Regular full-time and part-time employees are eligible for paid holiday leave.
The following is for employees scheduled to work 40 hours per week:
The following is for employees scheduled to work 37.5 hours per week:
The following is for employees scheduled to work 26-30 hours per week:
The following is for employees scheduled to work 21-25 hours per week:
The following is for employees scheduled to work 20 hours per week:
During the first thirteen (13) weeks of employment or during any extension of the probation period, support staff are not eligible to use any vacation or sick leave they may have accrued. Upon the successful completion of the initial probation periods, vacation leave may be utilized.
Vacation for Administrators
Regular full-time administrators working 12 months are eligible to receive 22 vacation days per salary year (June 1 - May 31). This equates to 1.83 days per month.
Additionally, regular full-time administrators working 10 months are eligible to receive 10 vacation days per salary year (June 1 - May 31). This equates to 1.00 day per month to be used during the 10-month period.
Unused vacation leave cannot be carried over into the new salary year nor will it be compensated. Vacation leave is to be taken at times mutually agreed upon by administrators and their supervisors. Vacation leave is to be taken in increments of no less than half days. In the event the employee terminates employment with the College during the salary year, he/she will be paid for any accrued, unused vacation leave. This is calculated by determining the number of months from June 1 to the last day of work, multiplied by the factor listed above, minus the number of days used during this same time period.
Sick Leave for Support Staff
Support staff employees earn sick leave in the amount of .0308 hours for every hour worked. Hours to be included in accrual calculations are regular, sick, vacation, holidays, and floating holidays. Extra time and over time hours are not used in the accrual calculations. Employees on leave of absence (i.e. maternity, parental/partner, adoption, short-term disability or family medical leave) will not accrue leave time. Unused sick leave may be accumulated for up to a maximum of 26 weeks.
Short-Term Disability Leave for Support Staff
There will be occasions when support staff members find it necessary to be absent from work for an extended period for their own health reasons. In such times, regular full-time employees, who have completed at least one year of service with the College, may be eligible to participate in the short-term disability leave program.
Short-Term Disability/Sick Leave for Administrators
Regular full-time administrators who are unable to perform their duties because of illness may receive up to six months (26 weeks) of sick leave with pay. When this leave is short-term disability, the leave will be limited to 26 weeks in a three-year period. Administrators will only be paid for a maximum of 52 weeks of short-term disability leave (two 26-week leaves) during their employment at Gettysburg College. Paid sick leave will not be counted towards the 16 weeks of family and medical leave described in this section. During a leave of absence for medical reasons, the employee will be under the same terms and conditions as would be applicable for a family and medical leave (reinstatement to his/her pre-leave position or to an equivalent position with equivalent pay, benefits, and terms and conditions of employment). The College reserves the right to require evidence from a physician concerning the extent and nature of the illness of any employee to the extent necessary to determine eligibility under the policy and consistent with state and federal law. In addition, employees on a paid leave under this policy are strictly prohibited from engaging in any other employment during the period of leave. Should the College learn that any employee engaged in any other employment during a period of paid leave under this policy, the employee will be subject to disciplinary action, up to and including termination of employment.
Full-time female employees eligible for benefits, who have been actively working for one full year, receive six (6) weeks of paid maternity leave in a two (2) year period (starting with the initial date of the leave). This leave is intended for recovery from child birth and must be supported with a note from the employee's treating physician. This time will not be counted towards the employee's allotted 16 weeks of family and medical leave. For additional parental leave time, please see the following parental/partner leave section below.
Full-time employees eligible for benefits, who have been actively working for one full year, are eligible for up to nine (9) weeks of paid parental/partner leave in a two-year period. The leave must be taken consecutively and be used within the first year of the child's life. This time will not be counted towards the employee's allotted 16 weeks of family and medical leave.
Adoption Leave and Benefits
Full-time employees eligible for benefits, who have been actively working for one full year, are eligible for fifteen weeks of paid leave for the primary care giver or nine weeks of paid leave for the non-primary care giver in a two year period. If both parents are Gettysburg College employees, only one may be designated as the primary care giver. This time will not be counted towards the employee's allotted 16 weeks of family and medical leave.
Upon the death of a family member or spouse's family member, bereavement leave may be granted for up to five days. A family member may be a spouse, partner, child, parent, spouse's/partner's parent, brother, sister, or grandparent. Up to one day off with pay may be granted for attendance at funerals of other near relatives.
Jury Duty Leave
Regular full-time and part-time employees will receive time off with full pay when they are required to perform jury duty. Employees who receive an early release from jury duty are expected to return to work or to charge their absence to vacation leave.
Family and Medical Leave of Absence
Employees who have been employed by the College for at least 12 months, and who have completed at least 1,250 hours of service during the 12 month period immediately preceding the commencement of the leave may be eligible for an unpaid family or medical leave pursuant to this policy. The maximum amount of FMLA leave required is dependent upon the reason for the leave. However, under no circumstances is the maximum amount of FMLA leave to be more than 26 weeks in a 12-month period.
