Absences From Work
Denison University recognizes the following ten (11) paid holidays each year:
- New Year's Day
- Memorial Day
- Independence Day
- Day combined w/ Independence Day (in lieu of Labor Day)
- Thanksgiving Day
- Friday after Thanksgiving
- Christmas Eve Day
- Christmas Day
- 3 Floating Holidays (see below)
- Because of work requirements, trades, grounds, and security staff celebrate Labor Day instead of the day combined with Independence Day. Also, employees working less than 12 months celebrate an additional day near the Christmas holiday in lieu of Labor Day.
- Full-time and part-time employees are eligible for holiday pay. Part-time employees are eligible for holidays that fall on their regularly scheduled/budgeted workdays. The employee must work the last regularly scheduled workday prior to and the first scheduled workday following the holiday unless the employee is on sick leave with pay or on vacation.
- In the event the University elects to close operations during the week between the Christmas and New Year's holidays, employees may use a personal leave day, floating holidays and/or vacation days for salary continuation.
- Holiday benefits are forfeited by an unauthorized absence when scheduled to work on a holiday.
- Full-time employees are eligible for three (3) floating holidays per year. Part-time employees are eligible for one (1) floating holiday per year. Requests to take a floating holiday must be submitted to and approved by your supervisor in advance. Due to scheduling and work requirements, not all requests can be approved. However, employees do have the option of using floating holidays as a "snow day" or in other emergency situations. Full-time staff may not take holidays in less than one-half day increments. Employees are encouraged to use their floating holidays early in the year to avoid the risk of forfeiture.
- All floating holidays must be taken on or before the last day of the pay period of the first payroll paid in December of each year (referred to as the cutoff date). Floating holidays taken after this date will count against next year's balance.
- New full-time employees placed on the payroll before July 1 are eligible for three (3) floating holidays to be taken after successful completion of the introductory period and by the cutoff date. New full-time employees placed on the payroll after June 30 and prior to August 1 are eligible for two (2) floating holiday to be taken after successful completion of the introductory period and by the cutoff date. New full-time employees placed on the payroll on August 1 or later are not eligible for a floating holiday until the next floating holiday year (which begins after the cutoff date).
- Part-time employees placed on payroll from January 1 through July 31 are eligible for (1) floating holiday (based on budgeted hours) to be taken after successful completion of the introductory period and by the cutoff date. Part-time staff budgeted less than 700 hours per year are not eligible for a floating holiday.
- Full-time staff may not take holidays in less than one-half day increments.
- Holidays falling on Sunday are normally recognized the following Monday. Holidays falling on Saturday are normally recognized on the preceding Friday. The only recognized holidays qualifying for holiday pay are those listed above.
- When an employee is required to work on a holiday recognized by the University, the employee will receive the holiday pay and one and one-half times the normal hourly rate of pay for hours worked on that day.
- Because of the unique nature of the academic calendar, Denison reserves the right to re-schedule holidays to ensure continuation of essential services.
- Casual/temporary employees who work on a holiday are paid the regular hourly rate with no premium for holiday work.
- If a holiday falls within a vacation period, an extra day of vacation is allowed.
- Full-time employees who work unusual schedules and whose normal day off falls on a holiday are granted an additional day's pay or an extra day off during the same pay period at the option of the employee.
Vacations are granted for the general well being of the employee. Full-time and part-time employees are eligible to accrue vacation. Vacation time is accrued from the employee's adjusted date of hire.
Full-time employees scheduled to work twelve months per year will accrue vacation at the following rates:
|Length of Employment||# of Days|
|0 years — completion of 5 years||10 days per year|
|Over 5 years — completion of 10 years||15 days per year|
|Over 10 years||20 days per year|
- Full-time employees working less than 12 months or less than 1.0 full-time equivalent (FTE) will earn vacation on a prorated basis.
- For employees working less than 12 months the effective period for taking vacation is the overall time frame the staff member is budgeted to work including any break periods during the academic year. In addition, these employees will accrue vacation on budgeted hours worked; they will not accrue vacation for working in casual/temporary jobs.
- Part-time employees occupying a position budgeted for 700 hours or more will accrue vacation at the rate of one half the accrual of what full-time staff receive with 0 through completion of 5 years of service or less, by category of employment.
