DEC(LOCAL) - COMPENSATION AND BENEFITS: LEAVES AND ABSENCES

Definitions

Family

The term "immediate family" is defined as:

Spouse.

Son or daughter, including a biological, adopted, or foster child, a son- or daughter-in-law, a stepchild, a legal ward, or a child for whom the employee stands in loco parentis.

Parent, stepparent, parent-in-law, or other individual who stands in loco parentis to the employee.

Sibling, stepsibling, and sibling-in-law.

Grandparent and grandchild.

For purposes of the Family and Medical Leave Act (FMLA), the definitions of spouse, parent, son or daughter, and next of kin are found in DECA(LEGAL).

Family Emergency

The term "family emergency" shall be limited to disasters and life-threatening situations involving the employee or a member of the employee's immediate family.

Leave Day

A "leave day" for purposes of accumulation, use, or recording of leave shall mean the number of hours per day equivalent to the employee's usual work assignment, whether full time or part time.

Availability

The District shall make state personal leave and local leave for the current year available for use at the beginning of the school year.

Earning Local Leave

An employee shall not earn any local leave when he or she is in unpaid status. An employee using full or proportionate paid leave shall be considered to be in paid status.

Deductions

Leave Without Pay

The District shall not approve paid leave for more leave days than have been accumulated in prior years plus leave currently available. Any unapproved absences or absences beyond accumulated and available paid leave shall result in deductions from the employee's pay.

Leave Proration

Employed for Less Than Full Year

If an employee separates from employment with the District before his or her last duty day of the year, or begins employment after the first duty day, state personal leave and local leave shall be prorated based on the actual time employed.

If an employee separates from employment before the last duty day of the school year, the employee's final paycheck shall be reduced for:

State personal leave the employee used beyond his or her pro rata entitlement for the school year; and

Local leave the employee used but had not earned as of the date of separation.

Employed for Full Year

If an employee uses more local leave than he or she earned and remains employed with the District through his or her last duty day, the District shall deduct the cost of the excess leave days from the employee's pay in accordance with administrative regulations.

Recording

Leave shall be recorded as follows:

Leave shall be recorded in half-day increments for all employees.

If the employee is taking intermittent FMLA leave, leave shall be recorded in one-hour increments.

If the employee chooses to offset leave against workers' compensation benefits, leave shall be recorded in the amount used.

Order of Use

Earned compensatory time shall be used before any available paid state and local leave. [See DEAB]

Unless an employee requests a different order, available paid state and local leave shall be used in the following order, as applicable:

Local leave.

State sick leave accumulated before the 1995–96 school year.

State personal leave.

Use of sick leave bank days shall be permitted only after exhaustion of all available compensatory time and all paid leave, including, but not limited to, state leave, local leave, and unpaid vacation time, if applicable.

Concurrent Use of Leave

When an absent employee is eligible for FMLA leave, the District shall designate the absence as FMLA leave.

The District shall require the employee to use temporary disability leave and paid leave, including compensatory time, concurrently with FMLA leave.

An employee receiving workers' compensation income benefits may be eligible for paid or unpaid leave. An absence due to a work-related injury or illness shall be designated as FMLA leave, temporary disability leave, and/or assault leave, as applicable.

Medical Certification

An employee shall submit medical certification of the need for leave if:

The employee is absent more than five consecutive workdays because of personal illness or illness in the immediate family;

The District requires medical certification due to a questionable pattern of absences or when deemed necessary by the supervisor or Superintendent;

The employee requests FMLA leave for the employee's serious health condition or that of a spouse, parent, or child; or

The employee requests FMLA leave for military caregiver purposes.

In each case, medical certification shall be made by a health-care provider as defined by the FMLA. [See DECA(LEGAL)]

Note: For District contribution to employee insurance during leave, see CRD(LOCAL).

State Personal Leave

The Board requires employees to differentiate the manner in which state personal leave is used:

Non-Discretionary Use

Non-discretionary use of leave shall be for the same reasons and in the same manner as state sick leave accumulated before May 30, 1995. [See DEC(LEGAL)]

Discretionary Use

Discretionary use of leave is at the individual employee's discretion, subject to limitations set out below.

Limitations

Request for Leave

The employee shall submit a written request for discretionary use of state personal leave to the immediate supervisor or designee in advance in accordance with administrative regulations. In deciding whether to approve or deny state personal leave, the supervisor or designee shall not seek or consider the reasons for which an employee requests to use leave. The supervisor or designee shall, however, consider the effect of the employee's absence on the educational program or District operations, as well as the availability of substitutes.

Duration of Leave

Discretionary use of state personal leave shall not exceed five workdays.

Local Leave

All eligible employees shall earn five paid local leave days per school year in accordance with administrative regulations. Student helpers, substitutes, and temporary employees shall not be eligible.

Local leave shall accumulate to a maximum of 30 leave days.

