SECTION 4
TIME OFF
4.1.1 Community Service
Community service ranks high among Colorado College’s priorities. Full-time and part-time staff may request leave with pay to voluntarily participate in any of the civic or charitable-related trips or activities sponsored by Colorado College. Colorado College offers this paid leave as a benefit to full-time and part-time staff scheduled to work during the community service event but does not request or require them to participate in these civic or charitable-related trips or activities. Such participation in these programs is voluntary and not considered work-related or part of a staff member’s job duties, and therefore is not compensated work time other than those days the staff member is normally scheduled to work.
The following guidelines apply to this policy:
A. Staff may be granted up to four days of paid leave per calendar year under this policy for days that they are scheduled to participate in a community service event. No stipends or other forms of payment beyond the participant’s salary are allowed. Paid leave is not granted for days that staff are scheduled not to work.
B. Staff requesting paid leave under this policy shall submit a written request to their supervisors. If the leave request is approved by the supervisor, the staff member may register for the program through the Center for Community Service.
C. No leave under this policy shall be granted to staff who fail to submit such leave requests in advance of any trips or activities.
D. Supervisor approval is required for all authorized leave under this policy. Supervisors may deny leave requests due to departmental workload, to avoid any disruption in scheduling of staff or for other operational or business needs.
E. Staff who are granted leave under this policy are not entitled to any overtime compensation or any reimbursement for travel, lodging, meals, and other trip-related expenses.
F. Accidents that occur during community service are covered by the workers compensation insurance carrier.
4.1.2 Bereavement Leave
Upon the death of a close relative, full-time and part-time staff will be allowed up to three days leave with pay to grieve and/or attend the funeral. Examples of “close relatives” include spouse, domestic partner, children, parents, in-laws, grandparents, grandchildren, siblings, and aunts/uncles. If out-of-state travel is required, up to two additional days may be granted subject to the distance involved. Total bereavement leave is five working days unless vacation time or leave without pay is used. Staff may be granted one-half day with pay to attend the funeral of a person not listed in the definition above. Time off in excess of the above limits or to attend funerals of persons other than relatives may be approved as leave without pay or vacation.
4.1.3 Holidays
Colorado College’s current paid holidays are:
New Year’s Day |
Friday following Thanksgiving |
Memorial Day |
Christmas Eve Day |
Independence Day |
Christmas Day |
Thanksgiving Day |
New Year’s Eve Day |
Full-time and part-time staff are eligible for holiday* pay. Full-time and part-time non-exempt staff who work on New Year’s Day, Memorial Day, Thanksgiving Day and Christmas Day, will be paid their regular pay for the holiday plus one and one-half times their regular rate of pay for hours worked on the holiday.
Full-time and part-time non-exempt staff who work on Independence Day, the Friday following Thanksgiving, or days during Winter Break other than Christmas Day and New Year’s Day will be given equivalent time off during that pay period (or an agreed upon future date within the same fiscal year), or will be paid one time their regular rate of pay for each of those days. All other staff who work these holidays will be paid their regular rate of pay for the hours worked. The College reserves the right to change the holiday schedule.
* As a point of clarification for shift workers, the holiday is midnight to midnight.
4.1.4 Jury Duty
Colorado College recognizes the civic responsibility of its staff members to serve when called for jury duty or to appear when subpoenaed as a witness in a matter concerning Colorado College. When summoned for jury duty, a staff member should notify their supervisor and Human Resources and will be paid for leave taken. When summoned to appear as a witness in a matter involving Colorado College, the individual should notify their supervisor, Human Resources and the College’s Legal Counsel. When excused from jury duty during regular work hours, staff are expected to report to work promptly. A copy of the “Juror Service Certificate” must be forwarded to Human Resources in order to receive regular pay and for the permanent record. Jury duty does not affect an individual's vacation or sick leave accrual. Any payment made by the Court as compensation to the staff member for such service shall be returned to the College.
