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Time off

IX. TIME OFF 

A. Eligibility

B. Vacation

C. Vacation Accruals for Non-Exempt Staff

D. Vacation Accruals for Exempt Staff

E. Sick Leave

F. Supplemental Sick Leave (SSL)

G. Family and Medical Leave

H. Parental Medical Leave and Parental Leave

I. Return to Work from Medical Leave of Absence

J. Parental Involvement Time Off

K. Holidays

L. Religious Holidays

M. Winter Break

N. Community Service

O. Military Leave

P. Jury and Witness Duty

Q. Time off for Voting

R. Bereavement Time

S. Personal Time

T. Leave of Absence (LOA)

1. Termination from LOA Status:

U. Victim Protection Time

V. Nursing Mothers' Break Time

TIME OFF

The college’s time off programs are intended to provide for a workforce that is able to balance work and personal life in an effective manner and to plan for life events and the time off they may require.

Eligibility

Staff at Colorado College are eligible for time off as shown below. Regular full-time and part-time staff members who have been rehired may receive credit for their previous service if their first period of employment was at least twelve consecutive months. Please contact Human Resources for more information on previous service credit.

 

Regular

Temporary

 

Full-time

Part-time

Occasional

Vacation

9-12-month staff members eligible from date of hire (DOH).

Not eligible

Not eligible

Not eligible

Sick Leave

Eligible from DOH.

Eligible from DOH.

Not eligible

Not eligible

Supplemental Sick Leave (SSL)

Non-exempt staff members eligible after one year of continuous employment.

Non-exempt staff members eligible after one year of continuous employment.

Not eligible

Not eligible

Family and Medical Leave  

Eligible after 12 months.

Some are eligible after 12 months.

Not eligible

Not eligible

Parental Medical Leave and Parental Leave

Eligible after 12 months

Some are eligible after 12 months

Not eligible

Not eligible

Parental Involvement Leave

Some eligible on an unpaid basis.

Some are eligible on an unpaid basis.

Eligible on an unpaid basis.

Eligible on an unpaid basis.

Holidays

Eligible from DOH.

Eligible from DOH.

Not eligible

Not eligible

Religious Holidays

Eligible from DOH.

Eligible from DOH.

Eligible on an unpaid basis.

Eligible on an unpaid basis.

Winter Break

Eligible from DOH.

Not eligible

Not eligible

Not eligible

CC Sponsored Community Service  

Eligible from DOH.

Eligible from DOH.

Not eligible

Not eligible

Military Leave

Eligible from DOH

Eligible for DOH

Not eligible

Not eligible

Jury & Witness Duty Service & Pay

Eligible from DOH.

Eligible from DOH.

Eligible on a limited basis.

Eligible on a limited basis.

Time Off for Voting

Eligible from DOH.

Eligible from date of hire but on a limited basis.

Eligible from DOH but on a limited basis.

Eligible from DOH but on a limited basis.

 

Bereavement Time

Eligible from DOH.

Eligible from DOH.

Eligible on an unpaid basis.

Eligible on an unpaid basis.

Personal Time

Non-exempt staff eligible after 90 days of employment.

Non-exempt staff eligible after 90 days of employment.

Not eligible

Not eligible

Leave of Absence

Eligible after 12 months.

Eligible after 12 months.

Not eligible

Not eligible

Victim Protection Time

Eligible after 12 months.

Eligible after 12 months.

Eligible in limited situations.

Eligible in limited situations.

Nursing Mothers' Break Time

Eligible from DOH.

Eligible from DOH.

Eligible.

Eligible.

 

Vacation

You must receive prior approval for vacation time from your supervisor. Consideration will be given to all requests for vacation time and your request will be respected whenever practical. However, your supervisor may deny vacation leave requests that conflict with the operation of the college or if you do not have vacation leave available. If scheduling conflicts arise due to more than one staff member requesting the same time, requests will generally be granted based upon an individual’s length of service. Paid vacation is limited to the time accrued and may not be taken in advance.

If injury or illness occurs while on vacation, additional days of vacation will not be granted. Time off during block breaks or spring break must be taken as vacation leave.

Vacation Accruals for Non-Exempt Staff

Full-time 9 to12-month non-exempt staff accrue vacation leave based on the number of hours worked and years of service. Vacation accrual begins at the time of hire and may be used as it is accrued.

