Leave of Absence
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Rollins recognizes that during an employee's career circumstances may arise which require an absence from work.  As a recognized family-friendly employer, Rollins offers many different types of leaves of absence to help accommodate needs of our employees. The eligibility requirements, benefits and compensation available differ and requires the approval of the requesting employee's department.  These leaves include:

Family and Medical Leave (FMLA)

Faculty Parental Leave for Childbirth or Adoption

Bereavement Leave

Faculty Scholarship Leave

Jury Duty Leave

Military Duty Leave

Paid Time Off (Exempt & Non-Exempt Staff)

Short-Term Disability (Salary Continuation)

Personal Leave

Domestic Violence Leave

Staff Parental Leave for Childbirth or Adoption



Family and Medical Leave (FMLA)

Under the Family and Medical Leave Act of 1993 (FMLA), eligible employee can take up to twelve (12) weeks for the FMLA circumstances (1) through (5) below under this policy during any twelve (12) month period or up to twenty-six (26) weeks for the FMLA circumstance (6) below during a single twelve (12) month period. 

To qualify to take family or medical leave under this policy, employees must meet all of the following conditions:

Employees must have worked for the College for at least twelve (12) months (cumulative). Separate periods of employment will be counted, provided that the break in service does not exceed seven (7) years. Separate periods of employment will be counted if the break in service exceeds seven (7) years due to National Guard or Reserve military service obligations or when there is a written agreement stating the College’s intention to rehire the employee after the service break. For eligibility purposes, an employee will be considered to have been employed for an entire week even if the employee was on the payroll for only part of a week or if the employee is on leave during the week. 

The employee must have worked at least 1,250 hours during the twelve (12) month period immediately before the date when the leave is requested to commence. The principles established under the Fair Labor Standards Act (FLSA) determine the number of hours worked by an employee. The FLSA does not include time spent on paid or unpaid leave as hours worked. Consequently, these hours of leave are not counted in determining the 1,250 hours eligibility test for an employee under FMLA.

To qualify as FMLA leave under this policy, the employee must be taking leave for one of the six (6) reasons listed below:

  1. The birth of a child and in order to care for that child.

  2. The placement of a child for adoption or foster care and to care for the newly placed child.

  3. To care for a spouse, child or parent with a serious health condition.

  4. The serious health condition of the employee.

  5. Qualifying exigency leave for families of members of the National Guard and Reserves when the covered military member is on active duty or called to active duty in support of a contingency operation.  

  6. Military caregiver leave (also known as covered service member leave) to care for an ill or injured service member.

All employees requesting FMLA leave must provide verbal or written notice of the need for the leave to the Human Resources Department. Within five (5) business days after the employee has provided this notice, the Human Resources Department will complete and provide the employee with the DOL Notice of Eligibility and Right & Responsibilities Form.  When the need for the leave is foreseeable, the employee must provide the College with at least thirty (30) days' notice. When an employee becomes aware of a need for FMLA leave less than thirty (30) days in advance, the employee must provide notice of the need for the leave either the same day or the next business day. When the need for FMLA leave is not foreseeable, the employee must comply with the College’s usual and customary notice and procedural requirements for requesting leave, absent unusual circumstances.

Please note that the Human Resources Department will review each case on an individual basis to determine if the leave of absence qualifies for job protection under the Family and Medical Leave Act (FMLA).  Please contact Jennifer Addleman to discuss eligibility status.  For additional information about FMLA, please see Policy 500.65

As part of the Department of Labor’s continuing effort to spread the word about the FMLA and make the FMLA more accessible, please click here to view the Employee Guide to the FMLA.  This is a 16-page, plain language booklet designed to answer common FMLA questions and clarify who can take FMLA leave and what protections the FMLA provides.

Bereavement Leave

Employees who are scheduled to work at least 1,000 hours and who have completed their probationary period may be given time off of up to three (3) days in-state and five (5) days out-of-state without loss of pay to make arrangements for, or to attend the funeral of a family member.

For additional information about Bereavement Leave, please see Policy 500.10

Jury Duty Leave

Employees who are scheduled to work at least 1,000 hours annually may take time off with pay when called to serve on a jury or subpoenaed as a witness.  Employees who are called to serve as jurors or subpoenaed as witnesses shall request time off well in advance of the event. The employee must attach a copy of the summons or subpoena to the request.  Employees will continue their salary during such times that they are called to serve as a juror or witness. Employees may keep the Jury Duty Pay for the first week of serving. If the case goes beyond one week, Jury Duty Pay is to be given to the

College to cover the salary expended by the College.

For additional information about Jury Duty Leave, please see Policy 500.30

Paid Time Off (Exempt & Non-Exempt Staff)

The College maintains a Paid Time Off (PTO) Program for the purpose of providing staff with the opportunity to take time away from work without loss of compensation. The PTO Program is an inclusive time off program intended for use in connection with vacations, short-term illnesses of five (5) days or less, personal business, family care, and other needs which may require time off from work. Eligible staff members accrue PTO hours each pay period based on their job classification, appointment effort and years of service in accordance with an accrual schedule listed below:

Years of Service

(37.5 Hrs/Week)

Biweekly Accrual

(1950 Hrs/Year)

Annual Accrual

(40 Hrs/Week)

Biweekly Accrual

(2080 Hrs/Year)

Annual Accrual

0-4 Years

4.33 hrs

112.5 hrs

4.62 hrs

120.0 hrs

5 - 9 years

5.77 hrs

150.0 hrs

6.15 hrs

160.0 hrs

10 + years

7.21 hrs

187.5 hrs

7.69 hrs

200.0 hrs

For additional information about Paid Time Off (PTO), please see Policy 500.50.