4.1.5 Paid Medical Leave
Three types of paid medical leave are available for full-time staff who, due to a medical condition, are unable to perform their normal work duties. The duration and seriousness of the medical condition will determine the type of medical leave taken. The three types of medical leave are:
Sick Leave
The College offers paid sick leave benefits to full-time staff to provide compensation during absences from work due to personal illness, injury, and doctor's appointments. Individuals may use up to 10 days of sick leave to care for an ill spouse, domestic partner, children, parents, in-laws, grandparents, siblings, and aunts/uncles. Sick leave benefits are not cashable and will not be paid to staff upon termination of employment or retirement.
Full-time staff accrue sick leave at the rate of 4 hours per pay period, pro-rated based on a 2080-hour annual schedule. While these hours begin accruing at the time of hire, they may not be used until completing 90 days of service. The maximum accrual rate is 480 hours. Following are examples of how pro-rating affects semi-monthly accrual of sick leave (examples are all 12-month schedules*).
Annual Hours |
Hours/ |
Pro-ration |
Sick Accrual |
Annual Hours |
Hours/ |
Pro-Ration |
Sick Accrual |
|
| 2080 |
40 |
100% |
4 hours |
1768 |
34 |
.85 |
3.4 hours |
|
| 1950 |
37.5 |
.9375 |
3.75 hours |
1664 |
32 |
.80 |
3.2 hours |
|
| 1890 |
Varies |
.9086 |
3.63 hours |
1560 |
30 |
.75 |
3.0 hours |
|
| 1820 |
35 |
.875 |
3.50 hours |
1404 |
27 |
.675 |
2.7 hours |
*Full-time staff who work less than 12-month schedules accrue sick leave only during the months they work.
Sick Leave Procedure
Staff members must report all absences to their supervisors as soon as possible when illness or accident prevents them from reporting to work or, at the latest, within the first 30 minutes of their normal work schedule. Staff must keep supervisors informed of when they intend to return to work. Supervisors may request a doctor’s statement verifying the need for time off when an individual misses more than three consecutive days of work. Staff who anticipate being absent from work or have been absent from work for three or more consecutive workdays must notify Human Resources and his/her supervisor to determine if leave taken is applicable to the Family Medical Leave Act and provide a health practitioner’s statement to Human Resources documenting the medical necessity of such leave for the staff, or the family member being cared for by the staff member.
Supplemental Sick Leave (SSL)
Full-time staff earn supplemental sick leave benefits as outlined below to provide continued compensation during absences from work caused by illnesses or non-work-related accidents. Pay will continue until the staff member has provided written medical certification by a physician to return to work, exhausts all earned paid benefits, or becomes eligible for Long Term Disability benefits, whichever comes first.
SSL benefits are available to full-time staff members who have completed one year of continuous regular status service at the College, and who have exhausted all sick and vacation leave benefits. SSL benefits are paid at 100% of base salary. Benefits accrue based on length of full-time service, according to the following schedule:
| Length of Full-Time Service |
SSL Benefit Available |
| Less than 1 year |
None |
1 year |
Up to one month |
2 years |
Up to 2 months |
3 years |
Up to 3 months |
4 years |
Up to 4 months |
5 years |
Up to 5 months |
6+ years |
Up to 6 months |
Staff members may receive SSL benefits only once each year (a year is a 12-month period measured backward from the date SSL was last used). However, in medically necessary circumstances, staff may be permitted to receive SSL benefits in separate blocks of time if due to a single illness or injury and provided that the combined total time off does not exceed the total benefits available, based on years of service.
SSL benefits are paid entirely by the College. Staff do not contribute to this plan and unused benefits will not be paid upon a staff member’s termination of employment or retirement. Staff returning from SSL may be restored to their previous position or an equivalent position with the same benefits and pay, if such is available.
If a staff member has exhausted all sick leave and SSL benefits and is still unable to return to work, application may be made for long term disability through the College’s insurance carrier. If there is a period of time between when SSL benefits end and long term disability benefits begin, this period of time will be leave without pay.
Supplemental Sick Leave (SSL) Procedure
Staff are to apply for SSL through Human Resources. Staff will be asked to have their physician complete a physician statement and submit it to Human Resources to verify eligibility to participate in the program. The College may exercise the right to request a second medical opinion from a physician of the College's choosing, at the College's expense. Staff on SSL will keep Human Resources informed of their medical status and of the date they intend to return to work.
