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Time Off

Introduction

Marlboro College recognizes the importance of providing time off for rest and relaxation, to address emergencies, to attend to personal responsibilities or cope with illness or bereavement. This policy identifies the categories, amounts of paid time off available to eligible employees, and provides guidelines for its use. “Paid time off” refers collectively to all types of paid days off, such as vacation, sick, personal, holiday, etc. Supervisors shall strive to ensure that paid time off provides flexibility for staff members to handle emergencies, weather conditions and personal needs. Staff members shall make every effort to request paid time off as far in advance as possible, recognizing that in some circumstances it may be impossible to schedule discretionary time off due to the needs of the department and the College. Both parties should work together in these situations to find the most reasonable compromise between the needs of the individual and the institution.

Eligibility and Calculations

All regular full-time staff members are eligible for paid time off. Staff members working 30 or more hours per week will earn vacation and sick time on a pro-rated basis equal to the ratio of their regularly scheduled hours per week to the full-time equivalent hours. Regular, academic calendar staff members are eligible for vacation and other paid time off pro-rated on the basis of their annual number of months of work. Temporary staff members and part-time staff members scheduled to work less than 30 hours per week are not eligible for paid time off benefits.

Vacation

Taking regular vacations is an important part of work life, providing staff an opportunity to rest, travel, study, or fulfills other personal goals or ambitions. Vacation requires a supervisor’s advance approval. You are strongly encouraged to request vacation time as far in advance as possible. Vacation time may be taken in daily increments of any size, although the College encourages you to take at least one vacation of a full week or more each year and to use available vacation time before reaching the maximum allowed accrual.

The accrual rate increases on your employment anniversary date. New full-time staff members begin to accrue vacation time after two months of regular employment at a rate of one day per month of completed employment to a maximum of ten days during the first year of employment. On the first employment anniversary, for the second year of employment, vacation accrues at a rate of 0.917 days per month or eleven days during the year. On the second employment anniversary (for the third year of employment) and on each anniversary date thereafter, the accrual rate increases by .083 days per month or one day per year until it reaches a maximum level of 1.67 days per month or 20 days per year. The maximum number of vacation days a full-time staff member is allowed to accrue is one times the person’s annual accrual rate (for example, 12 accrued days for a staff member currently accruing 12 days per year). Additional time will accrue after vacation days are used or after the accrual rate increases on an anniversary date. The accrual rates and limits for a full-time staff member are illustrated in the following table. 

 

Year
 
Accrual Rate/Month
Days per year
Maximum Accrual for full-time staff
1 First two months 0    
1 Months 3-12 1.000 10 10
2   0.917 11 11
3   1.000 12 12
4   1.083 13 13
5   1.167 14 14
6   1.250 15 15
7   1.333 16 16
8   1.417 17 17 
9   1.500  18 18 
10   1.583  19 19
11 and more   1.667  20 20 

 

Staff members will retain their years of service for purposes of determining the accrual rate of vacation when they transfer between benefits-eligible positions within the College. Senior staff members accrue vacation consistently at the rate of twenty days per year starting with their first year of employment. Sick time may be used instead of vacation time if a staff becomes ill or injured while on vacation and would be unable to work. Accrued unused vacation time is payable to staff members in good standing upon termination of employment.

Holidays

Marlboro provides eligible employees several paid holidays to celebrate or mark significant landmark days throughout the year. Before the start of the fiscal year, the college publishes and distributes a schedule of staff holidays for the year ahead. Generally, the College recognizes the following holidays (*indicates days coinciding with holidays on the academic calendar):

  • Independence Day (July 4th)
  • Labor Day (First Monday in September)
  • Hendricks Days* (Monday in mid-October, varies based on academic calendar)
  • Thanksgiving and the day after* (Fourth Thursday in November, and day after)
  • Christmas, New Years and the business days in between* (December 25th through January 1st)
  • Martin Luther King Day (Third Monday in January)
  • Presidents’ Day (Third Monday in February)
  • Ragle Day (Friday before Memorial Day)
  • Memorial Day (Last Monday in May)

Non-exempt staff members required to work on certain holidays (for example: to provide ongoing student services, to perform time-sensitive plant operations work, to process payroll, or to interact with the broader community) will receive holiday pay for the holiday as well as pay for all hours worked on the holiday. Only hours worked will count toward overtime calculations. Exempt staff members who must work on a holiday are encouraged to work with their supervisors to arrange for alternative time off. Unused holiday time cannot be saved or accrued. Staff members do not receive holiday pay if a holiday occurs on a day they are not usually scheduled to work.