- Vacation accruals will be stated as hours earned per pay period on the employees' statement of earnings and deductions (pay stub) and will be computed based on the employee's adjusted date of hire. Vacation accruals will be prorated during any period where an employee is in an unpaid status.
- No compensatory pay for unused vacation is permitted (except at termination of employment per below). Employees may not use vacation before it is accrued. An employee's total accrued vacation as of January 1 of each year may not exceed 200 percent of the annual vacation earned. Vacation days may not be transferred from one employee to another, except as allowed under the Leave Donation policy.
- A reasonable effort will be made to give an employee the vacation period requested. The exact scheduling must be agreed to by the department head and employee. If a short-term illness or a death in the family occurs while on vacation, additional days of vacation are not granted.
- Full-time staff non-exempt and part-time staff may take vacation days in one hour increments. One hour is the least amount of vacation that can be used. Vacation can be used in 15 minute increments beyond one hour. Part-time staff must take vacation equal to the number of hours they are normally scheduled/budgeted to work for a day. Employees are urged to take at least one extended period each year of at least one week. Exempt staff (salaried) can use vacation in 1/2 days or full days.
- Employees who voluntarily leave Denison prior to the completion of one year of service are not eligible for vacation or pay in lieu of vacation. Those employees leaving Denison after the completion of one year's service will be paid for all unused vacation up to the 200% maximum.
The sole purpose of paid sick leave is to provide continued income during periods of personal illness and injury and family illness (see Family policy).
To accomplish this, Denison self funds a sick leave program according to the following schedule:
|Employee Type||Sick Leave Accrual|
|Full-Time Employee||1 Day per month granted for each month worked|
|Part-Time Employee (<700 hours)||2 Hours per month granted for each month worked|
|Part-Time Employee (700 hours or >)||Accrue at the rate of 1/2 of full-time accrual by category|
- Sick leave accruals will be stated as hours granted per pay period on each employee's record and will be computed based on the employee's adjusted date of hire. Employees working less than 12 month schedules are not granted sick leave for the period they are not scheduled to work. Sick leave is not granted to employees when assigned to casual/temporary work.
- Absence because of sickness must be reported to your supervisor no later than your normal starting time on the day of your illness. Failure to advise the University may result in loss of sick pay for that day and disciplinary action.
- A record of all sick leave used is maintained in the Office of Human Resources. Subject to the requirements of the Family Medical Leave Act, an excessive number of either absences or tardiness, as determined by the supervisor, will result in disciplinary action up to and including suspension and/or discharge. Any absence from work regardless of cause or reason may be considered in determining excessive absenteeism.
- Denison reserves the right to require a physician's statement for all absences. Employees reporting for work after a major illness or injury are required to submit a statement to their supervisor from their physician releasing them to active status.
- All employees are urged to allow sick leave to accumulate to offset a major illness or accident, should one occur. To encourage accumulation, there is no limit on the number of days that may be accumulated during the years of active employment. To further encourage accumulation of sick time, Denison will grant employees a portion of unused sick leave at the time of retirement if the employee retires under the terms of one of Denison's official retirement plans. (See Retirement policy)
- Sick leave may be used for the employee's doctor's or dentist's appointments. Absences of less than a half day may be made up by working lunch periods or working prior to or after the regular scheduled workday with approval of the department head. Sick leave may be used in 1/2 hour increments.
- At the discretion of the supervisor, sick leave on the day before or the day following a holiday may require a physician's certificate indicating dates, nature, and length of illness.
- Unused sick leave will not be paid upon termination of employment at Denison except for retirement or death.
- Part-time employees moving to full-time status will carry forward all accumulated sick leave.
- Support staff moving to a faculty or administrative staff position will forfeit sick leave balance and any right to payment at retirement.
Denison allows employees to use accumulated sick leave to care for sick or injured members of their immediate family as defined below.
- Full-time and part-time employees can use up to their total accumulated sick leave days for family illness.
- Immediate family members are considered to be an employee's parents or children, spouse, same-sex domestic partner, and any dependent (as defined by the IRS) living in the employee's household.
- Denison reserves the right to require a physician's statement to document the illness or injury if the employee will be off work for more than 3 consecutive workdays.
- Family illness days are not forfeited if not used. They simply remain as part of the sick leave balance to be used for employee illnesses and injuries.
