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1.0 Scope

All Regular Employees

2.0 Purpose

The College maintains a catastrophic sick leave bank to support employees who have depleted their own leave and face serious health emergencies or catastrophic events.

3.0 Definitions

3.1 Regular Employee -ÌýA position which is contracted to work part- or full-time every pay period for nine months or more during a fiscal year.Ìý Regular employees are defined in Procedure 2702.

3.2 Temporary Employee - Positions scheduled part- or full-time for a fixed period of time with no expectation of continued employment.

3.3 Catastrophic Sick Leave - A bank of employee donated sick hours, that is intended to be used for severe, extended, unplanned illnesses or catastrophic medical problems of the employee or, when necessary, their immediate family members or dependents.

4.0 Procedure

Contributions to the Catastrophic Sick Leave Bank

All Regular (Contracted) employees may voluntarily contribute sick leave hours to the catastrophic sick leave bank :

• ÌýRegular employees may donate a maximum of 40 hours per fiscal year (July 1 – June 30).Ìý Contributions may only be made from the employees sick leave bank.
• Employees must maintain a minimum of 140 hours of their own sick leave balance after donating.
• The Human Resources Office will send a request for donations to all regular employees each year in October.
• The Vice President of Human Resources (VPHR) may request additional contributions as needed if the balance of the bank is too low to support current requests.

Eligibility
All regular employees are eligible toÌý request leave from the catastrophic sick leave bank. Temporary Ìýemployees are not eligible.

Eligibility requirements:

• Employees must have depleted all their available leave balances. This includes: sick, annual, spring break, and personal leave balances.
  • Any accrued leave must be used prior to applying Catastrophic Sick Leave Bank Hours.
• Employees who have been deemed ineligible due to previous misuse of the catastrophic sick leave bank will not be approved.

Requests for Use

• All requests must be submitted to Human Resources via a Catastrophic Sick Leave Request Form and may be submitted at any time.
• If an employee is unable to submit a request, the employee’s supervisor may submit the request on their behalf.
• Requests must include:
  1. Reason for the request.
  2. Written verification from a physician describing the nature and severity of the illness or medical problem, with projected recovery date.
  3. Number of sick leave hours requested.

Criteria for Consideration

• The bank is intended for severe, extended, unplanned illnesses or catastrophic medical problems of the employee or, when necessary, their immediate family members or dependents. Planned medical procedures are not eligible.
• Immediate family members include: spouse, son, daughter, mother, father, mother-in-law, father-in-law, grandparent, grandparent-in-law, grandchild, sister, sister-in-law, brother, brother-in-law, or other individuals claimed as dependents on the employee’s federal tax form.
• Life-threatening illnesses or severe accidents requiring extended recovery periods will receive priority.
• Approval is determined by the VPHR.

Maximum Use

• Withdrawals shall not exceed 480 hours per employee during any consecutive 12-month period.
• Withdrawals for the same illness, medical condition, or recovery shall not exceed 480 hours cumulatively.
• The VPHR reserves the right to approve, partially approve, or deny requests.

Restrictions and Exclusions

• The catastrophic sick leave bank cannot be overdrawn. Requests may be denied if insufficient leave hours are available.
• Employees found to have submitted falsified or misleading requests or physician documentation, or who have abused the catastrophic sick leave bank, must reimburse the college for any leave hours granted and used and are subject to disciplinary action.
• Donations are available to all regular employees and may not be made directly to specific/individual employees.

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