Chapter Two:  Personnel Procedure Title: Leave Procedures
Based On: Board Policy 3
Procedure Number: 2.23
Date Adopted/Revised: June 25, 2001; November 21, 2006; May 15, 2007

Generally, South Arkansas Community College follows guidelines set forth in the Arkansas Human Resource Management System Policy Statements (AHRMS). A complete Copy of the entire Arkansas Human Resource Management System Policy Manual is available for examination in the President’s office, Human Resources Office, or at the Office of Personnel Management Web site:

The policies apply to all employees of the institution with the exceptions noted below for student workers, teaching faculty members and persons employed in positions supported by grant funds.

  1. Condition/Exceptions to State Guidelines

    1. Student workers will not earn sick leave or vacation leave nor will they be compensated for holidays.

    2. Teaching faculty members will not earn annual leave or be compensated for holidays. The section concerning sick leave (Section 105, Subsection 3.0 - Subsection 3.18) applies to teaching faculty members with the following exceptions or alterations.

    3. All references to holidays and annual leave will be removed from the sick leave policy for faculty members.

      1. Subsection 3.1 will be revised to read as follows: “Any faculty member who is scheduled to teach at least fifteen (15) semester hours during a regular academic year or three (3) hours in a summer term will accrue sick leave. Faculty members who teach less than thirty (30) semester hours in a nine-month term or six (6) hours in a summer term will accrue sick leave in the same proportion as the semester hours taught is to a full teaching load in the regular academic term or in a summer term.”

      2. Subsection 3.2 will be revised to read as follows: “Faculty members will accrue sick leave at the rate of one (1) day for each month or part of a month employed during the regular academic term and will earn one (1) day for each summer term. The maximum sick leave accrual is 120 days.”

      3. Subsection 3.3 will be revised to read as follows: “Sick leave must be earned before it can be used. Faculty members will accrue their monthly sick leave accrual on the last working day of the month that the faculty member is scheduled to work during the regular academic year and on the last day of the term for a summer session. Faculty members may not borrow from anticipated future accruals or use sick leave accrued by other employees.”

    4. Annual Leave Timetable

      CLASSIFIED
      Years
      Hours Per Month
      Days Per Year
      0-3
      8
      12
      4-5
      10
      15
      6-12
      12
      18
      13-20
      14
      21
      21+
      15
      22.5
      NON-CLASSIFIED
         Years
      Hours Per Month
      Days Per Year
      0-5
      12
      18
      6-12
      13
      19.5
      13-20
      14
      21
      21+
      15
      22.5


  2. AHRMS Policy Statement
    Section 105

    Subsection 3.0 Sick Leave Policy Required by State

    Subsection 3.1 Any employee who works a minimum of one thousand (1000) hours per year in a regular salary position will accrue sick leave. Employees who work less than full time but more than one thousand (1000) hours per year accrue sick leave in the same proportion as time worked.

    Subsection 3.2 Employees accrue sick leave at the rate of one (1) day for each complete month of service. The maximum sick leave accrual is 120 days.

    Subsection 3.3 Sick leave must be earned before it can be used. Employees will accrue half their monthly accrual of sick leave if employed on the first (1st) working day of the month and work through the 15th of that month. Employees will accrue half their monthly accrual if employed on the 16th of the month and work through the last working day of that month. (If the 16th falls on a weekend or holiday, accrual begins on the first (1st) working day thereafter.)

    Employees will not borrow from anticipated future accruals and may not use sick leave accrued by other employees.

    Subsection 3.4 Any employee many may not earn sick leave when on leave without pay for ten (10) or more cumulative days within a calendar month.

    Subsection 3.5 Sick leave may be used for only the following purposes:

    1. When the employee is unable to work because of sickness, or injury; or for medical, dental, or optical treatment.
    2. Death or serious illness of a member of the employee’s immediate family. Immediate family is defined as the father, mother, sister, brother, spouse, child, grandparents, grandchild, in-laws, or any individual acting as a parent or guardian of an employee.

    Subsection 3.6 The use of sick leave is contingent upon the occurrence of one of the events listed above. If the event never occurs, the employee is not entitled to the sick leave benefits.

    Subsection 3.7 Employees are not entitled to payment for accrued and unused sick leave when they terminate their employment for any reason.

    Subsection 3.8 Employees continue to earn sick leave at the normal accrual rate when they are on sick leave or annual leave.

    Subsection 3.9 Sick leave is granted on the basis of work day, not calendar days. Non-work days, such as holidays and weekends, are not charged as sick leave.

    Subsection 3.10 The minimum sick leave amount an employee can use is fifteen minutes. No smaller amount will be authorized or used.

    Subsection 3.11 Absences due to sick leave, except in the case of maternity leave, will be charged in the following order:

    1. Earned sick leave
    2. Earned annual leave
    3. Leave without pay
      (See section 105, 5.01)

    Subsection 3.12 Employees who are on sick leave for five (5) or more consecutive days must furnish a certificate of illness from an attending physician. An agency or institution which has a written procedure to identify patterns of sick leave usage may require an employee to furnish a certificate from an attending physician for nay any use of sick leave. A certificate from a Christian Science practitioner listed in the Christian Science Journal may be submitted in lieu of a physician’s certificate.

    Subsection 3.13 Accrued sick leave will be restored to an employee’s credit. If he returns to State employment within six (6) months of termination. This provision will apply only if the employee was terminated due to budgetary reasons or curtailment of work activities.

    Subsection 3.14 Request to use sick leave for purposes of medical, dental or optical examinations, hospital stays, funerals, etc. should be made in advance.

    Subsection 3.15 Notification of absence due to illness will be given as soon as possible on the first day of absence to the employee’s supervisor.

    Subsection 3.16 Application for sick leave is to be filed within two (2) days after the employee’s return to work.

    Subsection 3.17 If an employee fails to make proper notification for use of sick leave as provided herein, such absences will be charged to annual leave or leave without pay. Such determination will be made at the Agency Director’s or Institution Head’s discretion.

    Subsection 3.18 Employees transferring without a break in service between State agencies and/or state-supported institutions of higher education which are covered by these policies will retain all accumulated sick leave.

    Subsection 3.19 School teachers or other certified personnel employed by a school district who transfer to another school district, and educational cooperative, or a position requiring certification approved by the Department of Education in a state agency will be granted credit in the new position for up to ninety days unused sick leave accumulated in the former position.

    Subsection 3.20 See section 108, Sub-Section 1.0, Catastrophic Leave.

  3. Abuse of Sick Leave

    If abuse of sick leave is suspected, an employee may be required to submit additional documentation.