Sick Time Eligibility

Marlboro College encourages you to stay home when you are sick, for your own sake as well as the health of others. If you are a full-time regular staff member, you earn one sick day per month to a maximum of 12 in a 12-month period, which may be used in increments of full or partial days if you:

  • Are unable to be at work as scheduled because you are ill or injured,
  • Must care for a sick or disabled family member,
  • Attend a medical appointment for yourself or a dependent.

Unused sick time accumulates to a maximum of 40 days. Sick time may not be used as a substitute or supplement for vacation time. Supervisors may request medical documentation of the inability to attend work in cases of frequent or extended use of sick time for medical reasons. Unused sick time is not paid when a staff member’s employment with Marlboro College ends.

Personal Time

Marlboro College offers personal time as paid days off for you to attend to home or community duties. Full-time staff members earn four personal days on their date of hire and on each anniversary of employment date thereafter. Personal time does not accrue; unused personal time from the previous year expires on each anniversary date. Unused personal time is not paid when a staff member’s employment with Marlboro College ends. Your personal time may be used if you are unable to attend work for personal reasons. Some examples of personal time use may include:

  • Attending a non-College Town Meeting or other civic engagements,
  • Staying at home to care for children in the event of an unscheduled school closing or failure in the continuity of childcare services,
  • Observation of a holiday not recognized by the College,
  • Inclement weather.

Inclement Weather

In most circumstances, you are expected to travel to work in inclement weather, particularly if your work responsibilities directly contribute to the overall safety of the College community. Available personal time may be used when you must stay home in the following cases:

  • You deem the roads unsafe between home and work,
  • You must care for children during a school snow day,
  • You rely on public transportation, which is not running due to weather.

If roads or childcare options improve when there is still the possibility of at least a half-day’s work, you are expected to travel to work at that point. Similarly, you may use available personal time to leave work early when there are strong indications the roads in between are or are becoming unsafe. You must communicate with your supervisor of your intent to be absent, tardy or leave early due to inclement weather. No person should be put at unnecessary risk because of his or her employment.

In the rare event that the College must close, the College will announce a delayed start or an early leave, through campus email, notification on the College website or an announcement on the “events hotline” at 802-451-7151. It is the employees’ responsibility to monitor these sources of information. A closure of the College announced by the College administration does not count against personal time.

Bereavement

In the event of the death of a close family member or loved one, bereavement pay is available to staff members meeting the eligibility requirements and according to the calculations in the “Eligibility and Calculations” subsection above. You may take up to five days of paid bereavement leave each year.

Jury and Witness Duty Leave

The College recognizes your civic duty to serve on a jury or as a court witness. Jury and witness duty leave are available to staff members meeting the eligibility requirements and according to the calculations in the “Eligibility and Calculations” subsection above. If you are absent from work because you have been summoned to serve on a jury or have been required by subpoena to appear as a witness, the College will pay the difference between any stipends from the court and your regular pay. You will be required to submit your jury summons and evidence of payment. This benefit does not apply when a staff member appears in court as a plaintiff or defendant. Regardless of whether or not you are eligible for pay for jury or witness duty leave, you must notify your supervisor as soon as possible of any requirement to be absent from work to appear in court. If the court does not require your attendance for a full day or full-time, then you are expected to return to work whenever you are not required to be present in court.

Summer Hours

The College will close five Fridays during the summer. These days will be posted on the Marlboro College website along with the Holiday calendar. In some cases it is highly impractical for a staff member to take the designated summer Friday, the supervisor may offer an alternative equivalent option for the department or staff member. Business travel that takes place on summer Fridays should be discussed with the supervisor. Summer Fridays are not applicable for staff members not regularly scheduled to work on Friday.

