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Faculty Vacation and Sick Days

Policy Number: HR-38
Effective Date: July 1, 2007
Last Revision: May 2013
Responsible Officer: Associate Dean for Administration and Chief of Staff

PURPOSE

This policy is established to provide and encourage eligible faculty to take paid time off for rest and relaxation as well as provide for leave for their own or an immediate family members' short term illness or medical treatment.

APPLICABILITY

This policy applies to all full-time and part-time Drexel University College of Medicine Faculty Members with twelve-month appointments.

IMPLEMENTATION

Implementation of this policy is the responsibility of the Department of Human Resources.

ADMINISTRATIVE OVERSIGHT

The Associate Dean for Administration and Chief of Staff is the Drexel University College of Medicine official responsible for the administration of this policy.

DEFINITIONS

Domestic Partner is defined as an individual in a committed relationship with a Faculty or Professional Staff Member of the same gender who is neither married to nor related by blood, adoption or law to the Faculty or Professional Staff Member.

Faculty Member is defined as an individual employed by Drexel University College of Medicine in a tenured, tenure-track, non-tenured track or adjunct position who teaches at any college, school, center or institute in Drexel University College of Medicine.  A Faculty Member also is deemed to be exempt under the provisions of the Fair Labor Standards Act (FLSA) and/or applicable state law.

