635.000 - Leaves
The College shall develop and implement leave policies for faculty, administrative, exempt and classified staff. Leave procedures shall be delegated to and administered by the president or designee and shall comply with state law, applicable WAC rules, and negotiated agreements.
Sick leave eligibility, accrual and use for represented employees is governed under applicable bargaining agreements. Non-represented employees will be governed by applicable RCW’s and administrative procedures provided herein.
- Family and personal illness, injury, quarantine, bereavement, or emergency are valid
reasons for requesting sick leave. Sick leave for personal medical, dental, or optical
appointments may be allowed or for family members' appointments when the presence
of the employee is required, if arranged in advance with the supervisor.
- Human Resources is responsible for posting all reported sick leave to the State Personnel/Payroll
- State law provides that accumulated leave for illness, maternity, injury, bereavement,
and emergency shall be transferred from the College to other state agencies or from
other state agencies to the College.
- A doctor's certificate or other proof of illness or enforced quarantine may be required
before payment for days of absence due to illness, maternity, injury, or quarantine. Requirement
for such notice will be provided to the employee by the associate vice president of
- A woman employee is entitled to take a leave of absence for childbirth for a reasonable
length of time and, thereafter, return to her job under the same uniform terms and
conditions as any other employee, consistent with College policy on temporary disability. A
woman may not be required to leave work at the expiration of any arbitrary time period
during pregnancy, but will be allowed to work as long as she is capable of performing
the duties of her job and as long as her physician concurs. (See Administrative Procedure
- Use of sick leave for child care emergencies and bereavement must be in accordance with applicable bargaining agreements and state law.
- Faculty sick leave accrual is governed by the CC/AHE Agreement.
- Administrative and exempt staff must be in contract status a minimum of one day in
a month to accrue leave. Administrative and exempt staff accrue eight hours of sick
leave per month, prorated for those employed less than full-time.
- Accruals for represented classified employees are governed by applicable bargaining
agreements. Non-represented full-time classified employees accrue eight hours of sick
leave credit for each month of completed classified service, or a prorated amount
equal to the percent of employment for those employed less than full-time.
- Administrators, exempt staff, faculty, and classified personnel must report all absences to the person designated by the appropriate Executive Cabinet member, dean, division chair, or other supervisor to record and report such absences. The employee is responsible for submitting a completed Leave Form to the respective dean, division chair, or supervisor, and vice president or president, for appropriate signatures before forwarding the form to Human Resources.
- The sick leave replacement account is intended to lessen the impact of unbudgeted
replacement costs as a result of illness or other absence. Replacement funds will
pay only for the hourly wage of a temporary employee replacement, not the salary of
a permanent staff member who is assigned the duties.
- Only sick, compensatory time (if related to an illness), bereavement, jury duty and
personal affairs leave hours taken by a permanent employee being replaced by a temporary
person are eligible for reimbursement from the sick leave replacement budget. Vacation
hours taken during an illness are not eligible for replacement monies.
- Funds provided from the account to replace any individual employee will ordinarily
not be less than four days' salary and benefits for a single occurrence. To obtain
sick leave replacement monies, a notation must be made in the Comments section of
the temporary employee's employment memo. Requests must be made no later than 30
days after the use of eligible hours.
- Requests to use the funds will be approved by the appropriate Executive Cabinet member,
or the president. Only state-funded accounts are eligible for this program.
- The account will be budgeted in Human Resources; the associate vice president of human
resources or designee will request Accounting Services to make transfers from the
account to the departmental budget incurring the expense of the replacement.
When the Sick Leave Replacement Account has been exhausted, alternative funding sources must be identified if replacement personnel are to be continued.
The state and the Board of Trustees recognize chemical dependency as a treatable illness. The College will observe state regulations, internal administrative procedures, and collective bargaining agreements, in the treatment of chemical dependency problems.
As an employer, the College's concern with chemical dependency is strictly limited to its effect on employee job performance or on-the-job behavior. There is no intent to intrude upon the private life of any employee. For the purpose of this procedure, chemical dependency is defined as an illness produced by repeated use of alcohol or other drugs resulting in an inability to perform assigned work satisfactorily or in unacceptable behavior on the job. It is intended that implementation of this procedure will not require any special regulations, privileges, or exemptions from the standard administrative practices applicable to job performance requirements.