Emergency Volunteer Time

There are many emergency volunteer opportunities, and Marlboro encourages your participation. You will be paid up to 15 volunteer hours per year if absent from work to respond to an emergency as a member of an emergency rescue unit such as the Red Cross, a volunteer fire department or any other first response emergency service. You must notify your supervisor and the human resources office upon hire or upon making a commitment to an emergency first response unit, and you may be required to submit evidence in order to qualify for this type of paid time off. Emergency first responders receive 15 hours on their date of hire and on each anniversary date thereafter. Emergency volunteer time does not accrue; unused emergency volunteer time from the previous year expires on each anniversary date. Unused emergency volunteer time is not paid when a staff member’s employment with Marlboro College ends. To assist in department workflow, volunteers should consult with supervisors and arrange for off-hours response time if feasible.

Family Medical Leave Act (FMLA)

All regular employees who have worked for Marlboro College for at least 12 months and at least 1,250 hours during the previous 12 months you are eligible for up to 12 weeks of unpaid leave within a calendar year. This is in accordance with the provisions of the Federal Family and Medical Leave Act of 1993 (FMLA) and the Vermont Parental and Family Leave Law of 1992 or other changes in the law. This leave will be granted:

  • For the birth of a son or daughter and to care for the newborn child (leave for this purpose must conclude within 12 months after the birth);
  • For the placement of a child for adoption or foster care with an employee and to care for the newly placed child (leave for this purpose must conclude within 12 months after the placement);
  • To care for an immediate family member (spouse, child or parent) with a serious health condition as defined below; and
  • When the employee is unable to work because of a serious health condition as defined below.
  • “Any qualifying exigency” arising out of the fact that the spouse, son, daughter or parent of the employee is on active duty or has been notified of an impending call to active duty status, in support of a contingency operation. By the terms of the statute, this provision requires the Secretary of Labor to issue regulations defining “any qualifying exigency.” In the interim, employers are encouraged to provide this type of leave to qualifying employees.

A serious health condition is an illness, injury, impairment or physical or mental condition that involves:

  • Any period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a hospital, hospice or residential medical care facility; or
  • A period of incapacity requiring absence of more than three calendar days from work that also involves continuing treatment by (or under the supervision of) a qualifying health care provider; or
  • Any period of incapacity due to pregnancy or for prenatal care; or
  • Any period of incapacity (or treatment therefore) due to a chronic serious health condition (e.g., asthma, diabetes, epilepsy, etc.); or
  • Any absence to receive multiple treatments (including any period of recovery there from) by, or on referral by, a qualifying health care provider for a condition that likely would result in incapacity of more than three consecutive days if left untreated (e.g., chemotherapy, physical therapy, dialysis, etc.).
  • Military Service: An eligible employee who is the spouse, son, daughter, parent, or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty is entitled to up to 26 weeks of leave in a single 12-month period to care for the service member. This military-caregiver leave is available during “a single 12-month period” during which an eligible employee is entitled to a combined total of 26 weeks of all types of FMLA leave.

Staff members may elect (but are not required) to use up all available paid time off while on leave. Use of paid leave does not extend the overall leave time to which the staff member is entitled. See below for information specific to maternity, paternity or adoption leaves.

During the Vermont and FMLA leave period, Marlboro College will maintain the employee’s health insurance at the regular employee cost. The College reserves the right to seek recovery of health insurance premium payments in the event an employee fails to return to work at the end of the leave. Arrangements for payment of the employee contributions must be made in advance with the senior financial management officer. The College will also maintain and pay for long-term disability income insurance and group term life insurance during the leave period. Marlboro College will require some form of certification necessitating the leave. The College reserves the right to recertification every 30 days.

Parental Leave Policy

General Policy Provisions (Staff | Faculty)

All regular faculty and staff members who qualify for leave under the provisions of the Family Medical Leave Act (FMLA) to give birth to a child, to care for a newborn child, or to receive and/or care for a newly-placed adopted or foster child may also qualify for some of the leave to be paid. Birth mothers who qualify for leave under the provisions of the FMLA may also qualify for the leave associated with childbirth to be paid under the provisions of the College’s short-term disability policy. Paid parental leave must conclude within 12 months after the birth or placement of the child.

