{"id":16693,"date":"2023-06-05T15:56:10","date_gmt":"2023-06-05T19:56:10","guid":{"rendered":"https:\/\/marymount.edu\/?page_id=16693"},"modified":"2024-04-08T09:17:33","modified_gmt":"2024-04-08T13:17:33","slug":"leave-and-absence-policy","status":"publish","type":"page","link":"https:\/\/marymount.edu\/faculty-and-staff\/human-resource-services\/human-resources-policies\/leave-and-absence-policy\/","title":{"rendered":"Leave and Absence Policy"},"content":{"rendered":"

Effective Date<\/span><\/h3>\n

June 12, 2017<\/span><\/p>\n

Last Revision Date<\/span><\/h3>\n

March, 2024<\/span>\u00a0<\/span><\/p>\n

January, 2024\u202f<\/span>\u00a0<\/span><\/p>\n

June, 2023<\/span>\u00a0<\/span><\/p>\n

Responsible Party<\/span><\/h3>\n

Human Resources<\/span><\/p>\n

Scope<\/span><\/h3>\n

All Employees\u00a0<\/span><\/p>\n

Purpose\u00a0<\/span><\/h3>\n

To describe the types of leave available to eligible employees and outline the required approval and reporting requirements.<\/span><\/p>\n

Policy Statement<\/span><\/h3>\n

Marymount University (\u201cUniversity\u201d) embraces a healthy work-life balance while recognizing the importance for its employees to have regular and consistent attendance at work. Eligible employees receive paid and unpaid leave in accordance with applicable laws, regulations, and policies. Employees are expected to work on all scheduled workdays and during all scheduled work hours.\u00a0\u00a0<\/span><\/p>\n

1.0 Definitions<\/span><\/h2>\n

1.1\u00a0 Annual Leave<\/span><\/h3>\n

Annual leave, also referred to as vacation leave, is accrued leave based on employment category and\/or length of service.<\/span><\/p>\n

1.2\u00a0 Sick Leave<\/span><\/h3>\n

Paid absence granted to eligible employees who are unable to work because of illness or injury.<\/span><\/p>\n

1.3\u00a0 Emergency Employee<\/span><\/h3>\n

Emergency employees include designated staff in the following offices: Campus\u00a0<\/span>Safety and Emergency Management, Human Resources, Payroll, Physical Plant, Information Technology, Campus and Residential Services, Library and Learning Services and Student Health Center.<\/span><\/p>\n

1.3\u00a0 Part-time and Temporary Employee<\/span><\/h3>\n

An employee whose appointment places their status in the classification of part -time\u00a0<\/span>(less than 30 hours per week) or temporary (not to exceed one semester).<\/span><\/p>\n

1.4\u00a0 Family Medical Leave Act (FMLA)<\/span><\/h3>\n

The Family and Medical Leave Act of 1993 is a United States labor law requiring covered employers to provide employees with job-protected, unpaid leave for qualified medical and family reasons. Refer to Policy<\/span> Family and Medical Leave.<\/b><\/p>\n

1.5\u00a0 Full-time Teaching Faculty Member<\/span><\/h3>\n

Faculty who work the academic year on a 9- or 10-month schedule.<\/span><\/p>\n

1.6 \u00a0Full-time Employee<\/span><\/h3>\n

Employees scheduled to work 30 or more hours per week for five (5) consecutive months or longer.<\/span><\/p>\n

1.7 \u00a0Organ Donation Leave<\/span><\/h3>\n

Protected Leave for organ and bone marrow donation.\u00a0 Refer to Policy <\/span>Family and Medical Leave<\/b>.<\/span><\/p>\n

1.8 \u00a0Bereavement Leave<\/span><\/h3>\n

Paid leave for eligible employees for the death of an employee\u2019s parent, spouse, child, grandparent, sibling, and mother-in-law or father-in-law.\u00a0<\/span><\/p>\n

1.9 \u00a0Administrator<\/span><\/h3>\n

A university official who has managerial, budgetary, and decision making responsibilities over\u00a0<\/span>a university unit or department as a primary function of the job. Titles include but are not limited to:\u00a0 President, Vice Presidents, Associate and Assistant Vice President, Deans (Faculty & Administrative), Associate Deans (Faculty & Admin.), University Registrar, some Executive Director and Director titles. Before a new or revised position is designated as holding the status of Administrator, it shall be validated as such by Human Resources. An official University position description should be submitted prior to any reference to the position holding Administrator status.<\/span><\/p>\n