Long Term Disability (LTD Procedure
Long Term Disability is a mandatory benefit after one year of employment for all employees that work 1,000 hours or more annually. The plan will replace up to 60% of your monthly base salary if you should become totally disabled. Please refer to your summary plan (SPD) for information about this benefit or contact Human Resources.
4.1.6 Military Leave
In compliance with the Uniformed Services Employment and Reemployment Rights Act of 1994, Colorado College provides military leave to staff who are members of the U.S. Armed Forces Reserve or National Guard. Staff will be granted paid leave for 15 days amounting to the difference between government compensation and the staff member’s regular base salary. This time off is in addition to earned vacation time. However, if staff desire to use vacation time for this purpose, they may do so by making a request in writing.
If staff are inducted or called to active duty in a branch of the U.S. Armed Forces for an extended period, upon returning to the College after separation from military service, staff may be re-employed in accordance with the provisions of the law. Please direct any questions to the Director of Human Resources.
4.1.7 Personal Leave
Full-time staff may use up to three days of their accrued sick leave for personal reasons following their initial 90-day employment period. Staff should notify their supervisor prior to scheduling the use of personal leave.
4.1.8 Religious Holidays
Reasonable accommodation of a staff member’s religious observances, practices, and beliefs will be provided. Time off for religious observance will be provided with pay. All requests for such time off should be made to the supervisor at least five working days prior to the day the time off is requested.
4.1.9 Vacation
The College provides staff with vacation time to rest and refresh. Full-time staff who work 12 months per year accrue vacation leave. Individuals who work less than 12 months per year do not accrue vacation. While vacation accrual begins at the time of hire for full-time staff, the accrued vacation leave may not be used until after completing 90 days of service. Thereafter, vacation accrues based on their annual hours.
The following chart lists vacation hours to be accrued per pay period based on a 2080 hours a year work schedule. Accruals will be prorated for schedules that are less than 2080 hours. Thereafter, vacation accrues for this particular staff member as listed below.
| Years of Service |
Vacation Hours
Per Pay Period |
| 1 through 5 |
3.34 |
6 |
3.67 |
7 |
4.00 |
8 |
4.34 |
9 |
4.67 |
10 |
5.00 |
11 |
5.34 |
12 |
5.67 |
13 |
6.00 |
| 14 |
6.34 |
| 15 or more |
6.67 Maximum |
All requests for vacation leave must receive prior approval by the supervisor. Consideration will be given to all requests for vacation time and the staff member’s preference will be respected whenever practical. However, the College may deny vacation leave requests which conflict with the operation of the College. 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.
It is expected that all staff will take their vacation each year. However, staff may carry over 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. Vacation time in excess of 2 year's accrual must be taken prior to the staff member’s Service Date or Adjusted Service Date except when the staff member has been denied the opportunity to take vacation time, or when other special circumstances exist and retention of vacation in excess of the minimum has been approved. Vacation cannot be taken prior to accrual. Vacation time cannot be transferred from one staff member to another. Non-exempt staff are paid for all accrued vacation at the time of termination of employment.
If injury or illness occurs while on vacation, additional days of vacation will not be granted. If a holiday occurs during a staff member’s vacation time, the individual will be granted an extra vacation day. Time off during block breaks or spring break must be taken as vacation leave.
4.1.10 Voting
Because polling places in Colorado are generally open 7:00 a.m. to 7:00 p.m., staff are encouraged to vote either before the workday begins, during their lunch hour, or after work ends. If a staff member wishes to vote during normal office hours, the staff member should request such leave from their supervisor prior to the date of the election.
4.1.11 Winter Break
In conjunction with the academic schedule, the College normally closes in late December for a winter break. The specific dates of the break are announced each fall. Full-time staff are paid their regular salary during the break.
4.2.1 Family Medical Leave
In accordance with the Family Medical Leave Act (FMLA) of 1993, staff are provided unpaid family and medical leave. To be eligible, staff must have worked at the College for at least 12 months and a minimum of 1250 hours during the year preceding the beginning of the leave. FMLA leaves of absence will be granted for the following reasons:
Staff must give their supervisors 30 days advance notice of the need to take leave unless unforeseen events occur; then notice must be given as soon as practicable. Staff requesting leave must complete an application for leave and provide appropriate documentation, as may be requested, to verify the need for the leave, including reason for the leave, the start date and the planned date for return to work.