PROCEDURES

  1. VACATION DAY ALLOTMENT
    1. Number of Vacation Days
      1. Full-time faculty on twelve-month appointments receive 23 vacation days each July 1 for use during the current fiscal year (July 1st through June 30th).
      2. Part-time faculty members on twelve-month appointments who regularly work at least 20 hours per week receive a pro-rata number of vacation days each July 1 for use during the current fiscal year (July 1st through June 30th).
      3. When faculty members commence employment other than July 1st, vacation days for the first year of employment are additionally pro-rated depending upon when employment begins.
    2. Scheduling Vacation Days
      1. All requests for vacation must be made in writing at least thirty days in advance and take into account scheduling adjustments that will be needed. In instances when providing thirty days advance notice is not feasible due to unforeseen circumstances, a faculty member is required to provide as much notice as is practicable.
      2. Written vacation requests must be submitted to the faculty member's Department Chair, Division Chief, Department Administrator (or, in case of a Department Chair's vacation request, by submitting it to the Dean), or their designee. With respect to a faculty member who also has clinical responsibilities, the vacation request must be countersigned by the other faculty member who will be providing patient coverage during a faculty member's vacation. A vacation request form may be obtained from a faculty member's Department Chair, or his or her designee.
      3. Instances exist in which faculty members are required by the Chair or his/her designee to take a day off (e.g. the day following an extended work shift.) In these instances, a vacation request form is not required.
      4. In reviewing requests for vacation, the length of the requested vacation, other faculty members' availability to provide coverage, Department workload demands, and the impact a faculty member's absence on the Department's operations will be taken into consideration by the Department Chair (or Dean, as applicable). The Department Chair (or Dean, as applicable) will notify a faculty member promptly in the event a faculty member's vacation request is denied in whole or in part.
      5. Faculty members generally may not take more than 10 consecutive working days of vacation at one time. Requests to take more than 10 consecutive days of vacation at one time will be closely considered by the faculty member's Department Chair (or Dean, as applicable).
    3. Carry-Over
      1. A faculty member who does not use all of his or her vacation prior to June 30th may carry over up to 5 vacation days for use in the next fiscal year.
      2. Any unused vacation days in excess of 5 may not be carried over into the next fiscal year and are cancelled without payment.
    4. Reporting Vacation
      1. The Department Chair (or Dean, as applicable) is responsible for maintaining vacation day records and for submitting to the Dean an annual summary, by faculty member, of vacation days taken and vacation days carried forward.
    5. Leaves of Absence and Vacation Days
      1. In the event a faculty member is eligible for and is approved for a leave of absence covered by the Family and Medical Leave Act (FMLA) and/or the Faculty Short-Term Disability Policy, the faculty member will be required to take concurrently with such leave of absence, first, any sick days that are unused as of the commencement of the leave of absence, so long as the leave of absence is for a purpose for which a sick day may apply, second, the amount of leave permitted under the Faculty Short-Term Disability Policy and, third, any unused vacation days. At no point, however, shall a faculty member be eligible to receive more than 100% of his or her regular net pay when all sources of income are combined.
      2. A faculty member on military leave shall not be required to use available vacation days.
    6. Holidays and Vacation Days
      1. When a holiday occurs during a faculty member's vacation, the faculty member will be paid holiday time instead of vacation day benefits for that day.
    7. Separation and Vacation Days
      1. In the event a faculty member submits his/her resignation, the faculty member may not take any currently available vacation days during the notice period.
      2. Faculty members are not paid for any unused vacation when their employment ends, regardless of the reason for the termination of employment.
  2. SICK DAY ALLOTMENT
    1. Number of Sick Days
      1. Full-time faculty on twelve-month appointments receive 7 sick days each July1 for use during the current fiscal year (July 1st through June 30th).
      2. Part-time faculty members on twelve-month appointments who regularly work at least 20 hours per week receive a pro-rata number of sick day hours each July 1 for use during the current fiscal year (July 1st through June 30th).
      3. When faculty members commence employment other than on July 1st, sick days for the first year of employment are additionally pro-rated depending upon when employment begins.
      4. In the event that a faculty member has exhausted all sick days and needs to be absent from work due to a permitted reason provided below, remaining vacation days may be used by the faculty member, subject to the other requirements of this Article IV.
    2. Permitted Reasons for Taking Sick Days. A faculty member may take a sick day for any of the following reasons:
      1. A faculty member's own episode of short-term illness or injury which causes a faculty member to be unable to perform his or her job duties;
      2. A faculty member's need to care for an immediate family member who is ill or injured;
      3. To protect others after exposure to a communicable disease, when, through exposure to a contagious disease, the presence of the faculty member will jeopardize the health of others.
      4. The unavoidable need for medical, optical, dental or other healthcare provider appointment for a faculty member or for any of the following members of his or her immediate family: parent, spouse, domestic partner* , child, stepchild, stepparents or someone for whom the faculty member serves as a legal guardian.
      5. For bereavement following the death of any of the following: parent, spouse, domestic partner, child, daughter-in law, son-in-law, brother, brother-in-law, sister, sister-in-law, grandparent, grandchild, parent-in-law, adopted child, foster child, legal guardian, or step relationships.
    3. Notification of Illness or Injury and Call-Out Procedures
      1. When a faculty member seeks to take a sick day for planned medical, optical, dental or other healthcare provider appointments for the faculty member or a member of the immediate family, the faculty member must personally notify his or her Department Chair (or, in the case of a Department Chair, the Dean) as far in advance as possible but, in the absence of exigent circumstances, not later than ten (10) working days prior to the absence. It is expected that faculty members will attempt to schedule routine appointments on off-duty time.
      2. In the event of illness or emergency requiring an unanticipated day off, a faculty member must personally notify his or her Department Chair, Division Chief, Department Administrator (or Dean, if applicable), or their designee, at least 1 hour before the faculty member's scheduled reporting time.
      3. Notification from a family member or friend is not acceptable, unless it is an emergency situation and the faculty member is unable to contact his or her Department Chair (or Dean, as applicable). The faculty member is then expected to personally contact his or her Department Chair (or Dean, as applicable) as soon as possible.
      4. A faculty member must notify his or her Department Chair (or Dean, as applicable) on a daily basis when not reporting to work, or provide medical certification to Human Resources which states the date returning. If the expected date of return is unknown, the medical certification should state the date of follow-up treatment.
      5. A faculty member who leaves work due to illness or injury prior to the end of the scheduled workday must personally inform his or her Department Chair (or Dean, as applicable).
      6. A faculty member shall obtain medical certification from a healthcare provider (as in the policy on FMLA) other than him/herself for absences of three or more consecutive calendar days. Certification is to be returned to Human Resources. Faculty members may be required to provide a fitness for duty certification from his or her healthcare provider or submit to a fitness for duty medical examination from a healthcare provider selected by Drexel University College of Medicine prior to being permitted to return to work.
    4. Performance Improvement Process
      1. A faculty member who fails to follow the calling out procedures set forth in this policy or who is found to have abused or fraudulently used sick leave may be subject to performance improvement, up to and including termination of employment.
      2. Failure to personally notify a faculty member's Department Chair (or Dean, as applicable) will result in an “absence without authorized leave.” If such unauthorized leave continues for more than three consecutive work days and if the employee does not satisfactorily account for the absence, the employee may be terminated. Repeated absences without authorized leave for shorter durations may result in performance improvement, up to and including termination of employment.
    5. Carry-Over
      1. Unused sick days may not be carried over into the next fiscal year and are cancelled without payment.
    6. Leaves of Absence and Sick Days
      1. In the event a faculty member is eligible for and is approved for a leave of absence covered by the Family and Medical Leave Act (FMLA) and/or the Faculty Short-Term Disability Policy, the faculty member will be required to take concurrently with such leave of absence, first, any sick days that are unused as of the commencement of the leave of absence, so long as the leave of absence is for a purpose for which a sick day may apply, second, the amount of leave permitted under the Faculty Short-Term Disability Policy and, third, any unused vacation days. At no point, however, shall a faculty member be eligible to receive more than 100% of his or her regular net pay when all sources of income are combined.
      2. A faculty member on military leave shall not be required to use available sick days.
    7. Holidays and Sick Days
      1. When a holiday occurs during a period of time in which a faculty member is away from work using sick days, the faculty member will be paid holiday time instead of sick day benefits for that day.
    8. Separation and Sick Days
      1. In the event a faculty member submits his/her resignation, the faculty member may not take any currently available sick days during the notice period.
      2. Faculty members are not paid for any unused sick days when their employment ends, regardless of the reason for the termination of employment.

*For purposes of this policy, a domestic partner is defined as the sole partner who, with the employee, has demonstrated an intent to live together in all respects of a couple (heterosexual or homosexual) who are married to each other.

AT-WILL EMPLOYMENT NOT AFFECTED

Notwithstanding anything to the contrary stated in this policy, nothing herein is intended to alter the at-will status of any Professional Staff Member.  Drexel University College of Medicine at all times retains the right to terminate any Professional Staff Member at any time for any lawful reason, or for no reason at all.