It is the responsibility of supervisors at all levels of management to implement this procedure or failure to do so will be considered evidence of the lack of good management and/or supervisory practice. Supervisors are not expected to act as counselors, nor diagnose problems of alcohol or drug abuse. Supervisor responsibilities are outlined in Administrative Procedure 615.017 DRUG FREE WORKPLACE.
Any College employee suffering from chemical dependency will receive the same consideration and benefits presently extended to employees having any other illness, including the use of sick leave, if necessary, to pursue an appropriate program of treatment, provided that he/she is not engaging in the use of illegal drugs. It is expected that an employee with chemical dependency will seek appropriate treatment for the illness. Records pertaining to chemical dependency shall be kept in separate confidential files, for purposes allowed by the Americans with Disabilities Act, Family Medical Leave Act, and other pertinent laws and regulations. No employee shall have job security or promotional opportunities jeopardized solely by seeking treatment of the illness.
The responsibility to correct unsatisfactory job performance or behavior resulting from an apparent chemical dependency problem rests with the employee. Failure to do so, for whatever reason, will result in appropriate corrective or disciplinary action as determined by the College. Employees who suspect they may have a chemical dependency problem, even in its early stages, should voluntarily seek information and counseling and, when indicated, follow through with prescribed treatment.
To ensure the reasonable, impartial, and effective implementation of this policy, there must be full cooperation between all levels of management and the appropriate representatives of employee organizations.
Persons with disabilities have the right to request and receive reasonable accommodation
in all aspects of employment with the College, including but not limited to: application;
recruitment; selection/hiring; promotion; testing; medical examination; layoff/recall;
assignments; termination; evaluation; compensation; disciplinary actions; leave; training;
the terms, conditions and benefits of employment, including insurance benefits and
employer supported activities, unless accommodation represents an undue hardship to
The authority for reasonable accommodation is found in:
Americans with Disabilities Act of 1990
Rehabilitation Act of 1973
Chapter 49.60 RCW
Chapters 251-10 and 251-19 WAC
Governor's Executive Order 93-03
"Reasonable accommodation" means modification or adjustment to a job, work environment, policies, practices, or procedures that enables a qualified individual with a disability to enjoy equal employment opportunity. "Person with a disability" means a person with a physical or mental impairment that substantially limits one or more major life activities.
Applicants and employees requesting accommodation must submit requests, in writing, to Human Resources. Medical certification will be required to determine the need for and appropriate accommodation. Human Resources will work with employees, supervisors, employee representatives, and medical personnel to assess and determine reasonable accommodation.
In accordance with the requirements of Title I of the Americans with Disabilities Act of 1990, as amended, Clark College prohibits discrimination against qualified individuals with disabilities in its employment, services, programs, or activities. The college provides reasonable accommodation for the known physical or mental impairments of otherwise qualified individuals, unless doing so would impose an undue hardship. Individuals who experience disability may request accommodation in accordance with the applicable procedures listed or linked below.
Employee Responsibilities: Generally, it is the employee’s responsibility to inform their employer that an accommodation is needed. Employees requesting accommodation must submit requests, in writing, to the Assistant Director of Human Resources. The employee should be as clear as possible when indicating that he or she is seeking an accommodation for a disability to enable him or her to fulfill essential job functions. On receipt of such request, Human Resources will determine if it is an informal or a formal request.
Typically, informal requests work best for minor workplace adjustments. The supervisor will respond to the request, or may seek assistance from, or refer the request to the Assistant Director of Human Resources. The supervisor will notify the Assistant Director of Human Resources when an informal accommodation has been implemented.
Medical certification will be required for all formal requests to determine the need for and appropriate accommodation. Human Resources will work with employees, supervisors, employee representatives, and medical personnel to assess and determine reasonable accommodation.
Employer Responsibilities: An employer works with the employee to assess whether any reasonable accommodation for the known physical or mental impairment or limitations would allow the employee to fulfill the essential job functions, unless doing so would impose an undue hardship. To identify a reasonable accommodation, the employer and employee typically engage in an interactive process.
Some common types of Reasonable Accommodations include, but are not limited to:
- Provide adaptive equipment / technology
- Modify schedules or grant leave of absence
- Restructure job
- Provide sign language interpreters or alternate forms of communication (ex.: braille, large print)
- Modify policies or procedures
- Improve access to physical space/facilities (barrier removal)
Reasonable Accommodation Procedures for Employees
Step I: Formal Request
- Upon notification of a potential ADA accommodation needed, the Assistant Director of Human Resources or designee will reach out to the employee and will request completion of the Request for Accommodation form in writing. Employee can submit the request form to the Assistant Director of Human Resources, via email or intercampus mail to BRD 133.
