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Time off

IX. TIME OFF 

A. Eligibility

B. Vacation

C. Sick Leave

D. Supplemental Sick Leave (SSL)

E. Family and Medical Leave

F. Colorado Family Care Act

G. Parental Leave and Parental Medical Leave

H. Return to Work from Medical Leave of Absence

I. Holidays

J. Religious Holidays

K. Winter Break

L. College Sponsored Community Service

M. Military Leave

N. Jury and Witness Duty

O. Time off for Voting

P. Bereavement Time

Q. Personal Time

R. Leave of Absence (LOA)

1. Termination from LOA Status:

S. Victim Protection Time

T. Nursing Mothers' Break Time

Eligibility

Regular full- 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.

 

Full-Time

Part-Time

Occasional

Temporary

Vacation

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

Not eligible

Not eligible

Not eligible

Sick Leave

9-12 month hourly staff eligible from DOH

9-12 month hourly staff eligible from DOH

Not eligible

Not eligible

Supplemental Sick Leave (SSL)

9-12 month hourly  staff eligible after one year of continuous employment

9-12 month hourly staff eligible after one year of continuous employment

Not eligible

Not eligible

Family and Medical Leave  

Eligible after 12 months

May be eligible after 12 months

Not eligible

Not eligible

Parental Medical Leave and Parental Leave

Eligible after 12 months

May be eligible after 12 months

Not eligible

Not eligible

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

Eligible from DOH

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

Hourly staff eligible after 90 days of employment

Hourly 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 from DOH

Eligible from DOH

Vacation

You must receive prior approval from your supervisor for vacation time. Consideration will be given to all requests for vacation time and your request will be approved whenever practical. However, your supervisor may deny vacation leave requests that conflict with the operation of the department or if you do not have vacation leave available. Paid vacation is limited to the time accrued and may not be taken in advance.

Complete information can be found in the Vacation Leave and Accrual Policy.

Sick Leave

Exempt staff do not accrue sick leave and may be paid for time off due to illness on an as needed basis.

Regular 9-12 month, hourly, full-time and part-time staff accrue sick leave at the rate of 0.0462 hours for each hour paid (4 hours per pay period for full-time staff members scheduled to work 2080 hours per year).

Supplemental Sick Leave (SSL)

Regular 9-12 month, hourly, full-time and part-time staff members are eligible for additional sick leave 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.

Complete information can be found in the Sick Leave and Supplemental Sick Leave Policy

Family and Medical Leave (FML)

The federal Family and Medical Leave Act (FMLA) guarantees employees who have been employed at Colorado College at least 12 months (the months do not need to be consecutive) 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, 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, sick leave, and personal time before accessing unpaid time. Such time will still be counted toward, and run concurrently with, any FML to which you may be entitled. You should notify your supervisor and Human Resources 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 notify their supervisor and request leave in writing to Human Resources 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.

Colorado Family Care Act

The Colorado Family Care Act provides up to 12 weeks of leave, using the same eligibility requirements as the FMLA, for employees to care for a civil union or domestic partner. 

Complete information can be found in the Family Medical Leave Policy

Parental Leave and Parental Medical 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 regular full- and part-time staff 12 months after the date of hire. 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.

Complete information can be found in the Parental Leave and Parental Medical Leave Policy.

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.

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

Wednesday before and Friday following Thanksgiving

Memorial Day

Christmas Eve

Independence Day

Christmas Day

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. 

College Sponsored Community Service

Regular full- and part-time staff may request time off with pay to voluntarily participate in any of the college sponsored community activities. 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.

Complete information can be found in the College Sponsored Community Service Policy.

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 and Human Resources 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 or to serve as a witness, a staff member must notify his/her supervisor immediately so staffing needs can be anticipated.

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 ten 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.

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 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, regular full- and part-time staff will be granted up to three days of paid bereavement leave. If out-of-state travel is required to attend the funeral, up to two additional days of bereavement leave may be granted. Additional time may be available using vacation, approved medical leave, or unpaid leave. 

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 the initial 90 days of employment, regular full- and part-time hourly staff  may use up to 3 days of accrued sick time each fiscal year for personal reasons unrelated to illness. Staff must 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. Regular full- and part-time staff must request a leave of absence in writing from their supervisor and human resources must be notified of the request in order to ensure that insurance premiums are accounted for during the leave. 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 respective division head. 

You will be required to use any accrued vacation and sick leave (for LOA related to illness or injury) before unpaid time will be granted for an LOA. Vacation and sick leave accrual will continue during a leave of absence as long as paid time is being used. When unpaid time begins, vacation and sick leave 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 division head 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

Following one year of employment, 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 in a 12 month period 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.

Complete information can be found in the Victim Protection Time Policy

Nursing Mothers' Break Time

The college will provide a reasonable amount of break time for nursing mothers to express milk or nurse for up to two years after the birth of the child.

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.

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.

Complete information can be found in the Nursing Mothers/ Break Time Policy