who has worked for the college for more than four months. An employee must submit a written request to take a personal holiday at least 14 days in advance and approval by the supervisor for time off is determined by work needs of the administrative unit. Reminder: Any employee who does not use the personal holiday by December 31st loses that benefit. (WAC251-22-045)
DISABILITY LEAVE: Disability Leave shall be granted to a permanent employee who is unable to perform his/her job duties because of a medically certified disability (including those related to pregnancy or childbirth). The disability and recovery period shall be defined by a licensed health provider. An employee must request disability leave in writing, with a physician’s letter indicating the projected disability period. (WAC251-22-045)
PARENTAL LEAVE FOR NEWBORN CHILD OR ADOPTION: Parental leave may be requested by a permanent employee following the birth of a natural child or placement of a child with the employee for adoption or foster care. Leave must be taken during the first year following the child’s birth or placement. Such leave shall not extend beyond four months after the child’s birth or placement, unless additional time is granted by the Employer. A total of twelve weeks of appropriate paid leave or leave without pay in a twelve month period for an eligible employee may be designated under the FMLA. While absent from work due to approved parental leave, an employee may request compensation from a combination of vacation leave, personal holiday, compensatory time and leave of absence without pay. (WAC251-22-045)
LEAVE OF ABSENCE WITHOUT PAY: Leave of absence without pay may be allowed following written request and approved by the supervisor and personnel officer. (WAC251-22-045)
Please direct any questions about leave to the Office of Human Resources & Employee Relations.