Leave

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 16 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.

• Holiday Schedule 2025 & 2026

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 and 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 one year of service on a continuing appointment of half-time (20 hours per week) or more are eligible for paid leave of up to six weeks for the birth or adoption of a child.

Eligible staff with less than one year 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 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.

Colby College supports our staff who are actively serving or are reservists in any branch of the military, including the National Guard and the Maine Army and Air National Guard. We adhere strictly to all relevant federal and state laws concerning absences from employment due to military service commitments. Our policies are regularly updated to ensure compliance with the Uniformed Services Employment and Reemployment Rights Act (USERRA).

Eligibility for Leave

Staff engaged in reserve training, drilling, or active-duty service are eligible for military leave. We encourage reservists to notify their supervisors and the Human Resources department in advance whenever possible. However, we understand that emergency situations may arise, and minimal notice is acceptable in such cases. For record-keeping purposes, staff must submit documentation of their military orders.

Pay During Leave

Reservists typically need to complete a two-to-four-week period of active duty annually. Regular staff who are members of the National Guard or organized reserves are entitled to receive the difference between their military duty training pay and their regular compensation for up to four weeks each year. Upon returning, staff employees should provide a statement of their military pay to Colby’s Payroll department.

Benefits During Leave

During military leave, staff employees’ benefits will continue as usual. Staff are expected to contribute their portion of the cost of benefits unless alternative arrangements have been made. For more information, staff employees are encouraged to contact the Benefits department.

Return to Work

After completing their military duties, reservists are reinstated to their previous employment status, with the same position, salary, and accrued benefits as if they had never left. If a substitute was employed during their absence, the reservist would be restored to their original job.

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 College provides up to 12 weeks of job-protected leave in a 12-month period to eligible employees for the following reasons:

• Incapacity due to pregnancy, prenatal medical care or childbirth.
• To care for the employee’s child after birth, or placement for adoption or foster care.
• To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition.
• Serious health condition that makes the employee unable to perform the essential functions of his/her job.
• Qualified exigencies for eligible employees whose spouse, son, daughter or parent is on covered active duty or call to covered active-duty status; or up to 26 weeks of leave to care for a covered service member during a single 12-month period.

Colby requires use of accrued paid leave while taking Family Medical Leave Act (FMLA) leave. FMLA runs concurrently with other applicable paid leave (sick, compensatory time, vacation, and donated sick leave). All paid leave must be exhausted before an employee is placed on unpaid leave during FMLA. Exceptions may apply for employees receiving Temporary Total Disability benefits from Workers’ Compensation.

Benefits and Protections

During FMLA leave, the employee’s health insurance must be maintained on the same terms as if the employee had continued to work. Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits and other employment terms. Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee’s leave.

Employee Eligibility

Employees are eligible for up to 12 weeks, once they have worked at least 12 months (need not be consecutive), and also have worked at least 1,250 hours during the 12 months prior to the start of the FMLA leave.

Requesting FMLA

Employees must should provide 30 days advance notice to their supervisor and Human Resources of the need to take FMLA leave when the need is foreseeable. When 30 days’ notice is not possible, employees must provide notice as soon as practicable.

For additional information on FMLA and other unpaid time off, please refer to the staff handbook.

Under Maine’s Family Military Leave Act, Colby College provides eligible employees with the opportunity to take unpaid leave to support their family members who are deployed to combat zones or conflict areas.

Eligibility

Staff employees are eligible for Family Military Leave if they have completed at least 12 months of service and have worked 1,250 hours in the preceding year. This benefit applies if the employee’s spouse, domestic partner, or child is deployed for more than 180 days.

Leave Entitlement

Qualified employees can take up to 15 days of unpaid leave to spend time with their family members before, during, or after deployment. This time can be crucial for maintaining family bonds and providing support during challenging periods of separation.

Requirements

Advance notice is required to utilize Family Military Leave. Staff employees should inform their supervisors and the Human Resources department as soon as they are aware of the deployment schedule.

Benefits and Employment Status

During Family Military Leave, Colby College maintains all employee benefits, ensuring that there is no disruption in coverage. Upon return, employees are guaranteed restoration to an equivalent position with the same status, salary, and benefits as they had before taking leave.