4.21 Necessity Leave Policy

I. Policy

A full-time employee will be granted  16 hours of necessity leave each fiscal year. This leave can be used to cover  an emergency not covered by other leave provisions, for other important personal and family needs,  or  for community service obligations, or when the College is closed during winter break.

II. Purpose

The policy is designed to allow an employee to be absent from work for a short time without loss of pay when that absence is absolutely necessary and when no other leave provision (except vacation leave) is applicable. Since it is not practical to predict the emergencies or personal obligations that would constitute a necessity to be absent, and it is not possible to define the needs of a work area that would preclude permission to be absent, the responsible discretion of the employee and the caring judgment of the supervisor must take the place of mandatory rules. The guidelines that follow are stated to establish a common interpretation of the policy and to avoid its misuse.

III. Guidelines

A. Limitations on Applicability: Necessity leave cannot be used in lieu of another type of leave that is applicable to the situation, and it cannot be used to extend or add to sick leave, bereavement leave, or any other type of leave.

B. Family Needs: "Family" means the immediate family as defined in the sick leave policy.

C. Community Service Obligations: "Community service obligations" refers to honoring a commitment to participate in a civic club, community organization, or community-based educational group as a committee member, officer, or volunteer. Participation in political or religious activities is excluded.

D. Winter Break: Non-instructional employees will be required to use vacation, compensatory leave, bonus leave, or necessity leave for the portion of winter break that is not designated as holiday leave.

E. Approval: Necessity leave can be authorized by the immediate administrator. When possible, a request for such leave must be submitted with enough advance notice to give the immediate administrator time to review the request and make arrangements to cover the employee's absence. In the event of a sudden emergency, the employee must notify the immediate administrator (or the Human Resources Department) by telephone as quickly as possible. A written request must then be filed immediately upon the employee's return to work.

F. Documentation: All requests for leave  must be in written form (submitted to the immediate administrator) and must clearly state the reason for the leave. All documentation will be filed by the immediate administrator.

G. Leave Accounting: Necessity leave is a benefit for which any full-time employee is eligible; it is not earned, and it cannot be accrued or banked. Leaves will be recorded through the leave accounting process. Obvious abuse of the privilege by an employee will cause denial of further necessity leave for that employee.

H. Accrual: Necessity leave of 16 hours annually will be awarded July 1 for full-time employees. It can not be accrued or banked and will be zeroed out each June 30. New employees will be awarded necessity leave of 16 hours immediately upon employment.

Board approved on March 10, 1982; May 5, 2004 (effective on July 1, 2004)