- Upon receipt of the Request for Accommodation form, the Assistant Director of Human Resources or designee will send the Medical Questionnaire Form and the employee’s job description to the employee’s health care provider for completion within two weeks. The Assistant Director of Human Resources or designee will notify the employee via e-mail about the medical questionnaire and its deadline, and will attach a copy of the documentation submitted to health care provider.
- Upon receipt of both forms (the Request for Accommodation and Medical Questionnaire) the Assistant Director of Human Resources will review and evaluate the request. The Assistant Director of Human Resources or designee will follow an interactive process and will meet with the employee and the supervisor to determine reasonable accommodation options and/or implement any recommended accommodations.
- The Assistant Director of Human Resources or designee will respond to the accommodation request in writing using one of the approved ADA templates. The response will be provided as soon as practically possible but absent unusual circumstances not more than 30 business days after the request is made. The response will go to the employee and employee’s supervisor.
Procedure Forms for Employees
- Request for Accommodation Form (to be completed by the employee)
- Medical Questionnaire Form (to be completed by the employee's health care provider)
Resolving Concerns Related to an Employee Request for Accommodation
The following procedures are for concerns not addressed during the interactive process under step #4 of the Reasonable Accommodation Procedures for Employees above.
Executive Level Appeal
If the employee is not satisfied with the decision/results of the accommodation request and interactive process, he/she can make a written appeal to the Vice President of Human Resources and Compliance within 10 business days of receiving the decision unless an extension is requested. The Vice President shall issue a written response within 14 business days of receiving the appeal unless an extension is requested.
Revised Policy/Procedure Approved by Executive Cabinet
January 2, 2018
Under the provisions of the Family Medical Leave Act, and in accordance with applicable bargaining agreements, eligible College employees are entitled to up to a total of twelve weeks of leave per year for any of the following:
- Parental leave to care for a newborn or newly placed adopted or foster child.
Personal medical leave due to the employee's own serious medical condition that requires the employee's absence from work.
Family medical leave to care for a spouse, child, parent, or domestic partner who suffers from a serious medical condition that requires on-site care or supervision by the employee.
A qualifying exigency, as defined by the Department of Labor, arising from the fact that the spouse, child, or parent of the employee is called to active duty in the Armed Forces.
Service Member Family Leave for spouse, child, or parent for up to 26 weeks to care for the covered service member who is suffering from a serious illness or injury in the line of duty.
With the exception of pregnancy disability, Family Medical Leave is a component of, not an addition to, leave options available under applicable collective bargaining agreements, state and federal law, or established College policies. (See Administrative Procedures 635.001, 635.012, 635.013, and 635.015.)
To be eligible for Family Medical Leave, an employee must have worked for the College (for classified employees, in Washington State classified service) a total of at least twelve months and for at least 1250 hours during the twelve months prior to the start of the leave.
In any case in which the necessity for leave is foreseeable based on planned medical treatment, the employee must provide not less than 30 days' notice, except that if the treatment requires leave to begin in less than 30 days, the employee must provide such notice as is practicable. Requests for Family Medical Leave must be submitted on a Family Medical Leave Request form, available from Human Resources.
The College may not refuse to grant FMLA leave to eligible employees; no employee will be subject to disciplinary action for exercising the leave rights guaranteed by the FMLA.
Employees on Family Medical Leave may elect to use accrued paid annual or sick leave in accordance with established policies. Regardless of whether the leave is paid or unpaid, the College is required to maintain the employee's existing health insurance coverage for a maximum of 12 weeks of leave.
The College may recover the premiums for maintaining coverage during the period of unpaid Family Medical Leave if the employee does not return to work at the College at the end of the leave in the same or an equivalent position.
The disability and recovery period must be as defined and certified by the employee's licensed health care provider, a copy of which the employee must provide to the College in a timely manner. The employee may be required to obtain subsequent re-certifications on a reasonable basis.
Maternity and child-rearing leave may be granted in accordance with state and federal law and applicable bargaining agreements.
To be entitled to leave under this section, an employee must inform his/her supervisor of the intention to take leave and the approximate time he/she expects to return to work in advance of the leave; within 30 days after childbirth, he/she must inform the College of the specific day he/she will return to work.