The following chart lists vacation hours to be accrued per pay period based on a work schedule of 2080 hours per year. Accruals are prorated based on hours worked.

The following chart lists vacation hours to be accrued per pay period based on a work schedule of 2080 hours per year.  Accruals are prorated based on hours worked. 

Years of Service

Vacation Hours Accrued Per Pay Period

Maximum Accrual

1 through 5

3.34

160 hours

6

3.67

176 hours

7

4.00

192 hours

8

4.34

208 hours

9

4.67

224 hours

10

5.00

240 hours

11

5.34

256 hours

12

5.67

272 hours

13

6.00

288 hours

14

6.34

304 hours

15 or more

6.67

320 hours

It is expected that all non-exempt staff will use their vacation each year; however, they may accrue up to two full year’s vacation accrual, based on years of service (i.e., a maximum of 160 hours if less than 6 years’ service). Leave accrual stops once the maximum amount has been reached and will begin when the leave balance falls below the maximum amount.

Non-exempt staff report leave taken at the same time they report regular hours worked using the online timesheet. These hours are included on each payroll check and will reduce the accrual automatically. The latest leave balance is listed on paycheck stubs. Please contact the Payroll office if your leave accrual does not appear to be correct.

Vacation leave taken does not count toward the calculation of overtime.

Non-exempt staff are paid for all unused vacation at the time employment with the college ends.

Vacation Accruals for Exempt Staff

The following chart lists vacation hours accrued per pay period based on a work schedule of 2080 hours per year. Accruals are prorated based on FTE. Vacation accrual begins at the time of hire and may be used as it accrued. 

Vacation Hours Accrued

Per Pay Period

Maximum Accrual

7.34 hours

352 hours

A continuous vacation period will not exceed 22 working days; however, ALL vacation leave is subject to the needs of the department and may be limited by the supervisor.

Exempt staff report leave when taken by completing the online leave report. Leave balances are adjusted in the payroll period following the month in which leave is taken.

All unused vacation will be paid out upon the staff member’s separation from the college.

Sick Leave

Regular exempt full-time and part-time staff members may be paid for time off due to illness on an as-needed basis.

Regular non-exempt full-time and part-time staff members accrue sick time at the rate of 0.0462 hours for each hour worked (4 hours per pay period for full-time staff members scheduled to work 2080 hours per year or more).

Supplemental Sick Leave (SSL)

Regular non-exempt full-time and part-time staff members are eligible for additional sick time off when suffering from a non-work-related medical condition and are unable to perform their normal job duties. The amount of SSL available is based upon the staff member's length of service with the college.

Colorado College may require a physician's certification of the staff member's ability to safely return to work. In some situations, if a staff member does not return to work following his or her leave or does not continue to work after the end of the leave for a period of time equal to the leave period, the college may recover insurance premiums paid during the leave.

Family and Medical Leave

The Family and Medical Leave Act (FMLA) guarantees some employees who have been employed at Colorado College at least 12 nonconsecutive months and worked at least 1250 hours, as much as 12 weeks of unpaid time off annually for the following reasons (26 weeks if caring for a recovering service member):

  • The need to care for a spouse, domestic partner, child, or parent with a serious health condition;
  • The inability to work because of a serious health condition;
  • The birth, adoption, or placement for foster care of a child;
  • The need for a spouse, child or parent of a military member to handle a "qualifying exigency" related to the military member's call to covered active duty. Examples of a "qualifying exigency" may include short-notice deployment, military events and related activities, childcare and school activities, financial and legal arrangements, counseling by someone other than a health care provider, rest and recuperation, post-deployment activities, parental care, or other limited related events or activities; or
  • The need to care for a spouse, child, parent, or next of kin who is a recovering service member or covered veteran with a serious health condition incurred in the line of duty.

You are required to use vacation time, sick time, and personal time before accessing unpaid time. Such time will still be counted against, and run concurrently with, any FMLA leave to which you may be entitled. You should notify your supervisor of the need for this time at least 30 days in advance or as quickly as practicable after the need for time off becomes known.

Staff who need three or more days off must request a leave of absence in writing through the Human Resources Department whenever possible. Eligible staff have a right to restoration to the same or an equivalent job upon return from leave of absence under most circumstances. Full insurance benefits continue during this leave of absence unless the staff member fails to pay his or her share of the cost of the benefit.

