time away from work

Jury Duty

If an employee presents a jury duty notice from Federal, State or County officials, or is subpoenaed to be a witness at a trial, the College will grant time off and pay the difference of jury duty pay and regular pay, exclusive of travel expenses for a maximum of 10 days. Employees are expected to return to work when all-day court attendance is not required. A statement of earnings must be submitted to the business office for payroll purposes.

Funeral Leave

Absences due to a death of a spouse, child, parent or sibling may be granted for up to three (3) regularly scheduled days without loss of pay to arrange for and attend a funeral. Included also are step-parents, step-children, and step-brothers/sisters who lived with you in an immediate family relationship. Absence due to the death of an uncle, aunt, grandparent, grandchild, brother-in-law, sister-in-law, daughter-in-law, son-in-law, mother-in-law, or father-in-law may be granted for a maximum of one (1) day. Vacation days or unpaid leave may be used to attend funerals of other individuals.

Military Leave of Absence

If you are a member of the Military Reserve or National Guard and are ordered to report for annual training or short-term emergency duty, you will be given a Military Leave of Absence. Advise your supervisor as soon as possible and provide a copy of your orders. Your benefits continue in full force during this leave of absence. You will receive your base pay, less any military pay, for a maximum period of two weeks. You may elect to use earned vacation for any additional time away. If you are called to join the Armed Forces on a full-time basis, upon completion of your active duty, if you apply for re-employment pursuant to the law, you will be reinstated.

Personal Leave

A Personal Leave of Absence for reasons other than personal health may be granted at the College’s discretion to full-time employees who have completed their probationary period. Such leave will normally not be greater than 30 days and will be unpaid. All benefits are discontinued in this period. Employees on personal leave may elect to continue participation in the insured benefit programs at their own expense during a personal leave of absence. Requests for personal leave of absence must be in writing. Every effort will be made to reinstate employees returning from personal leave in their former positions, or ones similar, if available. If you were engaged in any gainful employment during your personal leave, you may forfeit your re-employment privilege. The College reserves the right to fill the position of any employee on leave of absence after two months’ absence. If it is necessary to fill a position, an individual returning from personal leave may be required to wait for an available opening.

Medical Leaves of Absence

PURPOSE: This practice statement describes the provisions for employees who take a leave of absence from work for medical reasons. It describes the compensation levels for those on leave and the provisions for returning to employment with the College.

SCOPE: The practice applies to all full-time employees of Ursinus College. Part-time or temporary employees are not eligible for this program.

PRACTICE: Certain medical circumstances, such as illness, injury, and pregnancy, may require an absence from work for an extended time. Medical leave is intended only to assist employees who have certified medical conditions that prevent them from working for an extended period, at least in excess of five (5) days. The College provides or insures a specified compensation level for persons during a medical leave of absence. The College holds a position for an employee returning from a medical leave of absence if the total time of the medical leave does not exceed 90 days.
The College requires medical certification from a physician before either short- term medical leave benefits or long-term disability benefits are provided. The College may require a confirmation by a physician it chooses at any point in the medical leave process.

All employees must have medical certification from a physician to return to work, and any work restrictions must be specified by the treating physician. If an employee is able to return to work but with the need for accommodations, then the employee must meet with the supervisor and personnel officer to discuss the accommodations required by the employee, the requirements of the position, and whether reasonable accommodations are available that would enable the employee to perform the essential functions of his/her job.

Medical leave will begin on the first day of the injury or illness; medical leave practices for maternity leaves are described in a separate sub-section. Workers’ compensation applies to work-related injury or illness, instead of this policy.

Employees who return from a medical leave are not eligible to receive pay for another medical leave until they have completed one year of continuous service from the date they return to work.

Medical leave time will be considered a period of employment for the purpose of calculating length of service.

The Personnel Office administers the procedures for medical leave.

The College reserves the right to change unilaterally at any time any of the elements of this Medical Leave of Absence policy.

