Published on Rhodes College: Employee Handbook (https://handbook.rhodes.edu/)

Benefits - Leave

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave


Bereavement

Guidelines for Bereavement Practices

  1. All employees are entitled to three working days of bereavement leave, with pay, for a death in the family to be used to attend to personal business including funeral services. This leave must be taken within a 10-day period after death. Bereavement leave is available for use following the death of the employee’s spouse or partner, the employee’s child, the employee’s spouse’s or domestic partner’s child, parent, stepparent, brother, sister, grandparent, or grandchild.
  2. The college will recognize the death of a staff member, a faculty member, or a member of their immediate family with an official notice by email to the campus faculty and staff. The department chairperson or department/division manager head should email the President’s Office, the appropriate Dean/Vice President, and the Human Resources office with notification of the family member’s death and funeral arrangements if available. If requested by the employee, the campus should then be notified by email.
  3. Spending levels from division or department budgets for gifts to the bereaved family for tangible items such as food, flowers, or memorial gifts to Rhodes should not exceed $75 per item or $150 in total. Memorial gifts to Rhodes may include a donation to the college′s library, scholarship fund or other programs at Rhodes in memory of the deceased.
  4. Cash memorials from college funds cannot be made to other non-profit organizations. Gifts to these organizations should be by personal donation only.
Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/bereavement


Compensatory Time

Eligibility: Ten and twelve month non-exempt staff employees scheduled to work 37.5 hours per work week (Monday through Sunday).

Benefit: Compensatory time is earned when an employee works more than 37.5 hours in a week. If the employee works more than 40 hours in a week, that time is paid as overtime (time and ½).

Maximum: An employee may not bank more than 37.5 hours of compensatory time. If the employee has a balance of 37.5 hours of compensatory time, any hours worked that would otherwise be added to that balance will be paid to the employee at the employee’s regular rate of pay.

Utilizing Benefit: Employees must request all time off of work from their supervisor. Compensatory time must be used before Vacation time when taking time off of work. Benefit upon Termination: When an employee terminates their employment with the College, the employee will be paid for any Compensatory time earned but not used.

Should you have any questions concerning the compensatory time or vacation policy, please contact the Benefits Services Manager in Human Resources.

admin May 22, 2019

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/compensatory-time


Faculty Illness

Eligibility: Faculty member

Utilizing Benefit: When a faculty member must be absent due to his or her own illness during an academic semester, he or she should refer to Section V, "Professional Duties and Responsibilities" of the Policies and Procedures in Regard to Faculty. The Office of Academic Affairs and the department chair will arrange for temporary substitutes to cover teaching responsibilities. The faculty member will continue to receive salary when absent for his or her own illness. Faculty members will be responsible to pay the employee portion of benefits during an absence due to illness under the Family and Medical Leave Act. Faculty (FMLA) members do not accrue sick and/or vacation leave because faculty salaries are determined by annual academic year contracts.

In addition, each time a faculty member is out ill more than three (3) consecutive days, a written statement from the physician certifying the illness must be submitted to and reviewed by the Director of Human Resources. The employee′s FMLA benefits will begin and the total amount of the employee′s Family and Medical Leave Act FMLA will be reduced by the amount of time he or she is out ill. (Refer to the Family and Medical Leave Act.)

Maximum: The maximum time period for temporary substitutes will be twelve (12) weeks.
 
Leave after Exhaustion of Benefit: Faculty members absent due to extended illness (12 weeks or longer) will be required to notify the Vice President for Academic Affairs and the Human Resources Director and request an extended leave of absence one month prior to the end of the first twelve (12) weeks. The faculty member must provide a written statement from a physician certifying medical necessity for the extended leave of absence. The Vice President for Academic Affairs and the Director of Human Resources will determine the pay status of that faculty member. Benefits will continue during the extended leave of absence for a maximum of one year and the employee will pay the employee′s portion of the benefits.

The College may require that the eligible faculty member provide status reports to the Director of Human Resources and the Office of Academic Affairs at least every thirty (30) days regarding his or her condition.

The Vice President for Academic Affairs and the Director of Human Resources reserve the right to require a second medical opinion from a College designated physician before approving extended leave benefits. Should the medical opinions of the employee′s physician and the College designated physician concerning the medical necessity of the leave differ, a third physician, chosen mutually by the employee and the College, will be asked to render an opinion. The majority opinion of the three physicians will be binding.

Illness due to pregnancy is treated the same as any other type of illness for the purposes of the Faculty Illness Policy (refer to the Family and Medical Leave Act).

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/faculty-illness


Faculty Maternity Leave Under the Tennessee Maternity Leave Act

Rhodes College will provide leave for pregnancy, birth, adoption and nursing as set forth in the Tennessee Maternity Leave Act “TMLA”; T.C.A. 4-21-408. Leave under this policy is intended to and will run concurrently with leave under the College’s Family Medical Leave policy and Faculty Illness policy (which includes up to 12 weeks of paid leave), to the extent applicable. [Nota bene: For legal purposes, pregnancies are referred to as an illness.]