2.0 Annual Vacation Leave<\/span><\/h2>\n

2.1 Eligibility<\/span><\/h3>\n

2.1.1\u00a0 A regular non-faculty full-time employee begins to accrue vacation leave immediately upon commencement of active employment at the university. The amount of paid vacation an employee receives is determined by their position classification (staff, administrator, and faculty), continuous employment, and employment status. Each employee\u2019s employment anniversary date shall be used to determine the employee\u2019s vacation accrual rate.<\/span><\/p>\n

2.1.2\u00a0 Part-time, Temporary, and Teaching Faculty employees do not accrue annual vacation leave.<\/span><\/p>\n

2.1.3\u00a0 If a full-time temporary employee is retained beyond one semester of employment, their status may be converted to full-time regular and accrual of annual vacation leave shall begin from the date of transition.<\/span><\/p>\n

2.2\u00a0 Accrual<\/span><\/h3>\n

2.2.1\u00a0 Vacations shall be taken each year, and employees shall not be compensated for vacation time not taken.<\/span><\/p>\n

2.2.2\u00a0 An employee accrues (becomes entitled to) a portion of their annual vacation entitlement every pay period and no employee is to accrue more than the equivalent of one (1) year of vacation entitlement.<\/span><\/p>\n

2.2.3\u00a0 An employee may be granted vacation time equal to the number of days already earned to the date such request is made. In no case shall an employee be granted vacation leave in excess of those days that have been earned.<\/span><\/p>\n

2.2.4\u00a0 Regular, full-time staff employees accrue annual leave based on the following schedule:<\/span><\/p>\n\n\n\n\n\n\n\n
Regular Full-Time Staff<\/span><\/td>\nPer Pay Period<\/span><\/td>\nMaximum Accrual<\/span><\/td>\n<\/tr>\n
First 2 continuous years<\/span><\/td>\n3.69 hours<\/span><\/td>\n192 hours<\/span><\/td>\n<\/tr>\n
3rd year \u2013 7th year<\/span><\/td>\n4.61 hours<\/span><\/td>\n240 hours<\/span><\/td>\n<\/tr>\n
7th year \u2013 14th year<\/span><\/td>\n5.54 hours<\/span><\/td>\n288 hours<\/span><\/td>\n<\/tr>\n
15 years +<\/span><\/td>\n6.46 hours<\/span><\/td>\n336 hours<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

2.2.5\u00a0 Employees whose position title is classified as \u201cadministrator\u201d accrue annual leave per the following:\u00a0<\/span><\/p>\n\n\n\n\n
Administrator Vacation Accrual<\/span><\/td>\nPer Pay Period<\/span><\/td>\nMaximum Accrual<\/span><\/td>\n<\/tr>\n
6.46 hours<\/span><\/td>\n336 hours<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

2.2.6\u00a0 Full-time faculty in Library and Learning Services accrue annual leave per the following:<\/span><\/p>\n\n\n\n\n
Full-time Faculty in Library and Learning Services<\/span><\/td>\nPer Pay Period<\/span><\/td>\nMaximum Accrual<\/span><\/td>\n<\/tr>\n
8 hours<\/span><\/td>\n416 hours<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

2.2.7\u00a0 Full-time teaching faculty members\u2019 vacations during the academic year coincide with fall, spring, and Christmas recesses and holidays in accordance with the annual academic calendar and do not accrue annual leave.<\/span><\/p>\n

2.3 Use of Annual Leave<\/span><\/h3>\n

2.3.1\u00a0 Vacations may be scheduled at any time during the year, with the possible exception of the week prior to and the two weeks following the beginning of the academic year, depending on position responsibilities, at the discretion of the manager. However, they should be scheduled so that interruption in service, vacation replacements and overtime pay may be kept at an absolute minimum. Choice of vacation shall be granted according to departmental need and length of service within a given department. Postponement of vacation to a subsequent year is discouraged.<\/span><\/p>\n

2.3.2\u00a0 Annual leave of less than one week must be arranged a minimum one week in advance with the immediate manager in order to be an approved absence. Leave of one week or more must be scheduled and approved at least 30 days before the leave is to begin. Vacation leave may be scheduled by the manager who shall take into account the wishes of the employees and the needs of the department. Where there is a conflict among employees in the choice of vacation time, the conflict shall be resolved in favor of the employee with the greater length of service. The practice of extending vacations by granting unpaid leaves of absence is to be discouraged.<\/span><\/p>\n

2.4\u00a0 Other Absences Accrual and Use<\/span><\/h3>\n

2.4.1\u00a0 A full-time employee shall accrue vacation leave while on paid sick leave that is not <\/span>determined to be Family\/Medical Leave (FMLA) and absence due to a compensable injury.\u00a0<\/span><\/p>\n

2.4.2\u00a0 Vacation leave is not accrued during unpaid Leaves of Absence e.g. FMLA, maternity, military, personal, educational and other unpaid Leaves of Absence. However, when taking intermittent paid FMLA the employee will accrue annual and sick leave.<\/span><\/p>\n