If a staff member does not return to work following his or her leave or does not continue to work after the end of the leave for at least thirty days, the staff member must reimburse Colorado College for insurance premiums paid during leave unless the staff member does not return due to continuation or onset of a serious health condition beyond the staff member's control.

In some cases, a leave of absence for the above reasons may be taken on an intermittent leave or reduced leave basis. In some situations, Colorado College may transfer the staff member to an equivalent position which may better accommodate recurring periods of time off.

Staff absent from work because of their own serious health condition or the serious health condition of an eligible family member may be required to submit certification from a physician at any time during the absence, and also a certification of fitness for duty before returning to work. Staff absent from work because of a qualifying exigency related to an eligible call to active duty, or because of the need to care for a recovering service member may also be required to provide certifications related to these situations. Failure to obtain any of these certifications may disqualify the staff member for approved time off.

Parental Medical Leave and Parental Leave

A period of paid leave following the birth or adoption of a child that will run concurrently with Family Medical Leave is available for eligible full- and part-time staff. Depending on the birth date and medical requirements to be off work, paid parental medical leave for an eligible birth mother during one’s appointment period can be up to 6-8 weeks. For all other care-givers, including adoptive parents, paid parental leave may be 3 weeks within 12 months of the event.

Return to Work from Medical Leave of Absence

Colorado College may require a physician's certification of the staff member's ability to safely return to work. In some situations, if a staff member does not return to work following his or her leave or does not continue to work after the end of the leave for a period of time equal to the leave period, the college may recover insurance premiums paid during the leave.

Parental Involvement Time Off

Regular full-time and part-time staff members are eligible for time off to attend an academic activity for or with their child that is related to the child's elementary or secondary education. Eligible staff members will be granted parental involvement time if they provide at least one week notice and provide written verification from the child's school as long as it doesn't jeopardize the ability of the college to provide necessary services.

Up to 18 hours of unpaid time is available each academic year (pro-rated for part-time staff members) taken in increments no longer than 3 hours, with no more than 6 hours taken in any one-month period. Staff members may choose to use vacation time for these hours if they wish.

Holidays

Colorado College offices are closed on the following holidays. Regular full-time and part-time staff are paid their regularly scheduled hours on these days.

New Year's Eve

Thanksgiving Day

New Year's Day

Friday following Thanksgiving

Memorial Day

Christmas Eve

Independence Day

Christmas Day

Holiday pay does not count toward calculation of overtime pay.

Holidays that fall on a Saturday will usually be observed on Friday, and holidays that fall on a Sunday will usually be observed on Monday.

Religious Holidays

The Colorado College community is enriched by individuals of many faiths that have various religious observances, practices and beliefs. In affirming this diversity, it is college policy and practice to provide religious accommodations for staff unless the accommodation would create an undue hardship to the department or to the college. If you wish to request vacation or leave without pay for a religious holiday, contact your supervisor at least five working days prior to the holiday.

Winter Break

In conjunction with the academic schedule, the college normally closes for a period of time in late December for a winter break. The specific dates of the break are announced each fall. Full time staff are paid their normal scheduled hours during the break. Staff who do not return to work for at least 5 business days after the winter break will not be paid for the break.

Community Service

Full and part time staff may request time off with pay to voluntarily participate in any of the civic or charitable trips or activities sponsored by Colorado College. Colorado College offers this paid time off as a benefit to staff scheduled to work during the community service event but does not request or require them to participate in these activities. Such participation is voluntary and not considered work-related time or part of a staff member's job duties, and, therefore, is not compensated except for those days the staff member is normally scheduled to work.

For further details regarding community service time, see the college’s policy on College Sponsored Community Service.

Military Leave

No staff member will be subjected to any form of discrimination on the basis of that person's membership in or obligation to serve in any of the Uniformed Services of the United States. Regular full-time staff members will receive regular base pay for the two week period of reserve duty. Eligible staff may elect to use vacation time or unpaid time for the remaining time away from work.

All staff in the military reserve training program should provide a copy of their report orders to their immediate supervisor as soon as possible.

Jury and Witness Duty

Colorado College recognizes the civic responsibility of its staff members to serve, when called, for jury duty and to appear, when subpoenaed as a witness. When summoned for jury duty, a staff member must notify his/her supervisor immediately so staffing needs can be anticipated.