Compensation During Medical Leave

The College provides short-term medical leave payments and long-term disability (“LTD”) insurance.

During the first 90 days of a certified medical leave of absence, the College provides short-term medical leave payments to qualifying employees with its own funds.

An employee is eligible for short-term medical leave payments if he/she proves, by reasonable medical evidence, to be unable to perform his/her job. Eligible employees will receive short-term medical leave payments from the College during the 90-day period from the start of the medical leave until LTD insurance payments are available. Eligible employees will receive eight (8) weeks of full medical leave pay; followed by one week of full medical leave pay for each year of service during the 90-day period; and then followed by 60% of full pay for the remaining weeks during the 90-day period. College-paid benefits will continue for the first 90 days of the medical leave period as long as the employee continues to be eligible for them. Medical leave payments will not be provided in addition to or in conjunction with any other College payments, such as vacation pay or sick pay.

The College purchases long-term disability insurance to support employees whose medical leaves of absence extend beyond 90 days. An employee’s qualification for the insurance is determined by the terms of the College’s LTD insurance policy. Should the employee qualify for LTD insurance, the amount of LTD benefits is also set forth in the College’s LTD insurance policy. As of January 1, 2006, the LTD benefit for qualifying employees is 60% of the employee’s salary. The insurance carrier may impose certain conditions (e.g., require application for Social Security disability benefits) for receipt of LTD benefits. The College reserves the right to change its LTD insurance benefit amounts, eligibility terms and/or carrier at any time.

During a long-term disability period, College-paid benefits (e.g., health care insurance) will cease. The employee, who has been approved for LTD, may continue to participate in the College’s medical and/or dental benefits at his/her own expense under the continuation of benefits provisions of COBRA.

Medical leave pay is not a benefit that accrues. When employees return to work after an absence for medical reasons, they will not be paid for unused leave pay, and they are not eligible to receive pay for another medical leave until they have completed one year of continuous service from the date they return to work.

Long-term disability benefits are governed by Plan documents, and to the extent that there is any conflict between the Plan documents and this practice, the Plan documents control and govern.

 

Maternity Leave

The College provides up to thirteen (13) weeks for maternity leave, which is paid according to the compensation terms of this medical leave practice. An employee who returns from a maternity leave is not eligible to receive pay for another medical leave until she has completed one year of continuous service from the date she returns to work. The maternity leave time will count as short-term medical leave time under this policy.

By the end of the second trimester of pregnancy, the employee should submit a written request for maternity leave, specifying the approximate date that she expects to stop working and the amount of time of leave she expects to take after giving birth. The employee should inform the College of any changes in plans as soon as possible.

 

Return To Employment Following Medical Leave

If an employee on medical leave is certified as able to return to work and offers to return to work within the first 90 days, the College will provide employment to the employee at his/her previous rate of pay and will place the returning employee into his/her previous position or a comparable position. The College does not guarantee employment beyond the first 90 days of a medical leave of absence.

 

Family Medical Leave of Absence

This policy supplements the College's policy with regard to medical leave for employees and is intended to implement the Family and Medical Leave Act of 1993.

PURPOSE: The purpose of the Family Leave policy is to define the protection of employment status and the time limitations for persons on leave from work for (1) the birth of a child, (2) the placement of a child with the employee for adoption or foster care, (3) the serious health condition of a spouse, child or parent of an employee, or (4) the employee's own serious health condition preventing the employee from working.

SCOPE: The policy applies to all employees of the College who have completed one year of service at the College and who have worked at least 1,250 hours during the 12-month period preceding the requested leave.

PRACTICE: A Family Leave may be granted to an employee for the birth of a child, the placement of a child with the employee for adoption or foster care, the serious health condition of a spouse, son or daughter or parent of the employee, or the employee's own serious health condition preventing the employee from working.

Key Definitions

A "serious health condition" is an illness, injury impairment or physical or mental condition that involves (1) inpatient care in a hospital, hospice or residential medical care facility or (2) continuing treatment by a health care provider.

