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Shared Sick Leave Program Policy Unclassified Employees

Shared Sick Leave Program Policy Unclassified Employees

Authority: 
Business Affairs
Date enacted or revised: 
April 2, 2007
PURPOSE:

To manage a Shared Sick Leave program whereby faculty and unclassified staff donate
sick leave to a pool for the purpose of assisting other faculty and unclassified staff who,
through no fault of their own, have insufficient sick leave to cover their absence from work
due to their own serious health condition.

DEFINITIONS:

Leave Pool Manager- a designated employee in Payroll will serve as Leave Pool Manager and
have the responsibility of managing and reporting donations and transfers for appropriate credit to
leave balances for payroll purposes.
Licensed Medical Service Provider (LMSP)-a practitioner, as defined in the Louisiana State
Licensing Law (relative to that LMSP's field of service), who is practicing within the scope of his or
her license. This is to include licensed Physicians (a doctor of medicine) or MD, Doctor of
Osteopathy or DO, or licensed Chiropractors, Counselors, or Therapists as recognized and
licensed by appropriate State boards or authorities.

Serious Health Condition-As defined by the Family and Medical Leave Act is an illness,
impairment, physical or mental condition, or injury caused by a serious accident on or off the job,
that involves:

1. Any period of incapacity or treatment in connection with or consequent to inpatient care
(i.e. an overnight stay) in a hospital, hospice, or residential medical care facility; or
2. Any period of incapacity requiring absence from work, school, or other regular activities of
more than three calendar days, that also involves continuing treatment by or under the
supervision of a Licensed Medical Service Provider; or
3. Continuing treatment by or under the supervision of a Licensed Medical Service Provider
for a chronic or long-term health condition that is incurable or so serious that, if not
treated, would likely result in a period of incapacity of more than three calendar days.

Shared Sick Leave Pool-A program authorized by the University of Louisiana System, Policy
Number FS-III.XXII.-1 by which faculty and non-classified staff can donate sick leave into a
shared pool to be used by fellow faculty and non-classified staff who are suffering from a serious
health condition which has caused or is likely to cause the employee to take leave without pay or
terminate employment.

Shared Sick Leave Committee-a review committee comprised of five unclassified or faculty
employees appointed by the president to recommend approval/disapproval of requests for leave
from the Shared Sick Leave Pool.

ELIGIBILITY REQUIREMENTS:

An employee shall meet all of the below requirements in order to be eligible to request sick leave
from the Shared Sick Leave Pool:

1. be a full-time faculty or non-classified staff member who is eligible to earn sick leave; and
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2. have completed at least: (a) one academic year of service with the university if employed
on an academic basis, or (b) one fiscal year of service with the university if employed on
a 12-month basis; and
3. have made a contribution of at least one day (8) hours to the shared sick leave pool as a
pre-requisite to applying to use leave from the pool; and
4. have exhausted all available leave before requesting sick leave from the pool.

DONATION PROCEDURES:

Contributions to the Shared Sick Leave Pool are strictly voluntary. No employee shall be coerced
or pressured to make contributions to the Shared Sick Leave Pool. An employee donating to the
Shared Sick Leave Pool may not designate a particular employee to receive donated leave.
Donations are accumulated in the pool on a calendar basis. Donations are awarded on a firstcome,
first-serve basis to eligible employees. If donations are to continue, they must be renewed.
Donations are limited to the following terms:

1. Participants shall retain three days (24 hours) of sick leave at all times for personal use;
and
2. Employees shall not be permitted to donate to the program if they have less than three
days (24 hours) of sick leave to their credit; and
3. Participants will be limited to a donation of no more than two days (16 hours) of sick leave every three years;

The employee must complete the Donation to Shared Sick Leave Pool form and submit to Human
Resources. The Leave Pool Manager will adjust all leave records accordingly before the next
scheduled pay cycle.

REQUEST PROCEDURES:

An eligible employee may request sick leave from the Shared Sick Leave Pool by submitting a
letter with appropriate documentation from a Licensed Medical Service Provider to the Director of
Human Resources. The Director of Human Resources will review to ensure that the employee is
eligible for Shared Sick Leave. All requests for Shared Sick Leave are treated as confidential and
will be submitted to the Shared Sick Leave Committee marked as confidential.

Each request shall be date stamped with the time and day upon receipt by the Director of Human
Resources, and handled on a first-come, first-serve basis. The request should be submitted at
least ten (10) days before the crisis leave is needed, when possible.

The Director of Human Resources will immediately call for a meeting with the Crisis Leave
Committee to review the request.

The Crisis Leave Committee will review the request and either approve all or part of the leave
request, or deny the request. The Director of Human Resources will issue an approval or denial
in writing to the employee.

The committee's decision to approve or deny the Shared Sick Leave request is final and
not subject to appeal.

LIMITATIONS ON SHARED SICK LEAVE USE:

The Shared Sick Leave Committee will determine the amount of sick leave granted for each
serious health condition. The amount of leave granted will generally reflect the recommendations
of a Licensed Medical Service Provider subject to the following limitations:

1. a maximum of twenty-two days (176 hours) may be requested by an employee in one
calendar year and a maximum of 100 days per employee during employment career;
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2. employees receiving workers compensation or long-term disability payments from an
insurance policy are not eligible to participate;
3. this policy shall not create a legal entitlement. If the university chooses to end its shared
sick leave pool program, any accrued leave would either be returned to active
employees on a pro rata basis or would continue to be used through the bank until
depleted.

Shared sick leave can only be used on a continous basis.  It is not to be used on a n intermittent basis.

CHANGE IN STATUS AFFECTING CRISIS LEAVE:

Shared sick leave should only be used for the purpose for which it was originally requested. If
any change in the nature or severity of the Serious Health Condition occurs, or any other factor
on which the approval was based, the employee must provide documentation describing the
change to the Director of Human Resources for review. The employee may request an extension
of a previously approved request; however, extensions are not automatic and documentation to
justify the extension must be provided at the time of request.

The use of Shared Sick Leave that is not in accordance with the procedures and requirements
outlined in this policy may constitute payroll fraud and will be dealt with accordingly.

COMPENSATION AND BENEFITS:

Shared Sick Leave will be awarded hour for hour regardless of the giving or receiving employee's
rate of pay.

An employee being paid from Shared Sick Leave will be considered in pay status and will
continue to receive benefits as appropriate.

An employee being paid from Shared Sick Leave will not accrue any type of leave for that period
of time. All leave balances will be adjusted by the Leave Pool Manager accordingly.