Leaves

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Contents

Leave Definitions

Below are links to some of the leave definitions by employee group.  Please refer to the applicable master agreement or contract form  for more information:

Accruing Paid Leave

All leave entitlements outlined in your contract/applicable master agreement are accrued throughout the contract year. In other words, if the master agreement indicates you are entitled to three personal days and you separate employment mid contract year, you would have only accrued 1.5 of the three personal days. Although leaves are accrued throughout the contract, you shall be permitted to use your annual leave entitlement before the leave is accrued with the understanding that if you separate employment before the contact term expires, you will need to reimburse the District for any overuse of accrued leave(s). If you are hired or employed at the beginning of the contract year, your pay stub shall reflect the full year entitlement of leaves and not the accrued portion. If you are hired after the start of the contract year, your leaves (as reflected on your pay stub) shall reflect your pro-rated leaves beginning with your date of hire through the end of the contract year.

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Requesting Leave

All employees are expected to submit leave requests through Aesop.  For planned absences, the leave request must be submitted as soon as practical once the need for leave is known. Personal leave must be requested at least three days in advance of the scheduled leave except in emergency situations.  For emergency/unplanned absences, the employee is required to submit the leave request prior to 6:30 AM on the day of the absence. Supervisors may require a minimum two week notice for the use of vacation leave. Approval of the scheduling of vacation leave is at the discretion of the supervisor. When possible, employees are expected to schedule planned absences so as to minimally disrupt their work or the school/department in which they work.

  • Click Here for more information about Aesop and how to use this system to request leave, and secure a substitute (if necessary).

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Leave Tracking Guidelines

Beginning with the 2016-17 contract year, all leave entitlements shall be tracked and reported as hours instead of days, rounded to the nearest quarter hour.  This means that carry-over leave days and current year leave entitlements shall be converted into hours according to the Leave Tracking Guidelines.

Leave Record

A record of your personal leave use shall appear on Employee On-line, and shall reflect leave use through the most recent pay cycle (which ends one week prior to the pay date indicated on your check stub). You can also obtain a copy of your leave record through your school’s main office or department office, or on your pay stub. Please remember to view Employee On-line regularly to check for leave availability, and to verify accuracy of the leave report. Since our leave records, as indicated on Employee On-line, are reliant upon data submitted about you from your school to us, please promptly notify our Payroll Office if your leave records do not match ours as errors can happen. If we entered your leave incorrectly we’ll make the necessary adjustment with the subsequent pay run. If our records accurately reflect what the school reported to us, please notify your supervisor. We are unable alter the leave records submitted to us by the school without written authorization from your supervisor.  Click Here for instructions on how to access Employee On-line.

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Leave Overuse

It is also wise to monitor your own leave use in order to avoid possible overuse. Please keep in mind that if you do overuse your leaves, it will be necessary for us to make a payroll deduction commensurate with the overuse. It will also be considered a violation of your contract/master agreement.

Unpaid Leave

If an emergency arises and you need to take unpaid leave, please contact human resources for the proper procedure. Requests for unpaid leave will only be considered in exceptional circumstances with supervisor recommendation. Unpaid leave will usually not be considered until all available and appropriate paid leaves are used, this would include personal days, vacation days, floating holidays, and in some cases family leave and/or sick leave. Evidence to support the need for the request may also be required (e.g. medical certification, copy of the subpoena to appear in court, etc.).

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Vacation Carry Over

Eligible full-time 12-month employees may carry-over the maximum number of vacation days as outlined in their contract/applicable master agreement. Please refer to your contract/applicable master agreement for vacation carry over limitations. This carry-over shall happen automatically up to the limitations outlined. Requests to carry over unused vacation beyond the maximum outlined in your contract/applicable master agreement shall only be considered on an exceptional basis, and shall require a written request from the employee outlining the exceptional circumstances with a recommendation from your supervisor. Said written requests must be submit to the Executive Director of Human Resources no later than June 1st of the corresponding contract year for consideration.

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Professional Leave

Professional Leave may be granted at the sole discretion of the Principal/Director or his/her designee provided the following conditions have been met. The Principal/Director has the right establish additional conditions for approval/consideration:

  1. The professional leave activity must provide a direct benefit to our students, school, district or supervisory union.
  2. The professional leave activity must be directly related to the person’s position within the District, and to one of the following:
    • A school, district, or department goal and/or initiative; or,
    • An individual professional growth need as defined through the supervision and evaluation process
  3. The professional leave activity cannot reasonably be completed or obtained outside of the scheduled work hours/day.
  4. Adequate coverage is available during the professional leave period (e.g., an acceptable substitute can be secured to cover the professional leave).
  5. The individual shall be expected to present, share and/or demonstrate the knowledge or information that was gained with their colleagues, parents, students, and/or supervisor.
  6. The professional leave activity cannot duplicate training or professional development opportunities offered through the school, district, or supervisory union.
  7. The professional leave activity cannot practicably be obtained through a more efficient means.
  8. The professional leave activity is the most comprehensive training available to meet the defined professional development needs.
  9. If the employee is seeking professional leave from a faculty meeting, in-school/in-district professional development or other in-service activity, said employee must demonstrate how the missed learning will be gained, and/or activity will be accomplished.

Typically approval would be received through the submission of the on-line Course Approval system.  Once approved, the employee must enter the Professional Leave request in Aesop.  If approved, this will be treated as paid leave.  Support staff shall be paid for their normal work hours during the approved Professional Leave.