A "parent' is the biological parent of an employee or any individual who stood in loco parentis to the employee when the employee was a child.

A "child" is defined to include a biological, adopted or foster child, a step child, a legal ward or a child of a person standing in loco parentis who is under 18 years of age or 18 years of age or older and incapable of self-care because of a mental or physical disability.

A "spouse" is defined as a husband or wife.

Length of Leave

Employees with a least one year of full-time service at the College and who have worked at least 1,250 hours during the 12-month period preceding the requested Family Leave are entitled to a Family Leave totaling 12 weeks in any single 12-month period. The 12-month period is measured forward from the date the Family Leave first begins.
If medically necessary, in situations involving a serious health condition of the employee or the employee's spouse, parent or child, the Family Leave may be taken intermittently or on a reduced leave schedule which reduces the usual number of scheduled hours per workweek or hours per workday of the employee during the Family Leave.

In situations in connection with the birth of any employee's child or because of the placement of a child with the employee for adoption or foster care, the leave may not be taken by an employee intermittently or on a reduced leave schedule unless the employee and the College agree to such a leave. Such leave must be taken within one year of the birth or adoption of the child.

Where the husband and wife are both employees of the College, the aggregate number of work weeks of leave to which the couple is entitled during the 12-month period is twelve. An exception is granted if one employee experiences a serious illness, in which case the spouse may be entitled to a full term (12 weeks) Family Leave to care for the husband or wife.

 

Compensation During Family Leave

Employees are required to use any accrued vacation, personal or sick leave as part of the12-week Family Leave, and other than the use of accrued vacation, personal or sick leave, Family Leave is unpaid. Thus, for example, when a Family Leave is taken for the placement of a child with the employee for adoption or foster care, or the serious health condition of a spouse, child or parent of an employee, Family Leave taken beyond any accrued paid vacation, personal and/or sick days will be unpaid.

In situations of pregnancy or personal illness or injury, an employee may be eligible to receive short-term medical leave payments under the above Medical Leave of Absence policy as long as the employee satisfies the terms for those payments. Such paid time, however, counts as part of the time of the Family Leave for this policy. In other words, in situations of pregnancy or personal illness or injury qualifying for a Family Leave, the Family Leave will run concurrently with the Medical Leave described in section 12.

Eligible employee's health insurance, dental insurance, disability insurance and life insurance benefits will be continued during the period of Family Leave. The College will continue to pay premiums for these benefits on the same basis it does for all employees. The employee will be responsible for continuing the contributions at the same level as all eligible employees. If an employee voluntarily fails to return from Family Leave, the College may recover from the employee all insurance premiums paid by the College for the employee during the period of the unpaid portion of Family Leave. Benefits such as holiday pay, death-in-family payment, etc. will not be paid during a Family Leave.

Family Leave accumulation is not earned income and no payment is made for it at retirement or termination of employment.

 

Procedures for Requesting Family Leave

Procedures for Family Leave are administered by the Personnel Office. Employees requesting a Family Leave for the employee or to care for a family member because of a serious health condition are required to submit a statement from a health care provider of the person with the condition stating (1) the date on which the serious health condition commenced, (2) the probable duration of the condition, (3) the appropriate medical facts regarding the condition within the knowledge of the Health care provider, and (4) a statement regarding the need for the employee to care for the sick family member. In the case of a request for intermittent leave or leave on a reduced leave schedule for planned medical treatment, the College may require the certification state (1) the dates on which such treatment is expected to be given, (2) the duration of such treatment and (3) that the intermittent or reduced leave schedule is medically necessary. The employee must also state the relationship of the individual to the employee. The College, at its discretion, may require that the employee obtain a second opinion from another health care provider, at the College's expense. In the event of a conflict between two opinions, the College may require, at its own expense, a third opinion, which will be binding upon the College and the employee. The third opinion is to be obtained from a health care provider selected jointly by the employer and the employee.

The College may require the employee to obtain subsequent medical re-certifications on a reasonable basis as well as report periodically to the Personnel Office on the status and intention to return to work.