The TMLA provides for up to an additional four weeks of unpaid leave for adoption, pregnancy, childbirth and nursing an infant to employees upon request who have been employed by the College for at least twelve consecutive months as full time employees prior to the commencement of the leave. Leave for adoption commences at the time placement of the child.

The faculty member seeking leave must give the Director of Human Resources and the Vice President for Academic Affairs no less than three months advance notice of intent to take the leave, unless a medical emergency develops or the notice of adoption was received less than three months in advance of placement.

The employee taking leave under this policy must notify the College of the requested length of the leave and express the intent to return to full time status at the end of the leave.

The employee may not pursue any other employment in any way during the leave.

Faculty members who intend to request a maternity leave should contact the Vice President for Academic Affairs, their department chair, and Human Resources to ask questions about the process or request further clarification of College policies.

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/faculty-maternity-leave-under-tennessee-maternity-leave-act


Faculty Parental Leave Policy

Eligibility: Tenured Faculty or Faculty on Probationary Appointments who have been employed by the College at least one year before the leave is to begin. Therefore, part-time faculty, faculty on term contracts, or terminal year contracts will not be eligible for this paid leave. Faculty who are otherwise eligible for FMLA leave but not eligible for paid parental leave under this policy must follow the terms of the College’s FMLA policy and, if applicable, the Tennessee Maternity Leave Policy and Faculty Illness policy.

Benefit: One semester leave of absence for the primary caregiver parent of the newborn minor child or minor child placed for adoption, twelve weeks of which will be paid leave.

Utilizing the Benefit:

  • Leave under this policy must be taken in one semester and is paid up to a total of twelve weeks. A semester begins on the first scheduled day of classes and ends on the last scheduled day of classes. Leave under this policy must be taken in consecutive weeks.
  • The Parental Leave under this policy may be taken during the semester in which the child is born, or first placed for adoption or during a subsequent semester that begins no later than six months after the birth or placement for adoption of the child with the faculty member. Leave under this policy will start at the beginning of an academic term. Leave under this policy is not available when a spouse adopts the already born minor child(ren) of a spouse. 
  • Leave under this policy will run concurrently with any other available leave including FMLA, Faculty Illness and Tennessee Maternity Leave, to the extent applicable, and will not exceed twelve weeks of pay.
  • Faculty who will be requesting Parental Leave under this policy must notify the Department Chair, the Vice President of Academic Affairs, and Director of Human Resources as soon as the need for such leave is foreseeable. In order to request leave for the Fall Term, leave must be requested no later than June 1 of the previous term. For leave in the Spring Term leave must be requested no later than October 1 of the previous term. The College reserves the right to deny or delay the granting of paid Parental Leave where notice is not given in a timely fashion. 
  • Primary caregiver is the faculty member who is primarily responsible for the day to day custody, care and control of the child. A request for Parental Leave must be accompanied by an Affidavit of primary caregiver status. The affidavit form is available in Human Resources.
  • Parental Leave may be split between two eligible faculty members with approval of the Vice President of Academic Affairs and Human Resources and with consideration given to the needs of the College. If approval to split the semester is given, each eligible parent must complete an Affidavit of Primary Caregiver covering that period of time during which each faculty member will be the primary caregiver for the child. Under any circumstance no more than one semester of leave will be granted per birth or initial placement of a minor child and paid leave will be limited to twelve weeks under this policy. 
  • A faculty member taking Parental Leave will receive the same benefits as she or he would have received that semester if not on leave, under the same terms as though she or he was working. However, leave under this policy will not count toward sabbatical leave eligibility.
  • Parental Leave is available to spouses, domestic partners, and birthparents who are otherwise eligible under this policy.
  • Unless waived by the Vice President of Academic Affairs, a faculty member who takes Parental Leave is obligated to return to active status for at least an equivalent period immediately following such leave in order to retain the benefits of the leave, including salary paid. If the faculty member who has taken paid Parental Leave does not return she/he shall be responsible to return the pay received under this policy unless otherwise waived by the Vice President of Academic Affairs.
 

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/faculty-parental-leave-policy


Family and Medical Leave Act (FMLA)

The Family and Medical Leave Act (FMLA) requires the College to provide up to 12 weeks of unpaid, job-protected leave to “eligible” employees for certain family and medical reasons in a 12-month period (the 12-month period measured forward from the date an employee’s first FMLA leave begins). Each time an employee utilizes more than three (3) consecutive sick days, the employee’s Family and Medical Leave Act (FMLA) benefits will begin and the total amount of the employee’s FMLA benefits will be reduced by the amount of sick leave utilized. When an employee utilizes FMLA leave, the remaining leave entitlement will be the balance of the twelve weeks that has not been used during the immediately preceding twelve-month period. Employees wishing to request a Leave of Absence under FMLA should submit such a request in writing to the Human Resources Office.