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Maternity/Paternity Leave

Although we do not offer specific maternity/paternity leave benefits, in the event of a birth or adoption of a child, eligible employees may request up to 12 weeks of leave under the Vermont Parental and Family Leave Law (VPFL) and/or the Family Medical Leave Act (FMLA). If eligible for leave under VPFL, in most circumstances employees may use up to 30 days of their available paid leaves – any additional time taken within the 12 weeks of FMLA/VPFL shall be unpaid. For more information about FMLA/VPFL leave, please see below.

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Family Medical Leave Act (“FMLA”)

Vermont Parental and Family Leave Law (“VPFL”)

The Federal Family and Medical Leave Act (“FMLA”) and/or Vermont Parental and Family Leave Law (“VPFL”) requires covered employers to provide up to 12 weeks of unpaid, job-protected leave in any rolling 12-month period to eligible employees for the following reasons:

  • for the birth of an employee’s child and to care for the newborn (leave must conclude within 12 months of birth);
  • for placement of a child with an employee for adoption or foster care (leave must conclude within 12 months of placement);
  • to care for the employee’s spouse or civil union partner, child, step child, ward who lives with the employee, foster child, parent or parent of the employee’s spouse with a serious health condition (certification required); or
  • for an employee’s serious health condition (certification required) which renders the employee unable to work.

The FMLA further provides eligible employees the following military family leave entitlements:

  • Qualifying Exigency Leaveprovides up to 12 weeks of unpaid, job-protected leave in any rolling 12-month period for any qualifying exigency (certification required) arising out of the active duty or call to active duty status of a spouse, son, daughter, or parent; or
  • Military Caregiver Leave – provides up to 26 weeks of unpaid, job-protected leave in a single 12-month period to care for a covered servicemember with a serious injury or illness (certification required).

During the period of approved FMLA/VPFL, the employee’s insurance benefits must be maintained under the same conditions as if s/he continued to work. Upon return from approved FMLA/VPFL, the employee must be reinstated to the same or an equivalent job with the same status, pay, benefits, and terms and conditions of employment, except in the following circumstance: The employee’s job terminated or s/he would have been laid off for reasons unrelated to the leave. A Fitness-for-Duty Certification may be required prior to being restored to employment.

To request FMLA/VPFL leave, employees must submit a completed Employee Request for FMLA/VPFL to Human Resources at least 30 days prior to the begin date of the leave (or within one business day of becoming aware of the need for leave if 30 days is not possible). Once the request is received, Human Resources shall issue the employee an FMLA Notice of Eligibility and Rights, which informs employees of their eligibility under FMLA/VPFL, as well as other rights and responsibilities. Once all requested information is received, Human Resources shall also issue the employee an FMLA Approval and Designation Notice, which informs the employee whether or not the leave will be designated as FMLA/VPFL, and, if so, the amount of leave that will be counted against the employee’s leave entitlement.

Short-term Family Leave: In addition to the leaves outlined above, employees eligible for VPFL are entitled to short-term family leave of up to 4 hours in any 30 day period (but not more than 24 hours in any 12 month period) of unpaid leave. More than 4 hours may be permitted in any 30 day period provided such is consistent with the District’s paid leave policies.   Appropriate paid leaves shall be used concurrently with any unpaid short term family leave under VPFL.   Since CCSU typically provides a more beneficial paid leave package to eligible employees than is required under the short-term family leave provision of the VPFL, this provision typically does not result in additional leave time for employees.

For additional information, qualifications, and limitations, please refer to the following documents:

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Holiday Schedule

Jury Duty

In the event that an employee is called to report for jury duty that conflicts with his/her work schedule, the employee must submit the court’s request to their immediate supervisor upon receiving the initial notice of the need to serve.  Provided the conditions outlined in CCSU policy and/or the applicable collective bargaining agreement are met, the employee shall be compensated for his/her regular work time while serving on jury duty. Said leave shall be reported as Jury Duty leave in Aesop. If the employee receives compensation from the court for jury duty service, s/he shall sign over the check to the employing District as reimbursement for time paid. The check should be forwarded to the Payroll Office located at Central Office. If the employee is released from jury duty before or during his/her scheduled work hours, s/he must report to work to complete the remainder of the work shift (or contact his/her supervisor to see if s/he is required to report to work).

Prior to the jury selection process (i.e., the first day you are required to report to the courthouse) school-year employees shall attempt to defer jury duty service to non-school days.  Payment for jury duty may be contingent upon evidence that the request for deferment has been denied.  Below are template letters that can be used to request deferral from jury duty.  These letters will need to be customized to fit your particular circumstance:

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Military Leave

Religious Leave

Teachers are elgible to request up to two additional personal days for religious purposes. If used, these days must be made up through other professional work. Please refer to the Religious Leave Protocols for process and timeline requirements related to the use of this leave.

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School Closings

In the event of a school closing, early release, or delayed start, please refer to the Compensation and Leave Protocols – School Closings for the appropriate use of paid leaves and related compensation issues.

Witness-Duty

In the event that you are called to serve as a witness in court that inteferes with your work schedule, please refer to the Witness Duty Protocols

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Workers Compensation

In the event of a work-related disability, or absences related to receiving medical treatments as a result of a work related injury/illness, please refer to the Compensation and Leave Protocols.

Related Forms

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