Any request for FMLA leave based on a serious health condition, whether it involves the staff or a family member, must be supported by the appropriate medical certification. Recertification by a health practitioner will be required if there is a change in the initial request for leave. In all cases of leave for serious health conditions of the staff member, the College may request other medical opinions at the College's expense.
Documentation confirming family relationship, adoption or foster care may be required. If notification and appropriate certification are not provided in a timely manner, approval for leave may be delayed.
Length of Leave
Staff may be granted FMLA leave for a period of up to 12 weeks per year. When both husband and wife work for the College, they are limited to a combined total of 12 weeks for birth or placement of a child or the care of a parent with a serious health condition. If the leave is necessitated by the serious health condition of the staff member, staff’s spouse or child, this combined limitation does not apply.
Reduced Work Schedule/Intermittent Leave
Although most leaves will be taken in a single block of time, in certain medically necessary circumstances (e.g., care of a sick family member, medical appointments, chemotherapy, recovery periods), staff may be permitted to work reduced schedules or take their leave in separate blocks of time. This time off will be treated in the same manner as other FMLA leave. In these special cases, the College may transfer staff to another position with equivalent pay and benefits that better accommodates the staff member’s periods of leave. Only the time actually taken will be charged against the staff member’s family and medical leave entitlement.
Substituting Paid Leave
Staff will be required to use all earned paid vacation, sick leave and supplemental sick leave during FMLA. All paid leave will be applied toward the 12 weeks of FMLA leave.
Benefits During FMLA Leave
Staff on FMLA Leave will receive the same benefits during the leave as they received prior to the leave, with the exception of retirement benefits, which are based on paid salary. Staff will be required to set up an automatic draft from their bank account to pay their portion of the benefit costs. In the event that a staff member is able but does not return from FMLA leave, or returns but stays less than 30 days, the staff member will be obligated to pay the premiums paid by the College to maintain the insurance coverage during the leave.
Vacation and sick leave benefits will not accrue during unpaid FMLA leaves. However, seniority and years of service will not be affected.
Return from Leave
Staff returning from FMLA leave will be reinstated to the same or an equivalent position. If a staff member was on medical leave, medical certification will be required verifying ability to return to work. Failure to return to work after the expiration of the leave may result in termination of employment.
4.2.2 Unpaid Personal Leaves of Absence
Leaves of absence without pay may be granted so that a staff member may conduct personal business, further his/her education, or for any other worthwhile cause. Leaves of absence are not approved for staff to engage in work elsewhere unless such work relates to the staff member’s job at the College and is approved by his/her supervisor and the appropriate Vice President or Dean. The request for a personal leave of absence must be submitted in writing, in advance, to the staff member’s supervisor for approval and forwarded to the Director of Human Resources for final approval.
A leave of absence may be granted after consideration has been given to the work needs of the College and the staff member and after it has been determined that there is a reasonable expectation that the job or a similar one will be available at the end of the leave of absence. Leaves of absence may be granted for up to 4 months. Leaves of absence will start after all accrued vacation or other available leave has been used. While on an approved leave of absence, no annual or sick leave benefits accrue. Staff are required to pay the total cost of their benefits. To continue coverage, staff should contact Human Resources to make arrangements for this payment prior to the beginning of the leave of absence.
A staff member who does not return at the end of his/her authorized leave of absence will be terminated. It is the responsibility of the staff member to notify his/her supervisor and Human Resources if he/she plans to return before the end of the leave of absence.
4.2.3 Victim Protection Leave
If a college employee is a victim of domestic abuse, stalking, sexual assault, or a victim of any crime which has been found by the court on the record to include an act of domestic violence, they may be eligible for leave up to three working days in a 12-month period for the purposes of seeking a civil restraining order, obtaining medical care or mental health counseling (or both for the college employee and dependent children), making the home secure, or seeking new housing or legal assistance. The college employee may use accrued vacation, personal days, or sick leave. If this paid leave is not available or the college employee elects not to use accrued leave, the college employee may take this time as unpaid leave.
Requests to take leave are to be made to Human Resources in advance of taking leave unless the college employee is in a situation of imminent danger in which case Human Resources should be notified as soon as possible.