The College will grant an employee up to 12 weeks of leave if that employee has been employed for at least 12 months and has worked as least 1,250 hours during the 12 months before the leave is to begin. A leave will be granted for one or more of the following reasons:

  • To care for the employee’s child after birth, or placement for adoption or foster care. This leave is required to be taken all at one time (refer to the Maternity Leave section for additional information).
  • To care for the employee’s spouse, son or daughter, or parent who has a serious health condition. This leave may be taken intermittently or on a reduced time basis (e.g., by working fewer days in a week or by working fewer hours in a day), but only if such a schedule is needed for medical reasons.
  • For a serious health condition, where the employee is unable to perform his or her job. As with a family member’s illness, this leave can be taken intermittently or on a reduced time basis if medically necessary.
  • To address qualified exigencies related to the employee’s spouse, son, daughter or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation. 

The College will grant an employee up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is 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. The injury or illness 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.

The definition of a serious health condition includes, but is not limited to: (a) inpatient care in a hospital, hospice, or residential medical care facility, or (b) continuing treatment by a health care provider. Continuing treatment may include a period of incapacity of more than 3 consecutive days combined with at least two visits to a health care provider, or one visit and a regimen of continuing treatment. 

A qualified exigency may include attending certain military events, arranging for alternative childcare, addressing financial and legal arrangements, attending counseling sessions, and attending post-deployment reintegration briefings.

The College may require certification from a health care provider. Medical certification should include the date the condition commenced, the probable duration of the condition, dates and duration of any planned treatment and any appropriate medical facts regarding the condition. For a family member’s condition, a statement from the health care provider saying that the employee is needed to care for the family member may be required. For the employee’s condition, a statement from the health care provider indicating that the employee is unable to perform the essential functions of his or her job may be required. If the leave is to be taken intermittently or on a reduced schedule the certification should include a statement of the medical necessity for intermittent leave or reduced schedule. A complete and sufficient certification must be received within 15 calendar days after the College’s request for certification.

If the employee does not provide the requested certification within the time required or fails to provide a complete and sufficient certification despite the opportunity to cure any deficiencies, the College may deny the employee’s request for FMLA leave.

Failure to return to work at the end of a leave of absence will be considered a resignation. Any employee who has been on leave of absence for over 180 days is terminated automatically, unless the leave is for any work related or non-work related disability, the employee remains unable to work due to the disability, and a reasonable accommodation can be made. Any employee who believes that he or she needs additional leave in excess of 180 days as reasonable accommodation should contact the HR office as soon as possible so the College may consider whether it can grant the extension without causing undue hardship, or if another reasonable accommodation is available. Any termination under this policy is “no fault.”

In addition, the College may, at its own expense, require a second opinion from a different health care provider chosen by the College. If there is a conflict of opinion, the College may (again at its own expense) require a third opinion from a provider jointly designated by the College and the employee.

The College may further require that the eligible employee obtain subsequent recertification if the employee requests an extension of leave or if circumstances have changed significantly from the original certification. In cases of chronic or long-term conditions the College may request recertification every 30 days in connection with an absence. 

When an employee takes leave for the foreseeable birth, placement, or adoption of a child, the employee must give three months advance written notice of intent to leave, otherwise “practicable” notice is required. Similarly, an employee who can foresee the need to take leave either for his or her own medical treatment or to take a spouse, child, or parent for treatment, is required to “make a reasonable effort to schedule the treatment so as not to disrupt unduly” the department’s operation.

While on leave under the FMLA the employee will continue to receive applicable medical benefit plan benefits. Thus, the employee would be required to pay the applicable employee premium. If, however, the employee fails to return to work at the expiration of the leave, the College may recapture the amount it contributed to the employee’s medical benefit plan during the leave, unless the failure to return to work is due to a serious health condition or due to circumstances beyond the employee’s control. Sick leave and vacation benefits will not continue to accrue during any period of the leave.

Staff employees on leave under FMLA will be required to exhaust all accrued sick, vacation, and compensatory time. Any additional weeks of leave necessary to attain the twelve (12) work weeks of leave required by the Act would then be provided without compensation or under the Short-Term Disability policy (refer to “Short-Term Disability Leave” policy section). A faculty member on leave under FMLA for his or her own illness is paid according to his/her current contract.

Employees returning from FMLA leave will be reinstated to their previous or an “equivalent position” without loss of any benefits that accrued prior to the leave.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/family-and-medical-leave-act-fmla


Holidays

The College observes eleven official, paid holidays each year:

  • New Year’s Day;
  • Martin Luther King, Jr.;
  • Good Friday;
  • Memorial Day;
  • July Fourth;
  • Labor Day;
  • Thanksgiving (two days);
  • Christmas (three days)

College Holiday Schedule

2019-2020

July Fourth

Thursday, July 4, 2019

Labor Day

Monday, September 2, 2019

Thanksgiving

Thursday – Friday, November 28-29, 2019

Christmas

Monday – Thursday, December 23-26, 2019

Winter Break

Friday, Monday - Tuesday, December 27, 30-31, 2019

New Year′s

Wednesday - Friday, January 1-3, 2020

Martin Luther King, Jr .