- In addition to family illness days, full-time employees can use their two floating holidays for family illness. The definition of full-time employee is found on page 11 of the Definition of SOS Staff section.
Day(s) Off Without Pay
Employees earn leave days, such as vacation, floating holidays, sick time, personal day, and family illness days, to assist them while taking time off from work due to illness, personal business, or vacation. Employees are required to use all applicable accrued leave days prior to taking a day off work without pay.
- If a staff member will be off for non-illness reasons (vacation, personal business, extended funeral leave, other), vacation, floating holidays, and/or a personal day must be used. For personal illness or family related illness, sick days must be used.
- The only exception to this policy is if a staff member is taking an FMLA leave. Please see Family and Medical Leave Act.
- All days off work must be coordinated with your supervisor.
The Workers' Compensation Law of Ohio protects each employee.
All employees should be advised that they are required to report all work related incidents to their supervisors immediately.
If there is any question as to the validity of the employee's reported accident, a thorough investigation and fact-finding report, including statements from any witnesses, will be conducted by the Office of Environmental Health and Safety.
Supervisors should see that medical care is provided as soon as necessary. BE SURE TO TELL THE MEDICAL PROVIDER IMMEDIATELY UPON ARRIVAL THAT THIS IS WORK RELATED. Licking Memorial always has a supply of FROI-1 forms, but other places may not. It is a good idea to call the Office of Human Resources and get the proper form.
The internal Accident, Injury or Illness Report should be completed within 24 hours of accident, injury or illness.
The "Employee's Report of Back Injury" should be completed by the employee when any work related back injury is reported and those forms are available in the Office of Human Resources.
Upon receiving their claim number from the Bureau of Workers' Compensation, the claimant is responsible for contacting any medical providers of that number.
Claimants should be advised NOT to pay for anything, if at all possible. If you need a prescription filled and can't find a pharmacy that will accept a Workers' Compensation case, the Office of Human Resources can make arrangements with CVS so that payment will not be necessary up front. If the claimant pays for a service, the Office of Human Resources can provide the injured worker with information on submitting receipts to the BWC.
Denison University has a third party administrator that we use. If at any time, you are having a problem with bills or just have questions in general, please feel free to call the Office of Human Resources for assistance.
An employee will not receive pay for the first 7 days of absence because of a work-related illness or injury unless accumulated sick leave is used.
If the employee is unable to return to work after all accumulated sick leave has been used, the employee will be placed on a leave of absence without pay.
Transitional Work Program
Denison University is committed to the safety and health of its employees. Occasionally, after an occupational injury or illness, an employee is unable to immediately return to work and perform all of their duties. However, many employees will often be able to fulfill some duties and responsibilities before they are capable of assuming all their former duties. It is to the mutual benefit of the University and employees to return the employee to employment following an occupational injury or illness. To facilitate a safe and expeditious return to full employment, the University has established a Transitional Work Program. These procedures should allow affected employees to progressively assume their full and former job duties as their health improves. The following is a summary of the program. A complete copy of the policy and procedures is available in the Office of Human Resources.
If an employee is injured and unable to perform the original job tasks, the chance of returning to gainful employment decreases significantly when the employee stays off work, according to the Bureau of Workers' Compensation. We are offering a Transitional Work Program to keep staff gainfully employed. An employee coming back to work, under this program, with restrictions set by the physician will be paid at the normal rate of wages and will also be paid for the therapy time if on-site therapy is needed.
All employees who have a work-related injury occurring on April 1, 2003 or after are eligible to participate in our Transitional Work Program. This program has been developed with the understanding that it is in both the employee's and the University's best interest to get employees back into the workforce as quickly as possible following a work-related injury while at the same time ensuring that they are not placed in a position which could further complicate the injury.
The aim of the Program is to offer injured workers the ability to return to work, even with extremely limited capabilities. The aim of the Program is NOT to provide long term limited duty positions for employees but to offer a progressive return to work strategy. For the Program to remain effective we require an injured worker to be re-evaluated by their treating physician at least every 30 days. The duration of the program is sixty (60) days.
Follow the proper procedures for injury report and medical treatment for work related injury. Visit Newark Valley Urgent Care for necessary medical care.
