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Policies & Procedures - Other Leave with Pay

THE LANGUAGE USED IN THIS DOCUMENT DOES NOT CREATE AN EMPLOYMENT CONTRACT BETWEEN THE EMPLOYEE AND THE AGENCY. THIS DOCUMENT DOES NOT CREATE ANY CONTRACTUAL RIGHTS OR ENTITLEMENTS. THE AGENCY RESERVES THE RIGHT TO REVISE THE CONTENT OF THIS DOCUMENT, IN WHOLE OR IN PART. NO PROMISES OR ASSURANCES, WHETHER WRITTEN OR ORAL, WHICH ARE CONTRARY TO OR INCONSISTENT WITH THE TERMS OF THIS PARAGRAPH CREATE ANY CONTRACT OF EMPLOYMENT.

Policy:

A. This document sets forth The Citadel policy on other leave (i.e., court, death in immediate family, military, voting, bone marrow donation) for all employees except temporary and student employees, pursuant to regulations of the South Carolina Office of Human Resources.

B. Other leave with pay will be applied in an equitable manner to all employees.

C. Court Leave

  1. Any covered or probationary employee summoned as a member of a jury will be granted administrative leave with pay for the required period of absence. Any jury fees and travel payment will be retained by the employee.
  2. Any covered or probationary employee subpoenaed as a witness to appear in any court or hearing before an administrative body or any governmental entity will be entitled to administrative leave with pay for the required period of absence. If the employee will not receive any personal gain from the outcome of the litigation, the employee may retain any witness fee and payment for travel expenses, except as set forth in I. C. 3 below.
  3. Any covered or probationary employee who must appear in the line of duty to represent a State agency as a witness or defendant will be considered to be on duty. The employee will be reimbursed according to The Citadel regulations for any meals, lodging and travel expenses that may be incurred while serving in this capacity.<
  4. In no case will administrative leave with pay be granted for court attendance when an employee is engaged in personal litigation unless the employee has been sued individually within the scope of his or her employment with The Citadel; however, an employee may be granted annual leave or leave without pay when annual leave is not available. In such cases, the department head must approve the request.
  5. Any day an employee is excused from service on a jury, the employee is expected to return to the job unless the return would cause a hardship due to the employee's work schedule or other reasonable consideration. If the employee fails to return to duty, the time excused from court will be charged to annual leave or sick leave in the case of illness.
  6. Citadel employees in pay status appearing as a witness or in any other official capacity in a grievance review or hearing before a Citadel or State Grievance Committee or other administrative body of government relative to employment with The Citadel is considered to be on duty during the time required for the appearance.

D. Leave for Death in the Immediate Family

  1. Any covered or probationary employee, upon request, will be granted up to three consecutive workdays of other leave with pay on the death of any member of the employee's immediate family. Immediate family is defined in this policy as spouse, parent, grandparent, great-grandparent, brother, sister, child, grandchild and great-grandchild of either the employee or the employee's spouse.
  2. When a death occurs in the employee's immediate family while the employee is on annual or sick leave, leave for death in the family will replace the annual or sick leave taken for up to three consecutive days.
  3. When a death occurs in the employee's immediate family on an official Citadel holiday(s), the employee will be entitled to the holiday and to three consecutive workdays of other leave with pay.

E. Leave for Voting

  1. Citadel employees are given holiday leave on General Election Day in even-numbered years.
  2. Excluding the official holiday for General Election Day, Citadel employees will not be excused from duty to vote; however, if an employee's voting location is of such a distance from the assigned work station as to preclude voting outside of work hours, the employee's department head or authorized supervisor may grant leave with pay up to a maximum of two hours to enable the employee to vote. The time granted will not exceed the time actually required to vote.
  3. An employee may not be granted administrative leave to work at the polls during an election.