Monday, January 20, 2020

Good Friday

Friday, April 10, 2020

Memorial Day

Monday, May 25, 2020

2020-2021

July Fourth

Friday, July 3, 2020

Labor Day

Monday, September 7, 2020

Thanksgiving

Thursday – Friday, November 26-27, 2020

Christmas

Monday – Friday, December 21-25, 2020

Winter Break

Monday - Thursday, December 28-31, 2020

New Year′s

Friday, January 1, 2021

Martin Luther King, Jr .

Monday, January 18, 2020

Good Friday

Friday, April 2, 2021

Memorial Day

Monday, May 24, 2021


An employee must be in pay status on the day before and the day after a holiday in order to be eligible for holiday pay. If an employee is off sick the day before and/or the day after a holiday, the supervisor may request a doctor’s certificate in order for the employee to be eligible for holiday pay.

Persons employed on a twelve-month basis, but for less than a full workweek receive holiday pay in proportion to the amount of time per week they are actually employed. For example, an hourly employee who works half-time will receive one-half the normal full-time holiday pay.

If an employee works fewer than twelve months per year, he or she will not be paid for any holidays falling during the period of time that he is not actually working. For example, an employee who regularly works from August 1 through June 1 will not receive pay for the July Fourth holiday.

Part-time employees whose regular weekly schedule causes him or her to be off on an official holiday will not be compensated for that holiday.

Student employees are not eligible for holiday pay.

Employees who are required to work on an observed College holiday should be given a compensatory day off in lieu of the actual holiday. The compensatory day off should be taken during the same seven-day period as the holiday.

If the staffing needs of the department do not permit employees to be given a compensatory day off, employees will be paid for holidays in lieu of time off at straight time, as long as actual hours worked during the seven day period do not exceed forty (40) hours.

In addition, if a holiday falls on an employee’s regularly scheduled day off, they will be compensated for that holiday at straight time. For example, if an employee is scheduled to work on Saturday, Sunday, Monday, Thursday, and Friday, his or her days off are Tuesday and Wednesday. If a holiday falls on a Tuesday (the employee’s day off) he or she will be compensated straight time for the holiday in addition to hours actually worked for the pay period.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/holidays


Jury Duty

Employees summoned for Jury Duty must notify and present the summons to their immediate supervisor as soon as it is received. Once the court excuses the employee from jury duty, the employee will be required to report to work immediately (if during working hours) and notify their supervisor of their return.

A Rhodes employee who serves as a juror will be compensated at their regular wage rate. Payments received from the courts for parking, etc. are retained by the employee.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/jury-duty


Leave of Absence Without Pay

A leave of absence without pay may be granted for the following reasons: medical, disability, military, childcare, educational, pregnancy, adoption, and care for a parent or spouse. Doctors’ certification may be requested.

Eligibility: All employees normally must work 20 hours a week or more (regardless of months per year) and have one year of service to be eligible for this benefit.

Benefit: A leave of absence without pay may be granted in up to 6-month increments (but not to exceed one year) at the discretion of the College with the approval of the employee’s supervisor and Dean/Vice President. Requests for a Leave of Absence Without Pay must be made a minimum of one month prior to the beginning of the leave.

Utilizing Benefit: All paid benefit time must be used before an unpaid leave begins. Any outstanding debts owed to the College must be paid before leave is granted. Sick leave and vacation leave will not accrue while an employee is on a leave of absence without pay.

Failure to return to work at the end of a leave of absence will be considered a resignation. Any employee who has been on leave of absence for over 180 days is terminated automatically, unless the leave is for any work related or non-work related disability, the employee remains unable to work due to the disability, and a reasonable accommodation can be made. Any employee who believes he or she needs additional leave in excess of 180 days as a reasonable accommodation should contact the HR office as soon as possible so the College may consider whether it can grant the extension without causing undue hardship, or if another reasonable accommodation is available. Any termination under this policy is “no fault.”

The College, under ordinary circumstances, will keep the employee’s position open for the employee to reassume upon the termination of the leave. However, when the orderly functioning of the College requires replacement, the College may fill the position. In such cases, the College will make every effort to find an equivalent position for the employee elsewhere in the College.

Fringe benefits during a leave of absence may be continued if paid for by the employee. The employee would pay the entire cost (100%) of fringe benefits, unless qualified under the Family and Medical Leave Act (FMLA) (refer to the Family and Medical Leave Act) in which case employee will pay his or her employee portion of health benefits.

Requesting Leave of Absence: Employees wishing to request a Leave of Absence without pay should submit such a request in writing to their immediate supervisor. The leave request must be dated, signed by the employee, and state the reason(s), circumstances, duration, and location of the employee during leave. The supervisor will submit the request to the Chief Human Resources Officer. The Chief Human Resources Officer will submit his or her recommendation to the appropriate Dean/Vice President, who will approve or disapprove the leave, and notify the employee through the supervisor. Extensions of an initial leave of absence must be requested in the same manner.

