Sick Leave Policy

Purpose

Willamette University recognizes that employees need days off from work from time to time to address their or family members health needs.  This policy complies with Oregon Senate Bill 454.

Policy

This policy is effective January 1, 2016.

Accrual of Sick Time

Employees may earn up to 8 hours per month of paid sick leave. Employees who are employed at less than 1.0 FTE will earn paid sick leave on a pro-rated basis. Faculty, student employees and employees working less than .6 FTE will have sick leave capped at 80 hours, such that they will not earn leave in excess of 80 hours.  All other employees will accrue sick leave without limit.  

Use of Sick Time

Employees may begin using sick time as soon as it is earned. An employee rehired within 6 months of separation may use previously accrued sick time immediately upon reemployment.  When using sick time, employees will be paid at the regular rate the employee would have earned had they not been absent. Employees are not required to find coverage when taking sick leave. Employees will not be compensated for unused sick leave upon termination, except at retirement in accordance with the provisions of the policy governing Sick Leave Cash Out for Retirement.

Qualifying absences

Sick leave may be used for the following reasons:

  • For an employee’s mental or physical illness, injury or health condition, need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or need for preventative medical care;
  • For care of a family member with a mental or physical illness, injury or health condition, care of a family member who needs medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or care of a family member who needs preventative medical care;
  • For any Family Medical Leave Act- or Oregon Medical Leave Act-qualifying purpose, including bereavement leave;
  • For any purpose allowed under Oregon’s domestic violence, harassment, sexual assault or stalking laws;
  • In the event of a public health emergency (including closure of Willamette University) or closure of the employee’s child’s school or daycare by order of a public official due to a public health emergency, to provide self-care or care for a family member if the presence of the employee or family member in the community would jeopardize the health of others as determined by a public health authority or by a health care provider; or if the employee is excluded from work by law due to health reasons.

Sick leave is not intended to be used as vacation or extension of vacation. Sick leave will not be advanced but must be earned before it can be used. 

Employee Documentation

If an employee uses more than three consecutive scheduled workdays of sick time, Willamette may request reasonable documentation verifying the employee is out for a qualifying reason.

Employee Notice

For planned sick leave, the employee should use best efforts to notify their supervisor of the need to use sick time as soon as practical before the date sick time will commence.  If possible, the employee should include the anticipated duration of the sick time requested.  The employee must make a reasonable attempt to schedule the use of sick time in a manner that does not unduly disrupt operations, including attempting to avoid scheduling sick time during peak work hours, when work is time-sensitive, or when mandatory meetings are scheduled.

When sick leave is unforeseeable, the employee should follow department procedures to notify their supervisor of the need for sick leave before the start of the scheduled work shift, or as soon as practical, and where possible, provide the duration of the sick leave. 

Definitions

Family member includes the spouse or domestic partner of the employee, the biological, adoptive, or foster parent or child of the employee, the grandparent or grandchild of the employee, a parent-in-law of the employee or a person with whom the employee was or is in a relationship of in loco parentis.


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