2.5\u00a0 Promotion or Transfer<\/span><\/h3>\n

2.5.1\u00a0 An employee who is promoted or transferred into a position with a greater annual leave entitlement shall have their leave accrued on the basis of the entitlement for their new position effective the date of such promotion or transfer.<\/span><\/p>\n

2.5.2\u00a0 Employees transferred or promoted from one department to another will carry all existing\u00a0<\/span>Vacation leave balances with them to their new departments. Any department accepting an employee on a promotion or transfer basis shall assume budgeting responsibility for all vacation time owed that employee.<\/span><\/p>\n

2.6\u00a0 Separation<\/span><\/h3>\n

Employees separated from employment are entitled to vacation time earned and unused up to a payout cap of 80 hours.\u00a0<\/span><\/p>\n

3.0\u00a0 Bereavement Leave<\/span><\/h2>\n

3.1\u00a0 Eligibility<\/span><\/h3>\n

3.1.1\u00a0 Full-time employees are eligible for paid Bereavement Leave after thirty (30) calendar\u00a0<\/span>days of employment.<\/span><\/p>\n

3.1.2\u00a0 An employee out on annual, sick leave, FMLA, or other leave is not eligible for\u00a0 Bereavement Leave.<\/span><\/p>\n

3.1.3 Part-time and Temporary Employees are eligible for unpaid Bereavement Leave.<\/span><\/p>\n

3.2\u00a0 Full-Time Employee<\/span><\/h3>\n

An employee shall be granted a paid Bereavement Leave of three (3) working days in the event of a death of the employee\u2019s parent, spouse, child, including adopted and step-child, grandparent, sibling, and mother-in-law or father-in-law or legal guardian. If additional time is required for settlement of an estate, up to three days may be charged to sick leave or annual leave, or in emergencies, leave without pay may be requested. Such time shall be taken consecutively within a reasonable time of the day of death or day of burial.<\/span><\/p>\n

3.3\u00a0 Part-Time and Temporary Employees<\/span><\/h3>\n

A part-time or temporary employee shall be granted unpaid time off for Bereavement leave in the same manner as regular full-time and part-time employees respectively.\u00a0<\/span><\/p>\n

3.4\u00a0 Rate of Pay<\/span><\/h3>\n

A full-time employee shall be paid Bereavement Leave at his\/her regular rate of pay.\u00a0<\/span><\/p>\n

3.5\u00a0 Proof of Death<\/span><\/h3>\n

A department head may require an employee to furnish acceptable proof that the absence is due to a bona fide death in the employee\u2019s family. Such proof must be furnished within a reasonable time of the date of notice of death, and verify the relationship of the employee to the deceased, and may include but is not limited to, the following:<\/span><\/p>\n

    \n
  1. Obituary notice<\/span><\/li>\n
  2. Mass Card<\/span><\/li>\n
  3. Statement from funeral home<\/span><\/li>\n
  4. Copy of the relative\u2019s death certificate<\/span><\/li>\n<\/ol>\n

    4.0\u00a0 Election Leave<\/span><\/h2>\n

    The University will make reasonable efforts to accommodate an employee\u2019s need for leave to vote where voting cannot be done outside the employee\u2019s usual work hours.<\/span><\/p>\n

    5.0\u00a0 Faculty Development Leave\u00a0<\/span><\/h2>\n

    5.1\u00a0 Without pay<\/span><\/h3>\n

    Faculty development leaves of absence without pay may be granted at the discretion of the\u00a0<\/span>University, normally for a period of one year. During this time, the University will pay the\u00a0<\/span>employee\u2019s premium for any health insurance the faculty member is enrolled in at the time\u00a0<\/span>he\/she made an application for such leave.<\/span><\/p>\n

    6.0\u00a0 Floating Holiday\u00a0<\/span><\/h2>\n

    Regular full-Time Staff\u00a0 employees earn 16 hours of floating holiday annually and may be used in lieu of annual or sick leave. \u00a0 New employees hired after July 1 will receive 8 hours of floating holiday in the first calendar year.\u00a0 Floating Holidays cannot be carried over year to year, and the maximum accrual is 16 hours.\u00a0 Unused Floating Holiday hours are not paid out at time of separation.\u00a0<\/span><\/p>\n

    7.0\u00a0 Holidays<\/span><\/h2>\n

    Regular full-time employees are eligible for paid holidays and receive compensation as if they actually worked. Holiday pay is calculated based on the employee\u2019s standard scheduled hours worked.<\/span><\/p>\n

    7.1\u00a0 Recognized Holidays<\/span><\/h3>\n

    The following holidays are recognized by Marymount University:<\/span><\/p>\n