F. Military Leave

  1. Leave for Military Training
    • Every employee of The Citadel who is a member of the United States Armed Forces Reserve, including the Coast Guard Reserve and the National Guard, is entitled to leave with pay for a period not exceeding an aggregate of fifteen regularly scheduled work days in any one year during which they may engage in training or any other duties ordered by the Governor, the Department of Armed forces or any department or agency of the United States government having authority to issue lawful orders requiring military service.
    • As used in this section, "in any one year" means either a calendar year or, in case of members required to perform active duty for training or other duties within or on a fiscal year basis, the fiscal year of the National Guard or reserve component issuing the orders.
    • Leave for military training in excess of 15 work days in a designated calendar or fiscal year will be charged against accrued annual leave. If annual leave is not available, the absence will be charged to leave without pay.
  2. Military Leave for Emergency Purposes
    • Military leave for emergency purposes will be granted not to exceed 30 regularly scheduled work days in addition to the 15 work days provided for military training. Emergency military leave will be granted only if a state of emergency is declared and the employee is under military orders from the Governor or the Departments of the Armed Forces. Emergency military leave may not be carried over from one calendar year to another.
    • Emergency military leave in excess of 30 work days, if granted, will be charged against accrued annual leave. If annual leave is not available, the absence will be charged as leave without pay.
  3. Leave for Active Military Duty
    • Active military service for an extended time will not be considered military leave with pay for the purpose of training.
    • State employees, who on or after June 25, 1950, have been or will be commissioned, enlisted or selected for service in the Armed Forces of the United States will be granted leave without pay, beginning with the date of induction and ending 90 calendar days after the date of separation from military service. In no event will a leave without pay be granted for a period longer than five years from the date of entry into the Department of the Armed Forces of the United States.

      An employee serving on extended active military duty is entitled to retain all seniority and efficiency and register rating if any;

      however, time on military leave without pay will not count toward eligibility for merit salary increases.

G. Leave for Blood Drive and Donations

  1. Employees of The Citadel may be permitted to participate in College sponsored volunteer blood drives during work hours without using accrued leave.
  2. Employees who desire to donate blood at a time other than a College arranged volunteer blood drive will be excused from work for an appropriate period of time for the purpose of making the donation and no leave or makeup time will be required.
  3. The department may deny the employee's request if the absence of the employee would create an extraordinary burden on the department. In considering the employee's request, the department will take into consideration such factors as the necessity and type of blood donation and any other factor the department considers appropriate.

Bone Marrow Donors

  1. Covered employees who work an average of twenty hours or more a week and who seek to undergo a medical procedure to donate bone marrow may be granted paid leaves of absence.
  2. Such leave may not exceed forty hours and may require verification by a physician.
  3. If a medical determination finds that the employee does not qualify as a bone marrow donor, the paid leave of absence granted to the employee before that medical determination is not forfeited.

Procedure:

Court Leave

Immediately upon receipt of the summons or subpoena, the employee must inform their department head or authorized supervisor of expected absences related to service as a juror or witness. The employee must request leave by submitting a Leave Slip through their department head or authorized supervisor to the Payroll Office.

B. Leave for Death in the Immediate Family

The employee must request leave by submitting a Leave Slip through their department head or authorized supervisor giving the name of and relationship to the deceased. The Leave Slip must be forwarded to the Payroll Office.

C. Voting Leave

The employee must request leave by submitting a Leave Slip and giving voting location through their department head or authorized supervisor to the Payroll Office.

D. Military Leave

  1. The employee must apply for military leave for training and military leave for emergency purposes, as defined in this section, by completing a Leave Slip and presenting the form along with official orders or appropriate military certification through their department head to the Human Resources Department. The Human Resources Department will forward the Leave Slip to the Payroll Office.
  2. The employee must apply for extended active duty leave in advance through their department head or authorized supervisor to the Human Resources Department and must include a copy of the military orders.

E. Blood Drives and Donations

  1. An employee applying for other leave to donate blood must notify his or her department head or authorized supervisor of the scheduled donation and the amount of time needed for the donation as far in advance as possible. The employee must request leave by submitting a Leave Slip through their department head or authorized supervisor to the Payroll Office.
  2. The department may, as a condition of approving the request, require the employee to provide documentation of the donation.

F. Bone Marrow Donors

Employees requesting leave to participate in a bone marrow donor program must complete and submit a Leave Slip through their department head or authorized supervisor to the Payroll Office.

 

Questions on Other Leave With Pay should be addressed to the Human Resources Department

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