Should you have any questions concerning the Leave of Absence Without Pay policy, contact the Human Resources Director.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/leave-absence-without-pay


Parental Leave

General Information:

Rhodes College will provide unpaid leave for eligible employees who have been employed by the College for at least twelve (12) months as a full-time employee for the birth, placement, or adoption of a child. Requests will be processed in accordance with the College’s sick leave policies, comp and vacation policies, the Family Medical Leave Act of 1993 (FMLA), and the Tennessee Parental Leave Law, TN Code Annotated 4-21-408, as applicable. Faculty members who intend to request a maternity leave, should also consult both the Faculty Maternity Leave Under the Tennessee Maternity Leave Act and the Faculty Illness policy.

Upon receipt of the employee’s request for maternity, paternity, or adoptive parent leave, Human Resources will process the request in accordance with the College’s policies for leave, the Tennessee Parental Leave Law and the applicable provisions of FMLA.

In general, FMLA provides eligible employees:

  1. up to 12 work weeks of unpaid leave during a 12 month period for specified family and medical reasons, including but not limited to maternity, paternity, and adoptive parent leave;
  2. continued health insurance coverage during the leave period;
  3. ensured reinstatement to the same or an equivalent position following leave period.

To be eligible for FMLA, the employee must have worked at least 1250 hours for the preceding 12 months before the first day of leave requested. FMLA is unpaid, however the employee is required to use all available accrued benefit time in the following order for pay during the leave: sick leave hours, comp time (if applicable), and finally vacation leave hours. When all paid benefit time has been exhausted prior to the end of the approved leave, the employee will be placed on unpaid status for the remainder of the approved leave.

In the event both parents are Rhodes College employees, the total amount of parental leave available is twelve (12) weeks. Leave taken under the FMLA for maternity, paternity or adoptive parent leave must be taken within one year of the birth or placement of the child. Employees who meet the eligibility requirements under the Tennessee Parental Leave Law may be entitled to an additional four (4) work weeks of unpaid leave upon request. 

Maternity Leave 

Unpaid Maternity leave and FMLA leave shall commence when in the opinion of the attending physician, the employee is no longer able to carry out her job duties due to her pregnancy. Eligible employees also may use Maternity leave and FMLA leave, if applicable, for prenatal care. Available sick leave, comp (if applicable), and vacation leave will be used for pre/post-natal care, recovery, and bonding. If the employee uses all available paid benefit time and is still considered to be unable to perform the employee’s duties as certified by the attending physician, the employee may request short-term disability (STD) benefits from the Benefits Services Manager, if applicable. At the time the employee is declared recovered and fit to return to work, STD pay will cease and the employee will be placed on unpaid leave for the remainder of the approved leave.

At the end of the twelve (12) weeks leave provided by FMLA, the employee may be entitled to an additional four (4) work weeks of unpaid leave under the Tennessee Parental Leave Law. To be granted this leave, the employee must meet the eligibility requirements including:

  1. Have at least 12 consecutive months as a full-time employee of Rhodes College prior to the commencement of covered leave;
  2. Give three (3) months advance notice of intent to take the leave, unless a medical emergency develops or the notice of adoption was received less than three months in advance;
  3. State the length of the leave and the intent to return to full-time status after the Maternity leave; and
  4. Not pursue any other employment in any way during the leave.

Paternity Leave

The College will provide paternity benefits to eligible full-time employees, who have worked for the College twelve (12) months, due to the birth of children in accordance with TN Code Annotated 4-21-408 and the FMLA. The guidelines and requirements are the same as stated in the “Maternity Leave” section of this policy. This leave is unpaid and the employee will use all accrued sick, comp (if applicable), and vacation time before being placed on unpaid leave.

Adoptive Parent Leave

Rhodes will provide unpaid leave for a period of up to four (4) months to eligible adoptive parents upon written request to the Benefits Services Manager and in accordance with the provisions of the FMLA and Tennessee Parental Leave Law, as applicable. This leave is unpaid and the employee will use all accrued sick, comp (if applicable), and vacation time before being placed on unpaid leave. The request should be accompanied by a statement from the adoption agency indicating the date of placement of the child. This section will not apply in the case of step-child or adult adoption. The four (4) months will commence when the employee receives custody of the child. The FMLA regulations provide for pre-custody activity related to adoption, such as attending counseling sessions, court appearances, and consultations with the attending physician, as necessary.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/parental-leave


Short Term Total Disability Leave - Staff

Eligibility: All full time 10 and 12 month employees are eligible for this benefit.

Benefit: Eligible employees earn short-term disability leave in proportion to their employment status (i.e. hours/week and months/year). An employee accumulates one month of short-term total disability leave for each full year’s service to the College up to the maximum allowable accumulation. No disability leave accumulates for a fraction of a year’s service. Sick leave and vacation leave will not accrue while 12 month employees are on short-term disability leave.

Maximum: The maximum allowable accumulation of short-term total disability leave will not exceed five months. For any individual employee the actual short-term total disability leave accumulation, when added to the employee’s available paid benefit time, will not exceed six months. Short-term total disability leave may not commence until all paid benefit time has been used, and eligibility has been approved.