To the extent foreseeable and practicable, employees must provide the College with at least a 30-day notice of their intent to take a Family Leave. The employee is also required to make every reasonable effort to schedule personal medical treatment or medical treatments for the family members so as not to disrupt unduly the operations of
the College.

In situations in which the employee requests intermittent leave or a reduced leave schedule based upon planned medical treatment of a family member, the College may require the employee to accept a temporary transfer to an available alternative position for which the employee is qualified. In such cases, the alternative position must have equivalent pay and benefits and must better accommodate the recurring leave periods than the employee's regular position.

In the case of a Family Leave in connection with the birth of a child or adoption or foster care placement, the employee must submit a statement documenting the event.

Return to Work

At the completion of the Family Leave, the employee will be given the same or an equivalent position as that held when the Family Leave commenced. Equivalency is based on employment benefits, pay and other terms and conditions of employment.

Key Employees

Salaried employees who are among the highest-paid 10% of the College's employees may be denied restoration to the position that they held before the period of Family Leave if (1) the denial is necessary to prevent substantial and grievous economic injury to the operations of the College, (2) the employee is notified when requesting the leave of the College's intent to deny restoration if the employee takes a family leave, and (3) in any case in which the leave has commenced, the employee elects not to return to employment after receiving the notification.

Holidays

Administrative holidays are determined each February or March for the upcoming fiscal year (July 1-June 30). Once the holiday calendar is determined, each employee will be provided a copy for their records. The College does not normally conduct college or business functions on these days.

If non-exempt employees are required to work on a holiday, they will be compensated by payment of holiday pay plus pay for actual hours worked or an equal number of paid hours off at a future date.

The College, because of registration, semester scheduling and student functions may consider some national or state holidays as normal business and school days, and designate another holiday in replacement.

Because certain holidays may vary in the date or day of celebration, the holiday calendar will vary from year to year.

Sick Days

As important members of the Ursinus College community, employees are expected to report for work as scheduled. However, on occasion illness may prevent effective and safe job performance. The College provides for paid sick leave as follows:

Five (5) days paid for sick time for full-time employees following
six month anniversary of employment;

Ten (10) days paid for sick time for full-time employees following
2nd year anniversary of employment.

Illness or sick pay is granted to protect loss of income for occasional days. It is not an automatic entitlement. Proof of illness may be requested and the procedure for reporting of absences should be followed.

Sick days are not to be used to extend holiday or vacation time. A maximum of five (5) unused sick days may be carried over from the previous year.

It is college policy to permit employees with at least six months of service to use up to five (5) of their sick days per year for doctors’ appointments, family emergencies or similar pressing personal situations. Employees are expected to schedule personal days off in advance with their supervisor.

Vacation - full-time non-exempt personnel

Vacation schedules are subject to approval in advance by the supervisor on a form provided for that purpose. Vacation benefits for full-time non-exempt personnel who are regularly scheduled to work 35 hours or more per week, or 1,820 hours per year, are eligible for paid vacations as follows:

Seven (7) days paid vacation following your first day of employment through your 1st Year Anniversary of employment;

Ten (10) days paid vacation following 1st Year Anniversary of employment;

Fifteen (15) days paid vacation following 8th Year Anniversary of employment;

Twenty (20) days paid vacation following 15th Year Anniversary of employment.

 

Vacation - Part-time non-exempt personnel

Vacation schedules are subject to approval in advance by the supervisor on a form provided for that purpose. Part-time non-exempt personnel, those scheduled to work less than 35 hours per week, or 1,820 hours per year, but who are scheduled to work more than 1,000 hours per year, will, after their third consecutive year of employment of 1,000 hours or more, earn paid vacation benefits to be taken in the year following their third anniversary of employment, and after each succeeding year of employment of 1,000 hours or more thereafter. The benefits are as follows:

Five (5) days paid vacation in the year following the 3rd anniversary date if employee has worked at least 1,000 hours; in the third year.

