To assist employees with their financial needs experienced when non-work related illness or injury necessitates their absence from work, the University provides to eligible employees paid sick leave credits, as well as short and long-term disability plans. (As summarized below)

The University expects employees to maintain a satisfactory attendance record. The financial protections reflected in this policy are provided only when an employee needs them for their own disabling illness or injury and for approved emergency needs, and not for any other purpose. Employee absences place departments at a disadvantage in carrying out their missions. In short, when salary continuation is requested, the requesting employee should be ill or injured to such a degree that he/she cannot carry out his/her duties on the day(s) of absence or facing an emergency situation (as described below) that cannot be handled except by his/her absence from the job.

Paid Sick leave is full salary payment using sick leave credits for absences caused by personal illness or injury which may last from one (1) to ninety (90) calendar days. The University is the final authority as to the eligibility of the employee for paid sick leave.

Employees are encouraged to schedule doctor and dental appointments outside normal working hours. However, when this is not possible, employees may use paid sick leave credits. It is not permissible to use paid sick leave for scheduled doctor and dental appointments for family members.

1. Full-time/12-month employees receive twelve (12) days of paid sick leave on January 1st each year. Full-time employees on a less than 12-month work schedule are credited one paid sick day for each full month they are expected to work for the year. Unused sick leave credits carry over from year to year. Employees who begin work after the first working day of a month are credited one sick day per month for each full month they are expected to work for the remainder of the year.
   
   Up to four (4) of the twelve (12) days of paid sick leave may be used in any calendar year for emergencies needing the attention of the employee, which are defined as the following: the unexpected care of ill family members; an accident or crisis involving the home; or similar unforeseen emergency situations. Within the four day maximum allowance, up to one (1) day, for each occurrence, may also be used to attend the funeral or memorial service of a friend or of a relative not covered under the bereavement policy.
   
   These four (4) days are not intended as personal days. The use of any of the four days of paid sick leave for emergency reasons is intended so employees can manage unexpected, short-term, pressing matters. These days are not to be used as vacation time or for other planned personal business, recreation, holiday celebrations, or similar non-emergency, planned, or foreseen events. The University may require appropriate documentation as needed.
   

2. Where absences are frequent, especially as to short-term absences of a day or two, they may be more strictly reviewed as to the need for the absence. Frequent absences, including unscheduled days that reach a level where they become excessive may subject the employee to disciplinary action. Where it is determined than an inappropriate frequency and/or pattern of absences has occurred, the employee may also be required to submit medical documentation to qualify for the use of sick leave credits in any amount.
   

3. Normally, medical documentation is required for the use of paid sick leave of more than three (3) consecutive work days. If an absence does, or is expected to exceed five (5) consecutive work days, then the employee must also notify the University’s external disability administrator. An employee absent for five (5) or more consecutive work days is required, upon return, to present to Human Resources clearance to return to work from their healthcare provider.
   

4. When an employee has exhausted paid sick leave, he/she has the option to request vacation credits for absences due to personal illness or injury. Should paid sick leave and vacation credits be insufficient, the department and the Human Resources office will process the appropriate salary deduction. There is no provision for employees who have exhausted sick leave and/or vacation credits to receive either benefit in anticipation of later accumulation.
   

5. Paid sick leave of less than one (1) day will be recorded in hourly blocks, with a minimum of one (1) hour. Therefore, for example, paid sick leave of less than one (1) hour will be recorded as one (1) hour; one-and-a-half hours of paid sick leave will be recorded as two (2) hours; and so on.
   

6. Employees returning from an approved Family and Medical Leave Act (FMLA) leave will be returned to their same position or to an equivalent position in accordance with the Act. Employees able to return to work from other approved medical leaves will be returned to their same position, upon the approval of their director/supervisor, or may be referred for open positions for which they are qualified.