Disabilities caused or contributed to by pregnancy, miscarriage, abortion, childbirth, and recovery therefrom are, for all job-related purposes, temporary disabilities and will be treated as such under the sick leave plan available in connection with employment. Employment policies and practices involving matters such as the availability of extension of leave time, the accrual of benefits and privileges, and payment under any health or temporary disability insurance or sick leave plan, will be applied to disability due to pregnancy or childbirth on the same terms and conditions as they are applied to other temporary disabilities. (See also Administrative Procedure 635.001.)
Parental leave will be granted to employees, according to federal and state law and applicable bargaining agreements, because of the birth of a child of the employee and in order to provide care, or because of the placement of a child with the employee for adoption or foster care. Unless otherwise provided in applicable collective bargaining agreements, parental leave may not total more than four months, including the twelve work weeks granted under 635.010, Family Medical Leave.
The purpose of this program is to seek modified duty or light duty assignments for classified employees who suffer an on-the-job injury and are temporarily unable to return to their regular work. The normal maximum duration of a modified duty program is two years.
This program does not obligate the College to provide return-to-work opportunities in every instance, or for an indefinite period of time.
Employees are eligible to participate in the return-to-work program under the following conditions:
- The employee is a permanent employee of the College.
- The employee is receiving compensation under RCW 51.32.090, Labor and Industries Workers'
- The employee has a temporary disability due to an occupational injury which makes the employee temporarily unable to carry out his or her regularly assigned work, yet the employee is capable of performing work of a lighter or modified nature, based on a written evaluation by a licensed health care professional who is providing care to the employee, or who is selected by the College to provide an evaluation.
- Employee Responsibilities:
a. Follow job safety guidelines and practices.
b. Report injury or accident through the supervisor and Environmental Health and Safety/Human Resources within 24 hours of the incident, if at all possible.
c. Provide requested medical information during the period of disability.
d. Actively participate and cooperate with the College's efforts to meet the requirements of the return-to-work program.
e. Assist in determining the nature of the temporary limited-duty assignment.
- Supervisor Responsibilities:
a. Promote safe work practices within the area of his or her responsibility.
b. Ensure that an accident report is filed as soon as possible after the occurrence of a work injury or accident. Notify Human Resources of any employee's work-related accident or injury that may result in time away from the job.
c. Complete a written job analysis form in cooperation with Human Resources, upon notification of an employee's request to participate in the program.
d. Identify any work modification or light duty assignments in the regularly assigned work unit that the employee may perform, within any temporary restrictions defined by a licensed health care professional who is providing care to the employee, or who is selected by the College to provide an evaluation.
e. Conduct ongoing assessment of the work of a temporarily disabled employee participating in the return-to-work program.
f. Communicate at least monthly with the employee and Human Resources regarding the employee's condition and capabilities.
Return-to-Work Coordinator Responsibilities:
The associate vice president of human resources is designated coordinator for the College's return-to-work program. Return-to-work coordinator responsibilities:
a. Assist the supervisor in clarifying eligibility of a temporarily disabled employee for the return-to-work program.
b. Send a job analysis outlining duties, tasks, and requirements to the licensed health care professional treating the employee, or who is selected by the College to provide an evaluation.
c. If a modified duty placement is not available in the regularly assigned work area, the associate vice president of human resources, in collaboration with the supervisor(s), will explore alternate placement in other work units on the campus, or placement in another state agency, if possible.
d. Maintain regular contact (at least monthly) with the supervisor who is overseeing the modified work assignment for the temporarily disabled employee, to evaluate the employee's progress.
e. Maintain regular contact with the licensed health care professional who is providing care to the employee, or who is selected by the College to provide an evaluation.
Unless otherwise governed by applicable collective bargaining agreements, any eligible employee may, at the discretion of the president or designee, be granted a leave of absence without pay for reasons of health, normally for a specified period of not more than one year including the twelve work weeks granted under Administrative Procedure 635.010, Family Medical Leave.
If there is cause to believe that an employee has a contagious disease or a physical or mental illness that would interfere with the performance of the employee on the job, or that would present a danger to the health or safety of other employees, students, or the public, the employee may be required to provide certificated medical evidence of ability to continue regular duties. This may also include the release of medical records sufficient to establish the status of the employee's ability to continue on the job. If the president or designee, on review of these documents, establishes that there is a danger to students or College employees or an inability to perform the duties of the position, that employee will be placed on sick leave until it is exhausted and then on leave of absence without pay for reasons of health.
An employee who is unable to return to work because of illness and whose sick leave is exhausted may be converted by the president or designee to unpaid leave for a period up to one year.
