Paid Time Off
Full-time employees whose working term is fewer than 12 months and part-time employees who are eligible for benefits (at least 20 hours per week for nine or more months) are eligible for paid leave (e.g., holidays, vacation, sick, parental) in a ratio equivalent to their percentage of full-time, 12-month appointments. Paid leave must be taken within the term of assignment, usually during periods when classes are not in session, unless a specific exception is approved in writing and in advance for extraordinary reasons by Human Resources or the Vice President for Administration. Paid leave accruals are also prorated based on part-time and duration of appointment.
Colby currently provides 13 paid holidays and two floating holidays each year for benefits-eligible staff. The schedule is announced each year, and most major holidays are observed by the College.
All offices will be closed during the approved holidays unless such closing adversely affects the delivery of required services. To plan for winter break closure, senior staff members will work with their departments to determine if certain staff will be required to provide essential services.
Benefits-eligible staff receive paid holidays. Once a new staff member completes their probationary period, they also receive two floating holidays to accommodate those wishing to observe other important dates.
Time away from work should be approved in advance by the appropriate supervisor. Hourly staff required to work during holidays will be paid at the holiday rate (1.5x) and receive additional regular pay. Salaried exempt staff required to work during a holiday should coordinate with their supervisor on a replacement day off.
- For administrative staff, vacation is earned at the rate of two days per month and can be accrued up to a maximum of 36 days (for full-time, fiscal-year appointments)
- For support staff, vacation is earned on a monthly basis at the annual rate of 10 days during the first four years, 15 days after four years, 20 days after nine years, and 24 days after 20 years of employment
Vacation may be accrued up to a maximum of one and one-half times the annual accrual amount.
For both administrative and support staff, sick leave is earned at the rate of one day per month and may be accrued to a maximum of 130 days. Sick leave may be used for illness, injury, and in some cases for medical appointments.
Administrative and support staff with two or more consecutive years of service on a continuing appointment of half-time (17½ hours per week) or more are eligible for paid leave of up to four weeks for the birth or adoption of a child.
Eligible staff with less than two years of service will be granted leave prorated based on their length of service at a rate of one week of paid leave for every six consecutive months of completed service. Each staff member is eligible for one parental leave per event. Parental leave is available to each employee no more than two times during her or his employment with the College.
Parental leave will count towards the 12 weeks of leave allowed under the Family Medical Leave Act and may be used in conjunction with accrued vacation and/or floating holidays and, when appropriate, accrued sick leave. Parental leave must be taken immediately prior to or following the birth, adoption, or placement for adoption of a child. Adopted children must be under the age of 18 at the time of adoption. If both parents are staff employees and eligible for leave, leaves may be taken concurrently or consecutively. Employees must contact Human Resources to arrange their leave and are encouraged to do so as far in advance as possible.
Supervisors may grant up to three days paid leave to employees for funeral/bereavement in the immediate family and/or household. An immediate family or a household member is defined as a spouse, domestic partner, parent or stepparent, brother or sister, child, grandparent, grandchild, a corresponding in-law, or another person in the household with whom the employee has a significant relationship.
If a supervisor feels more time away from work is needed, the matter should be discussed with the Director of Human Resources. The actual number of paid days to be granted is determined by the Director of Human Resources and is dependent upon the closeness of the relationship, distance to be traveled, or other circumstances involved.
Unpaid Time Off
Whenever possible, advance notice of an employee’s intent to apply for unpaid leaves, including family leave, is required to provide sufficient time for consideration of the request and to make arrangements to cover the employee’s responsibilities. Leave of absence proposals are made through the appropriate department head and approved by the Director of Human Resources and, where necessary, the appropriate Dean, Vice President, or the President. When granting requests for unpaid leaves, Colby provides written confirmation of the terms associated with the leave, including eligibility for benefits continuation and provisions for reinstatement.
Colby provides unpaid family leave under the federal Family Medical Leave Act. When certain significant life-changing family events occur related to pregnancy, birth, assumption of legal guardianship, adoption of a child and/or serious illness in the immediate family (including legally recognized married spouses and IRS defined dependents), eligible employees may take an unpaid leave of up to 12 weeks in a calendar year. College contributions towards the cost of health and disability insurance coverage will be continued during the first 12 weeks of unpaid family leave.
Family leave proposals are made through the appropriate department head, subject to the approval of the Director of Human Resources. Proposals should include a physician’s certificate or other appropriate documentation attesting to the qualifying event or the serious and disabling nature of the illness or injury of a family member.
Employees retain a qualified right to reinstatement to their former or similar position during the 12-week leave, provided a position is available and the employee is able to perform the essential functions of the job, with or without reasonable accommodation. Employees reinstated under this policy resume eligibility for employment benefits suspended at the beginning of the leave.
For additional information on FMLA and other unpaid time off, please refer to the staff handbook.