Short Term Disability (STD)

Short Term Disability (STD) provides 80% of regular salary in cases where personal illness or injury requires continued absence from work in excess of ninety (90) calendar days for up to a total of one hundred eighty (180) calendar days. STD covers only those absences which begin on or after the date following the completion of one hundred eighty (180) days of full time service.

1. Salary continuation for STD is not automatic. The employee is responsible for filing a disability claim with the University’s external disability administrator after five (5) consecutive work days of absence. A case manager will request medical information from the employee's physician/healthcare provider sufficient to explain the need for the absence. Once a claim is filed, the employee will receive a written application which includes a "Release of Medical Information" section to allow the employee’s healthcare provider to communicate with the disability case manager and appropriate Human Resources representatives.
   
   

2. The University may require a second opinion from a healthcare provider of its choosing where the Director of Human Resources, or his/her designee, determines such an opinion may be needed to make a determination on the granting of STD benefits. The University is the final authority as to the eligibility of the employee for STD benefits.
   
   

3. Employees may return to work from STD only after they have obtained a clearance from their healthcare provider and a release from the Human Resources office.
   
   

4. A separate period of disability will be considered continuous if it results from the same or related conditions as a prior disability for which monthly benefits were payable, and if it occurs within six (6) months of the eligible employee's return to work.

Long-Term Disability (LTD)

Long-Term Disability (LTD) is an insurance program paid by the University to provide 60% of regular salary when a personal illness or injury requires continued consecutive absence from work in excess of one hundred eighty (180) calendar days to a maximum benefit amount of $9,000 per month.

LTD benefits are coordinated with Social Security disability and other applicable employer sponsored disability plans, along with the retirement benefits under Social Security and employer sponsored plans. The 60% LTD benefit is increased to 70% when combined with Social Security disability benefits or disability benefits from other employer sponsored plans. To qualify for disability benefits from the University, the employee is expected to make every good faith effort to obtain disability benefits from Social Security or other applicable employer sponsored plans.

The LTD plan is fully insured under a policy with a private insurance company.

1. LTD salary continuation is not automatic. The employee is responsible for filing an application for LTD which is subject to the approval of the University’s external disability administrator.
   
   

2. The University’s external disability administrator may require a second medical opinion from a healthcare provider of its choosing when necessary to determine the initial approval or continuation of LTD benefits. The University’s external disability administrator is the final authority as to the eligibility of the employee for LTD benefits.
3. Employees may return to work from LTD only after they have obtained clearance from their healthcare provider and a release from the Human Resources office.
   

General Provisions

1. Employees will not be eligible for STD or LTD benefits for any period of disability caused or contributed to by, or resulting from a pre-existing condition. A pre-existing condition means any injury or sickness for which an employee received medical advice or treatment within three (3) months before the employee’s most recent effective date of insurance.
   
   
2. Employees are not eligible for sick leave, STD, or LTD if they work at any other job, unless such employment is explicitly approved by Human Resources.
   
   
3. Employees are not eligible for sick leave, STD, or LTD if their absence is covered by Workers' Compensation payments for occupational injury or disease.
   
   
4. Employee coverage under the University’s medical, dental and basic life insurance programs, in force at the start of an approved sick leave, or STD leave, will continue during the time an employee is on approved paid disability subject to the payment of any appropriate premiums. Those employees approved for LTD are eligible for up to two years of coverage in the medical and dental programs beginning with the date LTD is approved as determined by the insurance carrier. Employees may also be eligible for waiver of premium under the life insurance program. Continued coverage, beyond the two year limit, for medical and dental is available under COBRA.
   
   
5. The University may require a medical assessment during the employee’s leave period, and it will make decisions regarding the continuation of leave and any accommodations which may be requested in accordance with applicable law.
   
   
6. Administration of the paid sick leave and STD plans is the responsibility of the Director of Human Resources, or his/her designee. Where an insured plan is in existence (such as with the LTD plan), the terms of that plan govern and supersede the description above. Questions of coverage or interpretation should be directed to the Human Resources office.