POLICY AND PROCEDURE Shared Sick Leave Pool November 2008

Leave Pool Committee Members Sue Aysen, John Ford, Rodney Hodges, James Irwin, Stacey Latka, Kay Legendre, Mike Naquin, Ali Tabor, Stacey Nichols Process of developing policy: Reviewed policies at LA universities as well as the Board of Supervisors and Civil Service Rules. Discussed process with universities currently using policy Committee worked through several drafts to reach final policies: The Crisis Leave Pool The Shared Sick Leave Pool

Approval Process Approval sought and received by: Unclassified Advisory Council Classified Advisory Committee Faculty Senate President’s Executive Council President’s Cabinet University of Louisiana System (Sick Leave Pool) Civil Service Commission (Crisis Leave Pool)

SHARED SICK LEAVE POOL Policy Overview designed to assist faculty members or unclassified staff members who are suffering from their own serious health condition and have insufficient accrued leave to cover it consists of leave hours donated and used, and the intent is to assist an employee’s return to the workplace-not substitute for worker’s comp or a long-term disability insurance policy.

Donating to the Shared Sick Leave Pool Participants shall retain 3 sick days (24 hours) at all times for personal use. Minimum donation is 1 day (8 hours). No employee can contribute more than 2 days (16 hours) of sick leave every three years. Donations to the shared sick leave pool are irrevocable.

Donating to the Shared Sick Leave Pool, continued Donations will be made to the pool, not to an individual employee. Sick leave only can be donated; annual or comp time donations are not allowed. The employee must have completed at least one academic year of service if employed on an academic year basis (9-month), one fiscal year of service if employed on a fiscal year basis (12-month), to participate.

Applying for Shared Sick Leave Leave used from the pool does not have to be paid back. Number of hours that can be drawn from the pool limited to: - 22 days (176 hours) per fiscal year days (800 hours) total participation Days/hours shall be transferred from the pool as they are used.

Applying for Shared Sick Leave, continued Unclassified staff may draw from only one pool per fiscal year. Forward completed Application for Use of Leave Pool Hours and supporting documentation to the Director of Human Resources.

Eligibility Suffering from own serious health condition that is not occupationally related (and not receiving worker’s comp or long-term disability benefits) Must be a full-time faculty member or unclassified staff member who is eligible to earn sick leave. Must have completed at least: -one year of service with the University if employed on an academic year (9/10 mo.) basis. -one calendar year of service with the institution if employed on a fiscal year (12 mo.) basis.

Eligibility, continued Must have exhausted all accrued leave (annual, sick, comp) before requesting from the Shared Sick Leave Pool. Must provide appropriate documentation from a LMSP. Unclassified employees may draw from only one of the pools (Crisis or Shared Sick Leave) per fiscal year. Must have made a contribution to the pool of at least (1) day (8 hours) to draw from the Shared Sick Leave Pool.

Crisis Leave Request Review A Review Committee will be established consisting of two classified employees, two unclassified employees, two faculty members, the Director of Human Resources, and the Payroll Supervisor (ex- officio). The Committee will act to support the administration of the Program, review the pool, and when not otherwise specified in written policy, may recommend operational guidelines and procedures for the Program.

Conclusion Thank you, committee members, for your service to the University. The leave pools can work only if positive enforcement is present. The review committee will be charged with a serious task; frivolous applications will not be approved. Only catastrophic and dire situations will be considered. General drives for leave contributions will be conducted periodically. Nicholls is a giving community, and we believe this cause will be no different. You may have to consider that someday a dear friend, a co-worker, or even yourself may in need of leave to carry them/you through. Your contributions to the pool are much appreciated.