For purposes of this policy, "serious health condition" means an illness, injury, impairment or physical or mental condition that involves (1) inpatient care (i.e., an overnight stay) in a hospital, hospice or residential medical care facility, including any period of incapacity or any subsequent treatment in connection with inpatient care; or (2) continuing treatment by a health care provider for a condition that either prevents the eligible employee from performing his or her job functions or prevents a qualified family member from participating in school or other daily activities. A serious health condition involving continuing treatment by a health care provider may include:
Qualifying Exigency Leave. An eligible employee also may be entitled to use his or her 12-week FMLA leave entitlement for certain military-related "qualifying exigencies." Qualifying Exigency Leave may be available to an eligible employee who needs leave due to a spouse, child, or parent being on active duty or called to active duty status (for foreign deployment) in support of a contingency operation as a member of the regular Armed Forces, National Guard or Reserves. (Does not apply to state service.) Qualifying exigencies may include:
• short-notice deployment activities;
• care for the parent of a military member who is incapable of self-care
* Employees requesting leave for rest and recuperation are limited to a maximum of 15 days and must provide a copy of the military member’s rest and recuperation leave orders to the Human Resources Office for review.
2. Military Caregiver FMLA Leave. Eligible employees may be entitled to up to 26 weeks of unpaid leave during a12-month period to care for a seriously ill or injured service member or covered veteran who is the employee's child, spouse, parent, or next-of-kin. FMLA leave taken for any reason noted above in #1 will reduce the amount of FMLA leave available for this reason.
A covered service member or covered veteran is:
(1) a current member of the Armed Forces (including a member of the National Guard or Reserves) who has a serious injury or illness incurred in the line of duty on active duty (or that existed before the beginning of the member's active duty and was aggravated by service in the line of duty on active duty) that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation or therapy; or is in outpatient status; or is on the temporary disability retired list; or
(2) a veteran who was a member of the Armed Forces (including a member of the National Guard or Reserves) who suffered a serious injury or illness while in the line of duty on active duty (or that existed before the beginning of the member's active duty and was aggravated by service in the line of duty on active duty) and that manifested itself before or after the member became a veteran for which the veteran is undergoing medical treatment, recuperation or therapy, if the veteran was a member of the Armed Forces at any point during the five years prior to the start of the FMLA leave at issue and was discharged for reasons other than dishonorable.
In cases where the College employs both spouses, family leave may be limited to a combined total of 26 weeks between them for covered service member family leave and all other FMLA-qualifying reasons in a single 12-month period.
Generally, eligible employees are limited to a total of 16 work weeks of leave during a 12 month period, unless leave is needed to care for a seriously ill or injured service member, when up to a combined total of 26 weeks of FMLA leave may be available. The College will calculate this 12 month period by measuring backward from the date an employee uses FMLA leave (i.e. leave is limited to the balance of 26 weeks not used during the past 12 months). All employees may substitute any accrued vacation, sick leave, personal days or other accrued paid leave as part of a family or medical leave of absence (example: an employee with one week of accrued vacation at the time leave is requested may use that week as part of the 26 week family or medical leave period). Employees eligible for Workers Compensation will exhaust FMLA leave concurrently. When using paid leave during FMLA leave, employees must comply with the College's paid leave policies. As during any unpaid leave of absence, the accrual of paid leave benefits ceases during FMLA leave.
FMLA leave can be taken all at once or, when medically necessary or for a qualifying exigency, on an intermittent or reduced leave schedule. Intermittent leave is leave taken in separate blocks of time for a single FMLA-qualifying reason.
Please note that employees requesting or using FMLA leave are subject to the same College policies concerning lateness or absences, including notification of such to their departments. An employee on leave is prohibited from engaging in other employment during the period of the leave of absence, unless the employee has received written authorization from the College to engage in such employment. Any employee who commits fraud or makes a misrepresentation in connection with any requested or actual FMLA leave will be subject to disciplinary action, up to and including discharge.
Health insurance will be maintained for any eligible employee on a family or medical leave under this policy on the same terms as would apply if the employee were on active duty (i.e., employees are responsible for paying their portion of health care premiums during leave). Any employee who fails to return to work upon completion of a family or medical leave shall be required to reimburse the College for all benefit premiums paid by it on the employee's behalf during such leave provided the employee's failure to return is not due to circumstances beyond the employee's control.
Except under certain specific circumstances, employees who are on leave pursuant to this policy shall be restored to the same position the employee held when leave commenced, or to an equivalent position with equivalent benefits, pay and other terms and conditions of employment. Highly salaried "key" employees may have limited reinstatement rights. Any "key" employees shall be notified of their specific rights and obligations prior to beginning an FMLA leave.
An employee requesting a medical leave for personal or family care under this policy must submit a certification by his or her health care provider regarding the need for such leave. Certification forms may be obtained from the Human Resources Office. The College reserves the right to require second and third opinions at its own expense relating to an employee's medical certification. Any employee returning to work from a personal medical leave shall be required to submit a fitness for duty certification from his or her health care provider, stating that he or she is able to resume work. The College also reserves the right to require an employee on family or medical leave to report periodically on the employee's status and intent to return to work.
An employee who requests FMLA leave because his or her spouse, parent or child is called up for or is on active duty in the Armed Forces will receive an Active Duty Certification form to complete and submit.
Failure to provide the required documentation in the time frame communicated to the employee when the employee requests FMLA leave may result in a delay to begin the requested leave or denial of the request for FMLA leave. When FMLA leave is denied, the protections afforded individuals under the FMLA may be lost, including but not limited to job protection and the continuation of benefits while on leave.
This policy shall be administered in a manner consistent with the terms of the Family and Medical Leave Act of 1993. The College reserves the right to impose any conditions or limitations upon any leave of absence as may be deemed consistent with the provisions of the Act. Any questions concerning this policy should be directed to the Human Resources Office.
The FMLA prohibits employers from interfering with, restraining, or denying the exercise of any right provided under the FMLA and from discharging or discriminating against any person for opposing any practice made unlawful by the FMLA or for involvement in any proceeding under or relating to the FMLA.
Other Leaves of Absence without Pay