Once the employee comes back with restrictions set by his/her treating physician, proceed with the following steps:
The supervisor and the TWP Coordinator will develop a transitional duty position that fits within the capabilities indicated by the treating physician.
If necessary, TWP Coordinator will arrange for on-site therapy.
The Transitional Work Committee will monitor the program until the employee returns to full duty.
A Final Medical Release by the treating physician is required for the return to full duty.
Newark Valley Urgent Care
1906 Tamarack Road
Newark, OH 43055
Hours: M-F, 9am — 9pm, Sat-Sun, 9am — 6pm
After Hours: Licking Memorial Hospital
- Environmental Health and Safety Officer
- Human Resources Officer
Full-time employees, as defined in this handbook, are eligible for three days leave with pay when a death occurs in the immediate family.
"Immediate family" is considered to be an employee's:
- domestic partner (as defined in the handbook)
- current father-in-law
- current mother-in-law
A leave with pay of one day is granted for the death of a near relative. Near relatives are considered to be an employee's aunt, uncle, grandparent, grandchild, niece, nephew, current brother-in-law, and current sister-in-law, and legal guardian. The relationship of the deceased must be written on the time sheet.
Vacation time or leave without pay may be used to supplement allowed days with the supervisor's approval.
If the death occurs while the employee is on vacation or a holiday, this benefit is not added to the vacation period or holiday, nor are days allowed at some other time.
Denison recognizes the obligation of its employees to serve on jury duty or as a subpoenaed witness when called. Under normal circumstances Denison will continue to pay an employee's regular, budgeted pay. Employees are expected to report for work all or part of any day not engaged in jury duty or as a subpoenaed witness.
Employees who do not lose time from their assigned schedule of work, but who nevertheless performed jury/witness duty service within the eight hour period immediately preceding or succeeding their regular shift, may have an amount of time off work with pay equal to the time they were required to spend in court.
Employees are required to attach a copy of the summons or subpoena of jury or witness duty to the time sheet and forward to the payroll office. Also, documentation of attendance in court should be attached to the time sheet and forwarded to payroll substantiating dates served.
The Universal Military Training and Selective Service Act guarantees the employment rights of those employees who voluntarily or involuntarily leave Denison for service in the U.S. Armed Forces.
Short-term Military Service
A military leave of absence is granted to full-time employees who are members of the National Guard or other branches of the Armed Services for limited field training. The length of field service is not to exceed the standards established by governmental agencies. Normally, such leave does not exceed fifteen (15) calendar days per year. Denison will pay the employee the difference between military pay and regular, budgeted pay from Denison.
Extended Military Service
Employees entering the U.S. Armed Forces for service in excess of the two week temporary period are granted a leave of absence, without pay, until discharged. The employee is returned to a position of like status upon release from the military when:
- An application is made within ninety (90) days from date of discharge;
- The employee is qualified to perform the duties of such a position.
In the event there is not a position comparable to the one formerly held available within sixty (60) days after application, the first offer of a comparable job after that time period must be accepted. An employee is reinstated with compensation at a level he/she would have attained had he/she not left for military service.
All staff benefits accrue at the same level as if there had been no break in service.
A. Required through Legislation
Effective August 5, 1993, the Family and Medical Leave Act of 1993 provides eligibility for members of the faculty, administrative staff and supportive operating staff for up to twelve (12) weeks of unpaid leave during a twelve (12) month period for the following reasons:
- For the birth of a child and to care for the newborn son or daughter1;
- To care for a son or daughter placed with the faculty/staff member for purposes of adoption or foster care1;
- To care for a spouse2, domestic partner3, son or daughter or parents with a serious health condition5
- Because of a serious health condition that makes it impossible for the faculty/staff member to perform the functions of his/her job.
Faculty and staff members are eligible for a leave under the Act twelve (12) months after their date of hire if they have also worked at least 1,250 hours during the twelve (12) months before leave is requested6. Eligible members may not take more than a total of twelve (12) weeks-unpaid leave during any twelve (12) month period. Leaves taken for the birth or placement of a child must be completed within twelve (12) months of that birth or placement. The university uses the "rolling method-counting backward" method to determine the 12-month period during which employees are entitled to leave. Under this method, a faculty or staff member's entitlement to leave is determined by looking at the 12 months prior to the time the leave is requested. The faculty or staff member is entitled to any balance of leave not taken during the 12-month period. Thus a faculty or staff member who has not taken any leave in the last year is entitled to 12 weeks; while a faculty or staff member who has taken three weeks' leave in the last year is entitled to only nine more weeks.