Upon return to work, the employee may be requested to file a written statement from a physician certifying the employee's ability to return to full-time service. The College may designate the physician.
The College offers a shared leave program for those who have exhausted their sick and annual leave and may be forced to go on leave without pay. This program is implemented under the authority of RCW 41.04.650-670 and applicable rules. State law provides that an employee who has exhausted his/her accrued annual and sick leave may be permitted to receive shared leave if:
The employee suffers from, or has a relative or household member suffering from, an illness, injury, impairment, or physical or mental condition which is of an extraordinary or severe nature, the employee has been called to service in the uniformed services, or the employee is eligible under a state of emergency, and which has caused, or is likely to cause, the employee to: i) go on leave without pay status; or ii) terminate state employment.
As designated by the president, each request for shared leave donations is considered and approved by the associate vice president of human resources or designee in accordance with the stated criteria. The CC/AHE Agreement describes leave-sharing program for faculty. The WPEA agreement describes the leave-sharing program for represented classified employees.
To ensure consistence, fairness, and compliance with state law, the following guidelines and criteria are used for approving shared leave; unless otherwise state in bargaining agreements or RCW, the following criteria and limits apply:
- Administrative, exempt, and classified employees may not donate more than 40 hours
of annual leave per instance, or an amount of hours which would drop his/her annual
leave below ten days (80 hours).
- Administrative, exempt, and classified employees may not donate more than 48 hours
of sick leave per instance, or an amount of hours which would drop his/her annual
leave below 176 hours.
- Administrative, exempt, and classified employees may donate their personal holiday.
- Employees receiving shared leave may not receive more than 522days of leave for the
duration of employment.
- Faculty members may donate up to 48 hours of sick leave during any twelve-month period,
but may not donate sick leave that would result in his or her sick leave balance dropping
below 60 days (480 hours).
- College employees as a group may donate up to 40 hours per year to an employee in another state agency.
Shared leave donations will only be accepted when an employee has been designated eligible to receive shared leave. Solicitations will be made for shared leave via e-mail by Human Resources. To be eligible to receive shared leave, an employee (or employee’s representative if the employee is incapacitated) must initiate a request to participate in the program. Forms for requesting and donating shared leave may be obtained from Human Resources.
Human Resources will calculate the cash value of the donated hours. The cash value of the donated hours will be converted to an equivalent value of shared leave hours and credited to the designated receiving employee. Any shared leave not used by the recipient shall be returned to the donor(s) with two exceptions: 1) A personal holiday donated in one year may not be returned to the donating employee in another calendar year, and 2) vacation leave donated prior to an anniversary date which, if returned, would place the donating employee above 240 hours on their anniversary date, may not be returned. The remaining leave will be divided among the donor(s) and returned, based on each employee’s current salary rate at the time of the reversion, and reinstated to each donor’s leave balance on a pro rata basis.
Shared leave donations do create an expense. In the case of donations made to and by employees paid from state-funded accounts, budget transfers are made between the accounts and the result is normally negligible. However, in cases where donations of leave are made or received by employees paid from non-state-funded accounts, the dollar amount corresponding to the leave donation is actually transferred to or from the non-state-funded account and an expense is realized. When donations are made to employees at other state agencies, a check is generated and an expense is realized. In cases where an expense is realized, approval is required by the supervisor(s) and/or manager(s) responsible for the affected funds.
Shared leave records will be maintained by Human Resources.
Revised Policy/Procedure Approved by Executive Cabinet
October 23, 2011
An attendance incentive program exists for employees of the College who are eligible to accumulate sick leave. No employee may receive compensation under this section for any portion of sick leave accumulated at a rate in excess of that allowed by state law.
Sick Leave, Attendance Incentive Program and Sick Leave Payoff
The following specific procedures apply in administering the attendance incentive program:
- Separate Categories for Sick Leave Earned Prior to July 1, 1980 - Leave entitlement
shall be accrued in two separate categories, the first identified as a "compensation
account" and the second as an "auxiliary account." Employees with accrued leave under
previous leave policies will have such accruals divided between the two accounts so
that no more than that allowed by state law shall be credited to the compensation
account. Any days accrued in excess of that allowed by state law will be credited
to the auxiliary account.