To qualify for paid parental leave both faculty and staff members must have been employed by the College for at least 12 consecutive months; faculty members must have a permanent faculty appointment of half-time or more; and staff members must be permanent employees in positions scheduled for 30 or more hours per week, and must have worked at least 1,000 cumulative hours prior to the paid parental leave. In order to receive pay for parental leave employees must submit, to the extent practicable, a written request for parental leave at least 90 calendar days prior to the first prospective day of leave. Faculty members should submit requests for parental leave to the Dean of Faculty, and staff members should direct their requests to their supervisors. Extenuating circumstances that prevent the provision of 90 days’ advanced notice will be reviewed on a case-by-case basis taking into consideration the reasons why notice could not have been given earlier.

 Staff Provisions

Eligible staff members will receive up to four weeks of paid parental leave. Leave for staff members who work less than full time will be prorated on the basis of the employees’ standard work schedule. Staff members have the option of extending their paid parental leave by combining it with other available forms of paid leave allocated to eligible staff members: vacation, personal and sick leave. Specific arrangements for the use of additional paid leave in conjunction with paid parental leave must be established in advance by mutual agreement between staff members and their immediate supervisors. Under the provisions of the FMLA, staff members may also combine unpaid leave with paid parental leave. The total length of a period of parental leave will be subject to the maximum number of days allowed by the FMLA.

 Faculty Provisions

The policy for paid parental leave for the faculty differs from that for staff members in recognition that faculty members do not receive the several forms of paid leave extended to staff members, and in order to minimize disruption to the established academic schedule and to the studies of individual students. Eligible faculty members will receive paid parental leave of one semester’s duration as described below. The semester in which the leave occurs may be either the semester in which a child is born to or placed with the faculty member or the semester immediately following. Faculty members may elect to take their paid parental leave in one of the forms indicated below, all equivalent to ¼ paid time off:

  1. A reduction by ¼ of teaching duties with a continuation of their full salary for the semester. (Typically this will take the form of a course release).
  2. A reduction by ½ of teaching duties while receiving the equivalent of ¾ of their salary through the semester. (Normally, this would be a tutorials-only teaching schedule).
  3. Full leave with no teaching responsibilities with pay equivalent to ¼ of their salary for the semester.

Faculty may also be released from committee responsibilities for up to 12 weeks after the beginning of the leave. Because committee work is not always subject to the same semester-based time constraints as teaching, committee work may be suspended mid-semester. Specific arrangements for paid parental leave for faculty members shall be established in advance of the leave by mutual agreement between individual faculty members and the Dean of Faculty.

Leave of Absence (beyond FMLA)

If you are a staff member who has worked for the College for at least three years, you are eligible to apply for an unpaid leave of absence for a period of up to two years. Leave requests must be submitted in writing at least four months before the requested leave is to begin. Your immediate supervisor may grant the leave with approval of the president, and contingent upon finding an appropriate temporary replacement. The College will make every reasonable effort to find an adequate replacement. If the College cannot find a replacement, the leave of absence may be denied or postponed.

When a staff member is on leave, Marlboro College will continue contributions toward insurance at the regular employer cost. Arrangements for payment of the employee contributions must be made in advance with the senior financial management officer. The College will also maintain and pay for long-term disability income insurance and group term life insurance during the leave period.

Unpaid Leave/Unpaid Time Off

If you are a non-exempt staff member, all your available vacation and personal time must be used prior to taking a day off without pay (unpaid leave or unpaid time off) except where otherwise required by law. When you wish to schedule unpaid time off you must obtain approval from your supervisor and mark this time as unpaid leave on your timecard. A non-exempt staff member who is absent from work and has no paid time off (vacation, personal or sick) available will not be paid for the day and must mark this time as unpaid leave on their timecard. If unscheduled unpaid leave becomes a reoccurring problem and/or causes a disturbance in the productivity of a department or in the staff member’s work, it may be cause for discipline.

If you are an exempt staff member with no available paid time off (vacation, personal or sick), consult your supervisor to make individual arrangements regarding your schedule and pay if you must take a day off. Generally, exempt staff members are not permitted to take a day off without pay; however, if necessary and if possible, an exempt staff member may be able to make up the time missed within the same pay period. This does not apply to an unpaid leave of absence; see subsection “Leave of Absence (beyond FMLA)”.

Detours

(a mostly random selection of Marlboro microdestinations)