Utilizing Benefit: For employees to become eligible for short-term total disability a written statement from the physician certifying disability must be submitted to the Benefits Services Manager and approved by the Chief Human Resources Officer.

The College reserves the privilege of requiring a second medical opinion from a College-designated physician before approving disability benefits. Should the medical opinions of the employee’s physician and the College-designated physician concerning total disability differ, a third physician, chosen mutually by the employee and the College, will be asked to render an opinion. The majority opinion of the three physicians will be binding.

Short-term total disability leave may not commence until all paid benefit time has been used, and eligibility has been approved. Any debts owed to the College should be paid prior to the effective date of the leave. If sick and vacation leave have been exhausted and eligibility is still pending, the employee will be on an unpaid leave status. If the disability is approved, the College will retroactively pay the employee for this unpaid leave. While an employee is on an unpaid leave, the employee will be responsible for the entire premium (100%) for benefits.

The College may require that the eligible employee provide status reports at least every thirty (30) days regarding the employee’s condition.

The College, when circumstances allow, will keep the employee’s position open for the employee to reassume upon the termination of the leave. However, when the orderly functioning of the College requires replacement, the College may fill the position once the employee has exhausted his or her FMLA Leave, if applicable. In such cases, the College will make every effort to find an equivalent position for the employee elsewhere in the College.

Each time an employee utilizes short-term total disability leave; the total amount of the employee’s accrued short-term total disability leave time is reduced by the amount of short-term total disability leave utilized. Once short-term disability leave is exhausted, no further accumulation will occur. In addition, each time an employee utilizes short-term disability leave, the employee’s Family and Medical Leave Act (FMLA) benefits will begin and the total amount of the employee’s Family and Medical Leave Act (FMLA) benefits will be reduced by the amount of short-term disability leave utilized (refer to the Family and Medical Leave Act).

Leave after exhaustion of benefit: Should an employee anticipate the disability to extend longer than the eligible period of short-term total disability, a request for a leave of absence must be made to Human Resources. (See Leave of Absence Without Pay Section). A covered employee who is totally disabled for more than six months may be eligible for certain benefits. Included in this coverage is the continuation of the employee’s medical benefit plan subject to COBRA limitations. Failure to return to work at the end of a leave of absence will be considered a resignation. Any employee who has been on leave of absence for over 180 days is terminated automatically, unless the leave is for any work related or non-work related disability, the employee remains unable to work due to the disability, and a reasonable accommodation can be made. Any employee who believes that he or she needs additional leave in excess of 180 days as a reasonable accommodation should contact the HR office as soon as possible so the College may consider whether it can grant the extension without causing undue hardship, or if another reasonable accommodation is available. Any termination under this policy is “no-fault.”

Benefit upon Termination: As of the date of retirement, resignation, or termination of employment, the employee forfeits all accrued short-term total disability leave. Should the employee, again be employed by the College, he or she receives no short-term total disability benefits due to prior service.

In cases in which an employee has been employed by the College for a definite period of time, ending at a specific date, short-term total disability leave will under no circumstances continue to pay the employee’s salary subsequent to the scheduled date of termination of employment.

Short-term total disability due to pregnancy is treated the same as any other type of short-term total disability for the purposes of this Short-Term Total Disability Leave Policy.

Please contact the Benefits Services Manager if you have any questions about this leave.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/short-term-total-disability-leave-staff


Staff Sick Leave

Eligibility: All full-time 10 and 12 month staff employees are eligible.

Benefit: Eligible employees begin to accrue sick leave credit on the first pay period following their hire date. Sick leave will be earned at the rate of one day each month, up to a maximum of two times the employee′s annual accrual limit. Sick leave will be earned at the following rate:

12-Month 37.50 Hour Employees 3.47 hours per pay period for 26 pay periods  Max Accrual 24 Days
12-Month 40.00 Hour Employees 3.70 hours per pay period for 26 pay periods Max Accrual 24 Days
10-Month Employees 3.41 hours per pay period for 22 pay periods Max Accrual 22 Days

Introductory Period: Employees in their introductory period are not eligible to use sick leave, but will be given credit for accrued sick leave once regular employment status is achieved. If employees still in their introductory period are absent due to illness or non-work related injury, their pay will be adjusted to reflect an unpaid absence.

Maximum: The maximum sick days allowed to accrue is two times the annual accrual.

Utilizing Benefit: All employees who are unable to report to work due to personal or other sick leave conditions are required to notify their supervisor (or an alternate designated by the supervisor) no later than one hour prior to their scheduled starting time. Employees who must leave work due to illness or sick leave conditions should likewise advise their supervisor. In cases of advanced knowledge of a sick leave, such as pregnancy or preplanned surgery, the supervisor must be notified as soon as possible in order to prepare for the employee’s absence. All absences for sickness should be indicated on the employee’s time sheet or time card.

Employees will be required to “call-in” every day that they are on sick leave and let their supervisor know their recovery progress, unless their illness is of a continuing nature such as confinement to a hospital.