Denison's policy is to allow leave under the Family and Medical Leave Act to be coordinated with all other paid leave. Faculty/staff members must use all applicable accrued paid vacation time and /or sick time for which they are eligible before taking any unpaid leave. However, staff members do have the option to reserve on (1) week of vacation and one (1) week of sick leave. The remaining time up to twelve (12) weeks is unpaid leave. The total leave including paid and unpaid will not exceed twelve (12) weeks.
Certification -- If the leave is for a serious health condition, faculty and staff members are required to provide a certification substantially in the form of Appendix I which includes the date on which the serious health condition in question began for the faculty/staff member or family member; the probable duration of the condition; appropriate medical facts regarding the condition; a statement that the faculty/staff member is needed to care for a spouse, domestic partner, parent or child (along with an estimate of the time required) or that the faculty/staff member is unable to perform the functions of her/his job; and the dates and duration of treatments to be given. Denison may require a second medical opinion from a doctor selected by the university and at the university's expense. If the opinions differ, Denison will furnish a third and final opinion from a mutually acceptable doctor.
Benefits -- During the leave, any health insurance benefits that faculty and staff members have elected will be continued in the same manner as before the leave. Participation in other insured programs may be continued as provided by the various staff benefit programs but must be fully paid by the employee (life and long-term disability insurance). Benefits, which are based on length of service and other employment benefits will not be accrued during the leave. Faculty and staff members will be responsible to reimburse Denison for health plan premiums if they fail to return from the leave; except reimbursement is not required if the faculty/staff member fails to return to work because of her/his own family member's serious health condition.
Required Notice -- Faculty and staff members must provide a thirty (30) day notice for foreseeable leaves for birth, adoption, or planned medical treatment. If planned medical treatment requires the leave to begin in less than thirty (30) days, as much notice as is practicable must be given.
Returning From Leave -- Faculty and staff members return to the same or to an equivalent position upon returning from leave. Pay, benefits and other terms and condition of employment will be the same as prior to the leave; however, faculty/staff in the top 10% of the Universit's payrolls may be excluded from job restoration rights if reinstatement will cause substantial or grievous economic injury to the University.
Intermittent Leaves -- A leave for serous health condition (either of a family member or the faculty/staff member) may be taken intermittently (for a total lost time of no more than the equivalent of twelve (12) weeks during any twelve month period) if medically necessary. However, intermittent leave arrangements for the birth or adoption of a child are not covered by the Act and must be approved by the Provost and/or Director of Human Resources and the relevant Division Head. Faculty/staff members may be required to transfer temporarily to another job for which they are qualified that better accommodates a revised work schedule.
B. Programs at the Discretion of the University
The University may grant the following additional leaves of absence to faculty, administrative staff and support staff who have been employed by the University for at least two (2) years. Leaves for faculty are granted at the discretion of the Provost in consultation with the Department Head. Leaves for administrative staff and supportive operating staff are granted at the discretion of the Director of Human Resources in consultation with the Department Head. Such leaves are subject to the needs of the department, the ability to replace the faculty/staff member on a temporary basis and overall impact on the operation of the department.
The timing and duration of the leave is determined by mutual agreement between the faculty/staff member and her/his supervisor but not to exceed one (1) year (including any leave authorized under the Family Medical Leave Act). Salary is not continued but participation in group insurance programs may be continued with the payment of the full premium by the employee. All applicable accrued paid vacation time and/or sick time must be used before taking any unpaid leave.
If the leave is for a serious health condition, certification as required by the Family Medical Leave Act for serious health condition applies.
- To care for a newborn son or daughter;
- To care for a son or daughter placed with faculty/staff member for the purpose of adoption1;
- To care for a spouse2, domestic partner 3, son or daughter or parent4 with a serious health condition5 ; and
- Because of a serious health condition that makes it impossible for the faculty/staff member to perform the functions of his/her job.
Extended leaves of absence may be granted to the faculty/staff member with three possible stipulations upon the end of the leave: guarantee of the same job, guarantee of a similar job, or not guarantee of a job. This will be determined at the time the leave is granted.