- Compensation for Sick Leave on an Annual Basis - Eligible employees may receive monetary
compensation for accrued sick leave as follows:
a. In January of each year, and at no other time, an employee whose year-end sick leave balance in the compensation account exceeds 60 days (480 hours) may choose to convert unused sick leave days accrued in the previous calendar year to monetary compensation.
b. In the event that more sick leave days have been used during the previous year than were accrued, the first hours used, as specified by state law will be taken from the compensation account. Additional days will be deducted from the auxiliary account until it is depleted.
c. No sick leave days may be compensated which would reduce the calendar year-end balance in the compensation account below 60 days (480 hours).
d. Monetary compensation for converted compensable hours will be computed as 25 percent of the employee's current hourly rate of pay. This rate is then multiplied by the total eligible sick leave hours to arrive at the gross amount to be paid the employee. An example follows:
Starting Balance January 1, 199X = 650 Hours
Sick Leave Hours Unused In Previous Year = 48 Hours
Sick Leave Buyout (25% x 48 Hours) = 12 Hours Pay
e. All hours converted to compensation will be deducted from the employee's compensation account balance.
f. Unused sick leave eligible to be converted to monetary compensation pursuant to this section may not exceed, for any single calendar year, a number of days equal to the number of months, or major fraction thereof, of contracted employment of the eligible employee during the calendar year (maximum of 12 days).
- Compensation at Retirement or Death - At the time of separation from state service
due to retirement or death, an eligible employee or the employee's estate may receive
payment for sick leave accrued or have that amount applied to a VEBA account when
applicable. Remuneration for the hours in the compensation account and payment will
be computed as 25 percent of the employee's current hourly rate of pay. This rate
is then applied to the total eligible sick leave hours to arrive at the gross amount
due to the employee. The payoff will be made within 60 days. An example for separating
from state service due to retirement/election follows:
Total Sick Leave Remaining (650 + 48 Hours) = 698 Hours
Sick Leave Buyout (25% x 698 Hours) = 174.5 Hours Pay
Compensation will be based upon the employee's salary at the time of separation. For the purpose of this policy, separation does not include "vested-out-of-service" employees who leave funds on deposit with the retirement system or employees who withdraw deposited retirement funds.
Accordingly, for an employee to qualify for compensation for sick leave, the employee must:
a. Declare in writing their intent to retire to the College prior to separation.
b. Terminate from state service. Employees who transfer to other state service employment are not eligible but may transfer their sick leave to the new state employer.
c. Receive benefit payments from an approved Washington State retirement plan.Clark College may offer a Voluntary Employee Benefits Association (VEBA) Medical Benefits Plan program to eligible and qualified employees in accordance with 41.04.340 RCW and 28B.50 RCW. The plan must be negotiated by collective bargaining units where applicable. Eligible unrepresented employees qualify to participate based on the College’s established plans. The College may make contributions to the plan on behalf of all eligible and qualified employees in lieu of incentive payment compensation for sick leave. The VEBA plan allows retiring employees to utilize funds, that would otherwise be paid as sick leave buyout at retirement, to be deposited tax-free into a VEBA Trust account.
Employees who satisfy the first two requirement above, immediately draw from their retirement plan, and provide that documentation to Human Resources are eligible. Employees who satisfy the first two requirements and are vested in and eligible to retire from their approved Washington State retirement plan upon separation/retirement are eligible even if they don't receive a retirement benefit immediately. Employees who satisfy the first two requirements and terminate from the College with enough years of services at an age which would make him/her eligible to retire under TRS (10 years of state service who are at least age 55) are eligible.
The VEBA account can be used to pay for health care costs including insurance premiums, medical expenses, dental, vision and long-term care expenses. Once the VEBA plan is approved for a particular group for a specific calendar year, participation is mandatory for any employee in that group that retires during that calendar year. Eligible and qualified employees will be required to sign and submit to the College a hold harmless agreement in compliance with the state statute. If an eligible employee fails to sign and submit such an agreement, the employee will not be permitted to participate in the plan and remuneration for compensable accrued sick leave shall be forfeited.
Compensation for unused sick leave may not be used in computing the retirement allowance; therefore, no contributions are to be made to the retirement system for such payments.
- Unused Compensable Sick Leave Attributable to Periods of Employment Prior to April 3, 1967 - Unused compensable sick leave attributable to periods of employment prior to April 3, 1967, by any common school district which was a predecessor employing agency to the College, provided the eligible employee has been in continuous employment by the College since that date, is eligible for conversion to monetary compensation.
- Eligible Employee - Employees entitled to earn and use sick leave granted by policies
of the College or as hereafter adopted.