A doctor’s certificate may be required for sick leave absences. An employee who misuses the sick leave benefit will be subject to disciplinary action as outlined in the “Employee Discipline” section. Employees are also required to return to work within one day after a physician certifies that the employee is capable of returning. Failure to return to work under this condition is cause for disciplinary action up to and including dismissal.

In addition, each time an employee utilizes more than three (3) consecutive sick days, the employee’s Family and Medical Leave Act (FMLA) benefits will begin and the total amount of the employee’s FMLA benefits will be reduced by the amount of sick leave utilized. (Refer to the Family and Medical Leave Act in this chapter.)

While on vacation, days on which the employee is confined to a hospital or residence because of a major illness or injury may be charged to sick leave. A certificate from the treating physician is required in each case.

As a normal practice, sick leave is to be used by an employee only for his or her own sickness or illness. However, when a member of an employee’s family (spouse, child, or parent, as defined by the FMLA) is ill, sick time may be used (refer to the Family and Medical Leave Act in this chapter). Routine medical and dental appointments should be scheduled outside regular working hours. If this is impractical, medical and dental appointments scheduled during regular working hours, with the prior approval of the department head, will be charged to sick leave time.

Leave after Exhaustion of Benefit: After all accumulated sick leave has been used, an employee must use all accrued vacation and compensatory time. There will be no negative accrual of sick leave. When all paid benefit time has been used, a request for a leave of absence without pay must be initiated. (See also Short Term Total Disability Leave and the Family Medical Leave Act).
 
The College may require that the eligible employee provide status reports at least every thirty (30) days regarding the employee’s condition.

The College, when circumstances allow, will keep the employee’s position open for the employee to reassume upon the termination of the leave. However, when the orderly function of the College requires replacement, the College may fill the position. In such cases, the College will make every effort to find an equivalent position for the employee elsewhere at the College.

Failure to return to work at the end of a leave of absence will be considered a resignation.  Any employee who has been on leave of absence for over 180 days is terminated automatically, unless the leave is for any disability, the employee remains unable to work due to the disability, and a reasonable accommodation can be made.  Any employee who believes that he or she needs additional leave in excess of 180 days as a reasonable accommodation should contact the Benefits Services Manager as soon as possible so the College may consider whether it can grant an extension without causing undue hardship, or if another reasonable accommodation is available.  Any termination under this policy is “no fault”.

Pregnancy: Illness due to pregnancy is treated the same as any other type of illness for the purposes of this Staff Sick Leave Policy.

Benefit upon Termination: On separation from the College, voluntarily or otherwise, no employee shall be compensated for any unused sick leave. Should an employee be employed by the College at a later date, they will receive no sick leave benefits due to prior service.

Should you have any questions about the Sick Leave Policy, please contact the Benefits Services Manager.
 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/staff-sick-leave


Subpoenas

Employees that have received a subpoena to appear either as a witness or as a defendant shall adhere to the vacation policy.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/subpoenas


USERRA Leave

Eligibility

Employees taking part in a variety of military duties are eligible for benefits under this policy. Such military duties include leaves of absence taken by members of the uniformed services, including Reservists, National Guard members for training, periods of active military service, and funeral honors duty, as well as time spent being examined to determine fitness to perform such service. Subject to certain exceptions under the applicable laws, these benefits are generally limited to five years of leave of absence.

Procedures for Taking Military Leave

Unless military necessity prevents it, or is otherwise impossible or unreasonable, employees should provide their supervisor with notice of the need for leave as far in advance as is reasonable under the circumstances. Written notice is preferred, but not required under the law or this policy. Additionally, it is preferred, but not required under the law or this policy, that the notice be accompanied by a copy of the order, directive, notice or other document requiring the work absence. Employees may choose to take leave without pay or to use accumulated vacation days during the leave.

Application for Re-Employment

An employee who has engaged in military service must, in order to be entitled to the re-employment, submit an application for re-employment according to the following schedule:

  1. If service is less than 31 days (or for the purpose of taking an examination to determine fitness for service) – the employee must report for re-employment at the beginning of the first full regularly scheduled working period on the first calendar day following completion of service and the expiration of eight hours after a time for safe transportation back to the employee’s residence.
  2. If service is for 31 days or more but less than 181 days – the employee must submit an application for re-employment with Human Resources no later than 14 days following the completion of service.
  3. If service is over 180 days – the employee must submit an application for re-employment with Human Resources no later than 90 days following the completion of service.
  4. If the employee is hospitalized or convalescing from a service-connected injury – the employee must submit an application for re-employment with Human Resources no later than two years following completion of service.

Documentation Necessary for Re-Employment

Employees who apply for re-employment following military service must provide their supervisor with military discharge documentation to establish the timeliness of the application for re-employment, the duration of the military service, and the honorable discharge from the military service.

Exceptions to Re-Employment

In addition to the employee’s failure to apply for re-employment in a timely manner, an employee is not entitled to reinstatement if any of the following conditions exist:

  1. The College’s circumstances have so changed as to make re-employment impossible or unreasonable.
  2. Re-employment would pose an undue hardship upon the College.
  3. The employee’s employment prior to the military service was merely for a brief, non-recurrent period and there was no reasonable expectation that the employment would have continued indefinitely or for a significant period.
  4. The employee did not receive an honorable discharge from military service.