For regular full- and part-time staff, the college will continue the staff member's regular pay during the first ten days of jury duty. The staff member must forward a copy of the Juror Service Certificate to Human Resources in order to receive regular pay. When excused from jury duty early during regular work hours, staff are expected to report for work promptly.

Jury duty pay does not reduce a staff member's vacation or sick time accrual. Any payment made by the court as compensation to the staff member for such service, other than a meal or parking allowance, shall be submitted to the college during the first five days of jury duty. If a staff member serves on a jury for more than ten days and, as a result, is not receiving regular pay from the college, then the staff member may keep the court’s compensation.

When summoned to appear as a witness in any matter, a staff member must notify his/her supervisor and Human Resources.

Time off for Voting

Because polling places in Colorado are generally open from 7:00 a.m. until 7:00 p.m., you are encouraged to either vote by mail or vote in person during the hours outside your workday. If those options are not possible, you must request time off from your supervisor prior to the date of the election to arrange for the use of available vacation time or unpaid time off.

Bereavement Time

Upon the death of a close relative, full and part-time staff will be allowed up to three days’ time off with pay to grieve and attend the funeral. If out-of-state travel is required to attend the funeral, up to two additional days may be granted. A longer time may be available if vacation time, approved medical leave, or unpaid time is used.

Staff may be granted one-half day with pay to attend the funeral of a person not considered a close relative.

"Close relative" is defined as parent, child, spouse, domestic partner, sibling, grandparent, grandchild, or the equivalent relationship by marriage (in-law).

Personal Time

After the completion of their initial 90 days of employment, regular full-time and part-time non-exempt staff members may use up to 3 days of sick time for personal reasons unrelated to illness. Employees must request and receive approval from their immediate supervisor before using personal time.

Leave of Absence (LOA)

Following completion of 12 consecutive months of employment, a leave of absence may be granted for up to 4 months for personal reasons. Eligible staff members must request a leave of absence in writing from their supervisor. LOA’s may be granted taking into consideration the work needs of the college. A LOA is not approved for staff to work elsewhere unless such work is related to the staff person’s job at Colorado College and has the approval of the immediate supervisor and the appropriate Cabinet member.

You will be required to use any accrued vacation and sick time before unpaid time will be granted for an LOA. Vacation and sick time accrual will continue during a leave of absence as long as paid time is being used. When unpaid time begins, vacation and sick time will stop accruing. Full insurance benefits continue during a leave of absence; however premiums paid by the college for dependent coverage, if previously carried, will be reimbursed by the staff member.

A job guarantee may be available, but must be in writing and signed by the appropriate cabinet member and the Director of Human Resources to be in effect.

Termination from LOA Status:

Employees may be terminated from LOA status for the following reasons:

  • Failure to be present on the first day of work after the leave has expired.
  • Falsification of documents or statements to gain LOA.
  • Failure to provide certification of fitness for duty or of medical condition from a designated medical provider when requested.
  • Reductions in force or layoff.
  • Other reasons for dismissal unrelated to the request for leave.

Victim Protection Time

A staff member who is a victim of domestic abuse, stalking, or sexual assault may be eligible for up to three days of unpaid time off to seek a civil restraining order, obtain medical care or seek mental health counseling (for the staff member or dependent children), make the home secure, or seek new housing or legal assistance. The staff member may choose to use any available paid time (vacation, sick, or personal time).

Requests for victim protection time should be made to the supervisor and to Human Resources in advance of taking the time off unless the staff member is in a situation of imminent danger, in which case the supervisor or Human Resources should be notified as soon as possible.

If the threat to the staff member might also put other Colorado College employees at risk, the staff member must also notify the Campus Safety Department.

Nursing Mothers' Break Time

The college will provide a reasonable amount of break time for staff who are nursing mothers to express milk as frequently as needed for up to two years after the birth of the child.

Full time staff will be paid their regular rate of pay for up to two 15-minute breaks per day. Time used during the staff member's lunch break or time used beyond the first two breaks will not be compensated.

A staff member who wishes to request time off to express breast milk must do so through her immediate supervisor. The college will provide a private space that is separate from a bathroom area, is shielded from view, and is free from intrusion. Space in the Children's Center will be dedicated to this use, but if that is not convenient, another space will be identified.