Employment & Benefits
This section provides an overview of many benefits available to faculty and staff. In the event of conflict between the overview provided in this handbook and the plan document or insurance plan, the plan document or insurance plan will govern. Complete descriptions are not possible in the handbook; employees should contact Human Resources for specific plan details. The Labor Agreement governs in the case of Union employees in all aspects of this section. Regular employees who have a schedule involving a (.46) FTE or above are eligible to participate in the College’s benefit programs.
Carleton College will comply with all applicable laws such as ACA, FMLA, federal, state, and any applicable regulations.
All regular, benefit-eligible employees are entitled to sick leave with pay for personal illness, injury, pregnancy, miscarriage, abortion and childbirth. The amount of sick leave is pro-rated for all staff members working less than full-time or less than 12 months in the year.
|Sick Leave Eligibility and Maximums by Employee Group||Accrual Rate||Total Annual Sick Leave Accrual for Full-Time Employee||Maximum Balances for Full-Time Employee|
|Bi-Weekly (Non-Exempt, Non-Union)||.0462 per hour paid||96 hours (12 days)||No maximum|
|Monthly (Exempt)||1 day per month||12 days||No maximum|
Sick leave hours are accrued at the end of each pay period based on the employee’s current accrual rate, the number of hours worked (excluding over-time) and/or the employee’s budgeted FTE.
Upon termination, bi-weekly employees with 15 or more years of service will be paid 20% of their accrued sick leave balance. Monthly employees are not eligible for sick leave payout.
Bi-weekly employees are to record their sick time utilization using actual time verses rounding to 15 minute increments on their web-time entry electronic timesheet.
Monthly employees must electronically record sick leave utilization on the HUB. The Fair Labor Standards Act requires exempt leave reporting in no less than half-day increments. Timely reporting of exempt leaves is encouraged, and adjustment to leave balances will not be made due to late reporting.
Employees may, with supervisor approval, take the option of unpaid leave in lieu of vacation or sick pay for hours not worked in cases where the employee does not have a substantial amount of leave accrued. This option is intended for absences not covered under FMLA, and should be of limited duration.
Employees do not accrue leave for hours of unpaid leave, and if the employee’s paycheck is diminished by unpaid leave such that the total is not sufficient for standard benefit deductions, it is the responsibility of the employee to make payment arrangements.
Accumulated sick leave may be used for temporary disabilities caused by illness, injury, pregnancy, miscarriage, abortion and childbirth. Absences caused by pregnancy, miscarriage, or abortion are considered temporary disabilities and are covered under the sick leave policy like any other disability due to injury or illness. Sick leave may also be used for the purpose of "safety leave" defined as providing or receiving assistance because of sexual assault, domestic abuse or stalking.
A physician's written statement confirming the inability to return to work is required. The College may also request from the employee's physician or other authorized medical authority, evidence of proper recovery from an injury or illness before allowing the employee to resume full or part-time duties or medically restricted work activities. The College reserves the right to have employees examined by a doctor of its choice and to require a second opinion in cases of illness or disability. This policy is to protect both the employee and their co-workers.
When it is not possible to schedule a doctor, dentist, or human services appointment for the employee during non-duty hours, time for such appointments may be charged against sick leave accrual for non-exempt staff. Exempt employees scheduling larger time blocked medical appointments should record medical appointments via utilization of sick time in no less than half-day increments.
An employee may use accrued sick leave for absences due to an illness or injury for the employee's child for such reasonable periods as the employee's attendance with the child may be necessary, just as if personally ill. The amount of paid sick leave available is determined by the amount each staff member has accrued. A child is defined as a person younger than 18 years of age or younger than 20 years of age if still attending school.
Sick Adult Children, Parents, Spouse, Domestic Partner, Grandparents, Siblings, Mother or Father-in-law, Grandchildren
An employee may use up to 20 days (160 hours) maximum of accrued sick leave within a 12 month rolling period for illnesses for any combination of adult children, parents, stepparents, grandparents, siblings, spouse or domestic partner, mother or father-in-law, and grandchildren. The right to use sick leave for relatives other than minor aged children applies only for such reasonable periods as the employee's attendance [with the injured or sick person] may be necessary. Absence time used for this purpose must be requested in advance of the time off as practically possible. Sick leave used for this purpose must be approved by an individual's supervisor and Human Resources if FMLA related.