Position upon Re-Employment

Upon an employee’s prompt application for re-employment (as defined above), an employee will be reinstated to employment in the following manner depending upon the employee’s period of military service:

  1. Less than 91 days of military service – (i) in a position that the employee would have attained if employment had not been interrupted by military service; or (ii) if found not qualified for such position after reasonable efforts by the College, in the position in which the employee had been employed prior to military service.
  2. More than 90 days and less than 5 years of military service – (i) in a position that the employee would have attained if employment had not been interrupted by military service or a position of like seniority, status and pay, the duties of which the employee is qualified to perform; or (ii) if proved not qualified after reasonable efforts by the College, in the position the employee left, or a position of like seniority, status and pay, the duties of which the employee is qualified to perform.
  3. Employee with a service-connected disability – if after reasonable accommodation efforts by the employer, an employee with a service-connected disability is not qualified for employment in the position he or she would have attained or in the position that he or she left, the employee will be employed in (i) any other position of similar seniority, status and pay for which the employee is qualified or could become qualified with reasonable efforts by the College; or (ii) if no such position exists, in the nearest approximation consistent with the circumstances of the employee’s situation.

Benefits

While on leave, employees are entitled to participate in any rights and benefits not based on seniority that are available to employees on comparable nonmilitary leaves of absence, whether paid or unpaid, including those rights and benefits that become effective during their service and that are provided to similarly situated employees on furlough or leave of absence. Employees may be required to pay the employee cost, if any, of any funded benefit to the extent that other employees on leave of absence are so required.

Employees re-employed following military leave will receive seniority and other benefits determined by seniority that the employee had at the beginning of the military leave, plus any additional seniority and benefits the employee would have attained, with reasonable certainty, had the individual remained continuously employed.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/userra-leave


Vacations

Eligibility: Twelve month staff employees earn vacation time.

Benefit: Exempt employees earn 23 days of vacation with full base pay per 12 month period. Vacation is accrued on a biweekly basis at 6.63 hours per pay period for 26 pay periods.

Non-Exempt employees accrue 11 days paid vacation per year for the first 8 years of continuous service. After 8 years of service, employees will accrue 16 days paid vacation per year, and upon completion of 15 years of continuous service, employees will earn 21 days paid vacation per year.

The following chart provides information concerning vacation accrual rates for non-exempt employees. These rates are based on 26 pay periods.

 Upon Completion of

 Days Accrued

 37.5 Hour Employee Accrual Per Pay Period

 40 Hour Employee Accrual Per Pay Period

 Up to 8 years

 11 days

 3.18 hours

 3.39 hours

 8 to 15 years

 16 days

 4.62 hours

 4.93 hours

 15 years and over

  21 days

 6.06 hours

 6.47 hours

Leave after exhaustion of benefit: After all accumulated vacation leave has been used, there will be no negative accrual of vacation leave.

Maximum: A year is defined as 12 full months of employment. An employee’s “year” begins on the first of the month following their hire date. The maximum vacation accrual is one and one half time (1 1/2) the annual vacation rate.

For example, if an employee earns vacation at the rate of two weeks (10 days) a year, the maximum accrual allowed is three weeks (15 days). Employees will lose credit for unused vacation time in excess of these maximums.

Utilizing Benefit: The actual date(s) of vacation time must be planned with your supervisor. Vacation may be taken in no less than half day increments. Employees with compensatory time available must use that before using Vacation pay. Employees may not take vacation during the required notice period (4 weeks for Exempt employees and 2 weeks for non-Exempt employees) before leaving employment with Rhodes.

Subpoenas: Employees that have received a subpoena to appear either as a witness or as a defendant shall adhere to the vacation policy. 

Introductory Period: Vacation with pay may not be granted until a new employee has completed the 90 day introductory period, although vacation credit will be accrued during that period.

Benefit upon Termination: When an employee terminates their employment with the College after their introductory period, the employee will be paid for any unused vacation accruals subject to the following limitations:

  • Employees who have at least fifteen consecutive years of service as a full-time staff member will be paid a maximum of one month (23 days) of unused vacation. 
  • Employees who have less than fifteen consecutive years of service as a full-time staff member will be paid a maximum of two weeks (10 days) of unused vacation. 

However, if the employee’s termination is a result of disciplinary actions, or if the employee does not give sufficient notice (4 weeks for Exempt employees and 2 weeks for non-Exempt employees) of their resignation, payment of unused vacation accruals will be forfeited. Employees will not be paid for any vacation leave if they leave the service of the College, voluntarily or otherwise, during their introductory period. If, subsequent to employee’s termination of employment for any reason, the employee should again be employed by the College, he or she shall not receive seniority or vacation benefits based on prior service.

An employee may not use vacation for the purpose of extending their date of termination.

Should you have any questions concerning the vacation policy, please contact the Benefits Services Manager.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/benefits-leave/vacations