Personal Leave

Employees who are scheduled to work at least 1,000 hours annually and have completed one (1) year of service in the year preceding the leave measured from the date the leave commences are eligible for leave without pay where it is deemed by the College to be in the best interests of both the College and the employee.

Please note that the Human Resources Department will review each case on an individual basis to determine if the leave of absence qualifies for job protection under the Family and Medical Leave Act (FMLA).  Please contact Jennifer Addleman to discuss eligibility status.  For additional information about Personal Leave, please see Policy 500.72.

Staff Parental Leave for Childbirth or Adoption

The College is committed to supporting staff members by providing them with clear and reasonable options for balancing their professional and parental responsibilities.  Paid Parental Leave will be provided for up to six (6) consecutive weeks immediately following the birth or adoption of a child. In cases of adoption, the paid leave benefit commences immediately upon receiving the child into the home.

Please note that the Human Resources Department will review each case on an individual basis to determine if the leave of absence qualifies for job protection under the Family and Medical Leave Act (FMLA).  Please contact Jennifer Addleman to discuss eligibility status.  For additional information about Staff Parental Leave for Childbirth or Adoption, please see Policy 500.69.

Faculty Parental Leave for Childbirth or Adoption

The College is committed to supporting faculty members by providing them with clear and reasonable options for balancing their professional and parental responsibilities. A primary goal of the parental leave policy is to allow both the faculty member and the College the opportunity to maintain the integrity of the classroom and avoid placing undue burden on the individual or department. The College recognizes that no policy can anticipate all eventualities; therefore, the policy leaves room for faculty members, departments and the Provost/Dean of the Faculty to tailor certain aspects of parental leaves to accommodate individual situations.  Paid Parental Leave will be provided for up to six (6) consecutive weeks immediately following the birth or adoption of a child. In cases of adoption, the paid leave benefit commences immediately upon receiving the child into the home.

Please note that the Human Resources Department will review each case on an individual basis to determine if the leave of absence qualifies for job protection under the Family and Medical Leave Act (FMLA).  Please contact Jennifer Addleman to discuss eligibility status.  For additional information about Faculty Parental Leave for Childbirth or Adoption, please see Policy 500.68.

Faculty Scholarship Leave

Faculty Scholarship Leaves may be granted to faculty members to permit acceptance of prestigious scholarships, grants, fellowships, sponsored research projects, public service appointments or other scholarly engagements that will enhance the professional effectiveness of the individual.  Faculty Scholarship Leave is taken on a non-pay status unless pay is provided through the scholarship activity.

For additional information about Faculty Scholarship Leave, please see Policy 500.73.

Military Duty Leave

Any employee of the College who has completed one (1) day of regular employment and who is drafted for military service or who volunteers for service in any branch of the Armed Forces of the United States, shall, upon completion of such service, be reinstated to employment with the College in accordance with the applicable laws regulating such matters.  Military leave is taken in a non-pay status.

For additional information about Military Duty Leave, please see Policy 500.40.

Short-Term Disability (Salary Continuation) 

Rollins College Policy 300.39 Rollins College Policy 300.39

The College provides income protection to eligible employees during periods of prolonged incapacity that is not work-related.  All regular full-time (1462 hours per year and above) employees who have completed at least ninety (90) days of employment prior to an absence covered by this policy are eligible for Salary Continuation.  If the incapacity qualifies for coverage under the Family Medical Leave (FMLA), Salary Continuation will run concurrently with the leave time allotted under FMLA.  After an employee has been out of work for five (5) consecutive work days, the College will then continue the employees salary based on the following schedule:


Exempt/ Non-Exempt Staff

Faculty

1st - 5th day

PTO at 100% of Salary Base Salary

Salary Continuation at 100% of Base Salary

6th - 90th day

Salary Continuation at 100% of Base Salary

Salary Continuation at 100% of Base Salary

91st - 180th day

Salary Continuation at 66 2/3% of Base Salary

Salary Continuation at 66 2/3% of Base Salary

181st day

Refer to Long Term Disability Policy (300.40)

Refer to Long Term Disability Policy (300.40)

Please note that the Human Resources Department will review each case on an individual basis to determine if the leave of absence qualifies for job protection under the Family and Medical Leave Act (FMLA).  Please contact Jennifer Addleman to discuss eligibility status.  For additional information about Short-Term Disability (Salary Continuation) Leave, please see Policy 300.39.

Domestic Violence Leave

The College seeks to create a safe and supportive work environment in which employees feel comfortable seeking workplace assistance for domestic violence concerns.  The College is committed to working with employees who are victims of domestic violence to prevent abuse and harassment from occurring in the workplace and to reduce its impact on employee well-being and productivity.  Employees may be granted up to three (3) days of unpaid leave in any twelve (12) month period if the employee or a family or household member of an employee is the victim of domestic violence. 

For additional information about Domestic Violence Leave, please see Policy 500.75.

 

For More Information:

David Zajchowski
Human Resources Manager
dzajchowski@rollins.edu
407.646.2105

 

Jennifer Addleman
Benefits Administrator
jaddleman@rollins.edu
407.975.6453