Failure to return to work at the end of an approved leave of absence is considered a voluntary resignation.
Extended Personal & Family Medical Leaves
The university may grant extended leaves of absences for reasons authorized under the Family and Medical Leave Act listed above to staff members who have been employed by the University for at least two (2) years.
Leaves are granted at the discretion of the department head and the Director of Human Resources. Such leaves are subject to the need of the department, the ability to replace the staff member on a temporary basis and the overall impact on the operation of the department.
The timing and duration of the leave is determined by mutual agreement between the staff member and her/his supervisor but not to exceed one (1) year (including any leave authorized under the Family and Medical Leave Act). Salary is not continued but the employee may continue participation in group insurance programs with the payment of the employee share of the premium. All applicable paid vacation time and/or sick time must be used before taking any unpaid time.
If the leave is for serious health condition, certification as required by the Family and Medical Leave Act for serious health conditions applies.
Extended leaves of absence may be granted to the faculty/staff member with three possible stipulations upon the end of the leave: guarantee of the same job, guarantee of a similar job, or no guarantee of a job. This will be determined at the time the leave is granted.
Failure to return to work at the end of an approved leave of absence is considered a voluntary resignation.
Leaves of Absence Without Pay
A leave of absence without pay may be granted for other reasons such as education or travel.
Requests for leaves without pay must be submitted in writing to your immediate supervisor. The Director or Associate Director of Human Resources will review the request. Leaves of absence without pay are normally limited to ninety (90) days or less. Failure to return to work at the conclusion of an initial leave of absence without pay is interpreted as a voluntary resignation. Under no condition will combined sick leave, vacation, FMLA, Extended Personal & Family Medical leaves and leaves of absences without pay, exceed one (1) year.
All accumulated vacation time must be taken before a leave without pay is granted. No holiday pay is given for holidays falling within leave time. Vacation days or sick leave do not accrue during such leaves.
Each employee is advised to check with the Office of Human Resources for continuation of insured staff benefit programs prior to going on leave.
Leaves of absence without pay may be granted to the staff member with three possible stipulations upon the end of the leave: guarantee of the same job, guarantee of a similar job, or no guarantee of a job. This will be determined at the time the leave is granted.
Leave Donation Program
On the unfortunate occasion when a leave of absence, such as personal illness or illness of a parent, spouse or child, results in an employee being absent from work for a prolonged period of time, University policies outline procedures for the use of applicable paid time off and leaves of absence without pay.
In the event that an employee exhausts all applicable paid time off and after a leave from work that exceeds 5 workdays, an employee can make a request for leave days through this donation program. Support staff can donate vacation or sick days. Administrative staff can only donate vacation days. Only full-time and part-time support staff is eligible to receive a benefit under this program. This program does not apply to leaves of absence due to work-related injuries or illnesses.
This policy will be administered in the following way:
- An employee makes a request for consideration under this program by completing a Leave Donation Program Request Form.
- A Human Resources representative will inform the community that a triggering event has occurred and ask if any employees are interested in donating accumulated vacation or sick time to the employee in need. The absent employee's name and nature of the serious illness will be kept confidential.
- Employees may donate a 1/2 day or a maximum of one day of accumulated vacation or sick time per occurrence. The donating employee will complete a Leave Donor Form to authorize the donation of their vacation or sick leave. The donation is made to a specific person, not to a 'bank' for employees to draw on. Excess days (donated days not used) will be credited back to donors.
- The total number of donated vacation days an individual can receive per occurrence shall not exceed 30.
- Medical leave due to pregnancy is included in the donation policy.
- All employees making a donation will remain anonymous to avoid a sense of peer pressure in making a donation.
- The Human Resources Office will be responsible for tracking how many leave days have been donated to and used by the absent employee.
The receiving employee shall complete his/her time sheet and mark vacation to use the donated days.
If any employee is absent from work without prior notification for three (3) days or more and, if in the opinion of the supervisor and the Director or Associate Director of Human Resources, the explanation for the absence is not satisfactory, the employee may be dismissed without further notice.
Absences for any reason must be reported to the Office of Human Resources by the end of the pay period in which the absence occurred. This applies to exempt as well as non-exempt support staff.