Local leave shall be used according to the terms and conditions of state sick leave accumulated before the 1995–96 school year, except that an employee may contribute local leave to a sick leave bank. [See DEC(LEGAL)]

Sick Leave Bank

The District shall establish a sick leave bank that employees may join through contribution of local leave.

The District shall allow leave to be granted from the sick leave bank only if an employee or a member of the employee's immediate family experiences a medical condition that necessitates a prolonged period of absence from duty, resulting in exhaustion of all available paid leave (apart from the sick leave bank) and a substantial loss of income.

If the employee is unable to request leave from the sick leave bank, a member of the employee's family or the employee's supervisor may submit the request.

The Superintendent or the assistant superintendent/chief human resources officer shall develop regulations for the operation of the sick leave bank that address the following:

Membership in the sick leave bank, including the number of days an employee must contribute to become a member;

Procedures to request leave from the sick leave bank;

The maximum number of days per school year a member employee may receive from the sick leave bank;

The committee or administrator authorized to consider requests for leave from the sick leave bank and criteria for granting requests; and

Other procedures deemed necessary for the operation of the sick leave bank.

Appeal

A member of the bank may appeal the decision of the committee or administrator in accordance with DGBA(LOCAL).

Retiree Contributions

An employee who resigns from the District and retires through the Teacher Retirement System of Texas (TRS) shall be permitted to contribute up to five unused local leave days to the sick leave bank upon separation. The employee need not be a member of the sick leave bank to make such a voluntary contribution. Leave contributions made upon separation for the purpose of retirement shall be included in the general balance of leave days in the sick leave bank; the retiree shall not be permitted to designate the recipient of the leave days contributed.

Family and Medical Leave

Twelve-Month Period

For purposes of an employee's entitlement to FMLA leave, the 12-month period shall be July 1 through June 30.

Combined Leave for Spouses

If both spouses are employed by the District, the District shall limit FMLA leave for the birth, adoption, or placement of a child, or to care for a parent with a serious health condition, to a combined total of 12 weeks. The District shall limit military caregiver leave to a combined total of 26 weeks. [See DECA(LEGAL)]

Intermittent or Reduced Schedule Leave

The District shall permit use of intermittent or reduced schedule FMLA leave for the care of a newborn child or for the adoption or placement of a child with the employee. [See DECA(LEGAL) for use of intermittent or reduced schedule leave due to a medical necessity.]

Certification of Leave

If an employee requests leave, the employee shall provide certification, as required by FMLA regulations, of the need for leave. [See DECA(LEGAL)]

Fitness-for-Duty Certification

If an employee takes FMLA leave due to the employee's own serious health condition, the employee shall provide, before resuming work, a fitness-for-duty certification. If the District will require certification of the employee's ability to perform essential job functions, the District shall provide a list of essential job functions to the employee with the FMLA designation notice.

End of Semester Leave

If a teacher takes leave near the end of the semester, the District may require the teacher to continue leave until the end of the semester. [See DECA(LEGAL), LEAVE AT THE END OF A SEMESTER]

Failure to Return

If, at the expiration of FMLA leave, the employee is able to return to work but chooses not to do so, the District may require reimbursement of premiums paid by the District during the leave. [See DECA(LEGAL), RECOVERY OF BENEFIT COST]

Temporary Disability Leave

Any full-time employee shall be eligible for temporary disability leave. The maximum length of temporary disability leave shall be 180 calendar days. [See DBB(LOCAL) for temporary disability leave placement and DEC(LEGAL) for return to active duty.]

An employee's notification of need for extended absence due to the employee's own medical condition shall be forwarded to the Superintendent or the human resources department as a request for temporary disability leave.

Workers' Compensation

Note: Workers' compensation is not a form of leave. The workers' compensation law does not require the continuation of the District's contribution to health insurance. [See CRD(LOCAL) regarding payment of insurance contribution during employee absences.]

An absence due to a work-related injury or illness shall be designated as FMLA leave, temporary disability leave, and/or assault leave, as applicable.

Paid Leave Offset

An employee eligible for workers' compensation income benefits, and not on assault leave, may elect in writing to use available partial-day increments of paid leave to make up the difference between the employee's income benefits and the pre-injury wage. [See CRE]

Court Appearances

Absences due to compliance with a valid subpoena or for jury duty shall be fully compensated by the District and shall not be deducted from the employee's pay or leave balance.

Absences for court appearances related to an employee's personal business shall be deducted from the employee's personal leave or, at the option of the employee, shall be taken by the employee as leave without pay.

Leave for Unusual Circumstances

The Superintendent or the assistant superintendent/chief human resources officer, in consultation with a principal or department head, may grant an employee a temporary unpaid leave for unusual circumstances. In making leave decisions, the District shall not indicate any preference, limitation, condition, or discrimination based on race, color, national origin, religion, sex, age, disability, pregnancy, or workers' compensation status. The maximum length of an unpaid leave for unusual circumstances shall not exceed 180 calendar days within a 12-month period.

McKinney ISD

DEC(LOCAL)-X

LDU 2017.04

DATE ISSUED: 9/6/2017