One (1) day paid vacation for each additional 164 hours worked in excess of the first 1,000 hours, to a maximum of ten (10) vacation days each year.

vacation - exempt full-time salary employees

All exempt full-time salary employees who have completed one year of continuous employment are eligible for paid vacation days as follows: 

Seven (7) days paid vacation following your first day of employment through your 1st Year Anniversary of employment;

Fifteen (15) days paid vacation following your first year anniversary;

Twenty(20) days paid vacation following 10th Year Anniversary of employment;

Twenty-five (25) days paid vacation following 15th Year Anniversary of employment. 

Staff members may have contractual conditions of employment which explicitly state the provisions of paid vacation time with the College for the academic year or college fiscal year. All payments and time-off will be provided in accordance with the contractual conditions. 

Faculty Specialized Leave of Absence 

Faculty members may apply for a leave of absence for no more than one year at a time. Such a request should be addressed to the Dean of the College, who forwards the request to the President. If the President approves, he will recommend that the Board of Trustees authorize a leave of absence. A leave may be extended for a second year if the Board of Trustees approves.

This policy permits a faculty member to request a leave of absence to do specialized research, to accept a visiting professorship at another institution or to complete requirements for an advanced degree, or for reasons of health (including maternity). A leave of absence may be granted with or without compensation, depending upon the circumstances involved.

Sabbatical leave

(1) Sabbatical leaves are granted to allow faculty members to engage in scholarly activity that will contribute to the long-term effectiveness of the individual as a teacher and as a scholar at Ursinus and in the academic profession.

(2) Sabbatical leaves are granted by the Board of Trustees upon the recommendation of the Dean and with approval by the President and the Committee on Academic Affairs of the Board of Trustees. Requests should be filed one year in advance of the year of the anticipated leave.


(3) The number of leaves granted in any academic year will ordinarily be limited to 10% of the tenured faculty.

(4) Tenured faculty members are eligible to apply for sabbatical leaves each seventh year of full-time service at Ursinus.

(5) A sabbatical leave may be granted for either one-half year at full salary or a full year at one-half regular salary.

(6) Applications for a sabbatical leave should include a description of the project not to exceed eight single-spaced pages that address the following: (a) title and one-paragraph abstract of project; (b) goals of the project; (c) specific plan and methodology to be followed; (d) scholarly significance and relationship to existing literature; (e) relationship of proposed project to your Three-year plan; (f) explanation of how proposed project "will contribute to [your] long-term effectiveness ... as a teacher and as a scholar at Ursinus and in the academic profession"; (g) expected outcomes and visible product(s). If your visible product will not be completed by October 1 following your leave, please also answer the following questions: What visible product will you submit by October 1 following your leave? and When do you plan to submit your final visible product? (h) where you plan to conduct your work; (i) letter of support from your host or collaborator (if applicable); (j) semester and year in which you plan to conduct your work; and (k) any plans for seeking external grant support for sabbatical project. (l)Your application should also include an updated resume form and your current Three-year Plan. (m) Each application must be supported by the applicant's department chair's recommendation, which should include (i) a description of what the faculty member would have taught during the period of the leave and how the department would like to accommodate the proposed absence of the faculty member; (ii) a description of what changes in department or inter-disciplinary offerings would be required and which courses would need to be taught by others in the department or by part-time adjuncts; (iii) a list of any other faculty members with anticipated leaves or study abroad assignments during the same academic year; and (iv) when possible, a reference to the feasibility and relevance of the proposal.

(7) The faculty member must agree to return to Ursinus College for at least one full year following a sabbatical leave.


(8) A faculty member on full-salary leave may not be gainfully employed during the period of the leave. A faculty member on half-salary leave may be gainfully employed during the period of a sabbatical leave with Board approval. This employment should be related to professional advancement; however, exceptions may be granted.


(9) Upon return from a sabbatical leave, faculty members will submit a written report on their activities and be prepared to make an oral presentation to a faculty seminar.

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