- Sick Leave - Leave of absence with pay granted pursuant to RCW 28B.50.551 and/or applicable
WAC rules for illness, injury, bereavement, or emergencies.
- One Day's Monetary Compensation - Salary of an employee received for each full day
of service, exclusive of supplemental pay for additional duties, extracurricular service,
moonlight teaching, stipends, grants, or fringe benefits such as premiums for health
or other forms of insurance.
- Previous Year - Period commencing January 1 and ending December 31 of the year preceding
an eligible employee's request to be remunerated for unused sick leave.
- Termination - Separation from employment by an employee eligible to receive a regular
monthly pension benefit from an approved Washington State retirement plan in which
such employee held required membership.
- Contracted Employment - Period of time covered by an individual employment contract
or letter of appointment and during which services are performed by the employee.
Revised Policy/Procedure Approved by Executive Cabinet
November 4, 2014
February 10, 2015
Administrators and exempt personnel hired with the expectation of working half-time or more for six consecutive months without a substantial break in service are eligible to accrue and take annual leave. Substantial break in service means no employment, or reduction of employment, below half-time for any one month or more.
Annual leave is accrued beginning with the first day of the first month the employee works in a consecutive six-month contract. If a contract for a lesser period is extended to a consecutive six months, accrual begins with the first day of the month in which the contract extension takes effect.
Subsequently, annual leave is accrued the first day of each month in which an employee is contracted to work half-time or more, paid from the full-time administrative or exempt salary schedule, and works or is on approved paid leave at least one day during the month.
For administrators contracted as an administrator or exempt prior to January 1, 1994, annual leave is accrued at the rate of 20 hours per month for full-time employees or a prorated amount equal to the percent of employment for those employed less than full-time. Percent of time will be based on the entire contract period.
For administrators and exempt staff contracted as an administrator or exempt on or after January 1, 1994, annual leave is accrued according to the following schedule:
Years of Service with the College
# Days Accrued Per Year
6 & Over
Use of annual leave requires advance approval of the supervisor and submission of Leave Form to Human Resources.
Unused annual leave may be accumulated in excess of 240 hours, provided that by October 1 of each year the amount in excess of 240 hours may be extinguished. Upon written request to and approval by the president, an additional 160 hours may be accumulated for a specified, non-recurring activity.
At appointment end, reimbursement for accumulated vacation may not exceed 240 hours. If the employee leaves the employ of the College to work for another state agency, accumulated annual and sick leave will be transferred according to the provisions of state law.
Emergency ProceduresExcept as provided in state law, the president may deviate from these procedures in order to provide for the most efficient, effective staffing of the College, as long as no employee is deprived of the ability to accrue the leave allowed in this section.
Revised Policy/Procedure Approved by Executive Cabintet
February 10, 2015
September 15, 2015
Annual leave with pay accrues to eligible classified employees at the appropriate rate, as stated in applicable bargaining agreements and WAC rules. Eligible part-time classified employees accrue annual leave in an amount proportionate to their percent of full-time employment.
Supervisors should review applicable bargaining agreements regarding approval of leave. Annual leave must be scheduled at a time most convenient to the work of the College, the determination of which rests with the supervisor. As far as possible, leave will be scheduled in accordance with the wishes of the employee in any amount up to the total of earned leave credits.
At appointment end, reimbursement for accumulated vacation may not exceed 240 hours. If the employee leaves the College to work for another state agency, accumulated annual and sick leave will be transferred according to the provisions of state law.
According to WAC 357-31-215, classified staff may accumulate annual leave over 240 hours under certain conditions. If the accumulation exceeds 240 hours under the conditions allowed, the annual leave must be paid off according to WAC 357-31-225.
An employee (other than hourly-paid employees) called for jury duty as a trial witness, or to exercise other civil duties not including political office, must be granted leave with pay.
Unless otherwise stipulated in collective bargaining agreements, compensation received for civil duty during scheduled working days, not including that received for mileage or per diem, must be submitted to Payroll.
Other military leave will be granted without salary or other employee benefits.
Tenured or probationary faculty may apply for leave without pay in accordance with the provisions of the CC/AHE Agreement. Administrators and exempt employees are eligible to apply to the president or designee for leave of absence without salary or other employee benefits for:
- Professional improvement through advanced study or creative activity related to his/her
- Professional consulting, adjudicating, or research activities.
- Other purposes, which in the opinion of the president or designee, will enhance the efficiency or effectiveness of College operations.
Faculty and administrative/exempt requests for continuation of leave without pay status or resignation (not returning from a leave without pay) must be submitted to the president by March 1 of each year for the coming academic year.
Additional provisions for leave without pay for faculty, such as foreign exchange, are included in the CC/AHE Agreement.
College employee insurance coverage is on a prepaid basis; i.e., payment must be made ahead of the month coverage is desired in order to maintain the coverage. An employee going on an approved leave without pay who wishes to maintain certain insurance coverages must make arrangements with Human Resources for payment of the necessary premiums.
The Board of Trustees recognizes the need for off-campus activities which are in the interest of the College and will improve educational services to the students of the College. Upon approval of the president, leave may be granted without loss of pay for attendance at meetings at which the College should be represented. Travel expenses may be allowed for this purpose within the limits of the budget and state reimbursement rules.
The president of the College may grant a leave of absence to eligible administrative and exempt employees for emergencies or personal affairs. Leave time will be deducted from the employee's accumulated sick leave. Except under emergency conditions, advance approval is required. Normally, such leaves will not exceed three days per request.
In general, emergencies or personal affairs include matters necessary to the personal, professional, or family well-being of the employee which cannot be attended to at any time other than during a scheduled work day. The College may request verification for leave requests.
Revised Policy/Procedure Approved by Executive Cabintet
September 15, 2015
For administrative and exempt employees, paid leave will be granted for bereavement for covered family/household members as defined in WAC 357-01-172 and in accordance with WAC 357-31-250, not to exceed five (5) working days per request. For full-time administrative and exempt employees a work day for purposes of this section is eight (8) hours. For part-time employees bereavement is pro-rated. Full-time employees may use up to 8 hours per day for bereavement but can use less. The total number of days in which bereavement is used must not exceed 5 days. Sick leave may be used for condolence or bereavement with the approval of the supervisor, normally not to exceed three days per request. The College may request verification for bereavement requests.
New Policy/Procedure Approved by Executive Cabintet
September 15, 2015
For classified employees, paid leave will be granted for bereavement in accordance with applicable collective bargaining agreements or WAC 357-31-250, not to exceed five (5) working days per request. For full-time classified employees a work day for purposes of this section is eight (8) hours. For part-time classified employees bereavement is pro-rated. Full-time employees may use up to 8 hours per day for bereavement but can use less. The total number of days in which bereavement is used must not exceed 5 days. Sick leave may be used for condolence or bereavement with the approval of the supervisor, normally not to exceed three days per request. The College may request verification for bereavement requests.
Revised Policy/Procedure Approved by Executive Cabintet
September 15, 2015
Sabbatical leaves are granted to eligible faculty (in accordance with the CC/AHE Agreement) and administrators for the purpose of providing opportunities for study, research, and creative activities for the enhancement of the College's instructional and research programs. The applicant is required to submit a plan outlining the purpose of the leave and how the time will be spent. The recipient must return to the College following completion of such leave for a period commensurate with the amount of the leave granted.
Permanent full-time faculty and administrative personnel currently in at least their sixth year of service at the College since either having been hired or having completed a previous sabbatical leave are eligible to apply for up to three academic quarters of leave from contracted responsibilities to the College for the next academic year. All administrators whose present, permanent part-time employment contract contains salary provisions based on a full-time contract salary schedule are eligible. The procedures and requirements for eligibility for sabbatical leaves are the same as for the full-time personnel, and the percentage of the sabbatical leave award shall be calculated on the basis of their part-time salary.
While on remunerated leave, sick leave is not accrued. If eligible, annual leave is accrued at the same percentage rate as salary.
Should a sabbatical leave be interrupted by the death of the employee, the estate will not be held liable for the salary paid. Should an individual become disabled while on leave to the extent that the employee is physically unable to resume duties for the College, the employee will not be held responsible for repayment of the salary received.
No later than the end of the first quarter after return to the College, recipients of sabbatical leave must submit a written report concerning the value of the leave to the person and to the College. This must be submitted to the president, through the supervisor, for submission to the Board of Trustees.
Recipients must recognize that accepting a sabbatical leave constitutes making a contract with the College to perform the activities identified in the approved proposal; and they must be aware that, based upon that agreement, the College normally issues an employment contract for a replacement. Should recipients subsequently be unable to perform the approved activities, there is no assurance that they will be able to return to their College duties for that period. A mutually agreed upon alternative program of activity will be developed.
Criteria regarding sabbatical leaves for faculty are included in the CC/AHE Agreement.