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College Closings and Leave

The Families First Coronavirus Response Act (FFCRA or Act) requires certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. These provisions will apply from April 1, 2020 through December 31, 2020. 

  • Two weeks (up to 80 hours) of paid sick leave at the employee’s regular rate of pay where the employee is unable to work because the employee is quarantined (pursuant to Federal, State, or local government order or advice of a health care provider), and/or experiencing COVID-19 symptoms and seeking a medical diagnosis; or
  • Two weeks (up to 80 hours) of paid sick leave at two-thirds the employee’s regular rate of pay because the employee is unable to work because of a bona fide need to care for an individual subject to quarantine (pursuant to Federal, State, or local government order or advice of a health care provider), or to care for a child (under 18 years of age) whose school or child care provider is closed or unavailable for reasons related to COVID-19, and/or the employee is experiencing a substantially similar condition as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of the Treasury and Labor; and
  • Up to an additional 10 weeks of paid expanded family and medical leave at two-thirds the employee’s regular rate of pay where an employee, who has been employed for at least 30 calendar days, is unable to work due to a bona fide need for leave to care for a child whose school or child care provider is closed or unavailable for reasons related to COVID-19.

Determining Your FFCRA Eligibility as an Employee
 

Employees who believe they qualify must make their request through Workday. Once you log in to your Workday account, type in the search "create request" in the search bar, then select the create request task.

Create Request

In the Request Type field, type COVID, press enter and select one of the following which best applies to your situation:

  • COVID -19 FMLA Care of Child
  • COVID - 19 Sick Leave Dependent
  • COVID - 19 Sick Leave Employee

Make Selection

Click OK at the bottom of the page and complete the request form. When all fields are completed, click submit at the bottom of the page.

Once submitted, the request will be reviewed and you will be notified if the request is approved or denied. When submitting your request, please have available the following information:

  • Name, address, phone number and fax number of the Health Care Provider, and date provider was contacted.
  • Name and birthdate of child or individual being taken care of by the employee and relationship to employee.
  • Name, address and phone number of child's school, place of care or provider.
  • Name, address, phone number, fax number of provider and date of issued quarantine for employee and/or individual being taken care of by employee.
  • Name and contact information of the individual belonging to the federal, state and local agency who issued the order to quarantine.

 

What is the effective date of the Families First Coronavirus Response Act (FFCRA), which includes the Emergency Paid Sick Leave Act and the Emergency Family and Medical Leave Expansion Act?

The FFCRA’s paid leave provisions are effective on April 1, 2020, and apply to leave taken between April 1, 2020, and December 31, 2020.


May I take 80 hours of paid sick leave for my self-quarantine and then another amount of paid sick leave for another reason provided under the Emergency Paid Sick Leave Act?

No. You may take up to two weeks—or ten days—(80 hours for a full-time employee, or for a part-time employee, the number of hours equal to the average number of hours that the employee works over a typical two-week period) of paid sick leave for any combination of qualifying reasons.


If I am home with my child because his or her school or place of care is closed, or childcare provider is unavailable, do I get paid sick leave, expanded family and medical leave, or both—how do they interact?

You may be eligible for both types of leave if you are unable to work or telework, but only for a total of twelve weeks of paid leave. You may take both paid sick leave and expanded family and medical leave to care for your child whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19 related reasons. The Emergency Paid Sick Leave Act provides for an initial two weeks of paid leave. After the first ten workdays have elapsed, you will receive 2/3 of your regular rate of pay for the hours you would have been scheduled to work in the following ten weeks under the Emergency and Family Medical Leave Expansion Act.


What documents do I need to give the College in order to get paid sick leave or expanded family and medical leave?

The College may require you to provide documents in support of your expanded family and medical leave taken to care for your child whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19-related reasons. For example, this may include a notice of closure or unavailability from your child’s school, place of care, or child care provider, including a notice that may have been posted on a government, school, or day care website, published in a newspaper, or emailed to you from an employee or official of the school, place of care, or child care provider.

Please also note that all existing certification requirements under the FMLA remain in effect if you are taking leave for one of the existing qualifying reasons under the FMLA. For example, if you are taking leave beyond the two weeks of emergency paid sick leave because your medical condition for COVID-19-related reasons rises to the level of a serious health condition, you must continue to provide medical certifications of the continuing FMLA need.


If I am or become unable to telework, am I entitled to paid sick leave or expanded family and medical leave?

If you are unable to perform those teleworking tasks or work the required teleworking hours because you need to care for your child whose school or place of care is closed, or child care provider is unavailable, because of COVID-19 related reasons, then you are entitled to take expanded family and medical leave.


If my employer closes my worksite on or after April 1, 2020 (the effective date of the FFCRA), but before I go out on leave, can I still get paid sick leave and/or expanded family and medical leave?

No. If your employer closes after the FFCRA’s effective date (even if you requested leave prior to the closure), you would not get paid sick leave or expanded family and medical leave but you may be eligible for unemployment insurance benefits. This is true whether your employer closes your worksite for lack of business or because it was required to close pursuant to a Federal, State or local directive.


If my employer closes my worksite while I am on paid sick leave or expanded family and medical leave, what happens?

If your employer closes while you are on paid sick leave or expanded family and medical leave, your employer must pay for any paid sick leave or expanded family and medical leave you used before the employer closed. As of the date your employer closes your worksite, you are no longer entitled to paid sick leave or expanded family and medical leave, but you may be eligible for unemployment insurance benefits.


If my employer is open, but furloughs me on or after April 1, 2020 (the effective date of the FFCRA), can I receive paid sick leave or expanded family and medical leave?

No. If your employer furloughs you because it does not have enough work or business for you, you are not entitled to then take paid sick leave or expanded family and medical leave. However, you may be eligible for unemployment insurance benefits.


If my employer reduces my scheduled work hours, can I use paid sick leave or expanded family and medical leave for the hours that I am no longer scheduled to work? 

No. If your employer reduces your work hours because it does not have work for you to perform, you may not use paid sick leave or expanded family and medical leave for the hours that you are no longer scheduled to work. This is because you are not prevented from working those hours due to a COVID-19 qualifying reason, even if your reduction in hours was somehow related to COVID-19. You may, however, take paid sick leave or expanded family and medical leave if a COVID-19 qualifying reason prevents you from working your full schedule. If you do, the amount of leave to which you are entitled is computed based on your work schedule before it was reduced.


May I collect unemployment insurance benefits for time in which I receive pay for paid sick leave and/or expanded family and medical leave?

No. If your employer provides you paid sick leave or expanded family and medical leave, you are not eligible for unemployment insurance.


If I elect to take paid sick leave or expanded family and medical leave, must my employer continue my health coverage?

If your employer provides group health coverage that you’ve elected, you are entitled to continued group health coverage during your expanded family and medical leave on the same terms as if you continued to work. If you are enrolled in dependent coverage, your employer must maintain coverage during your expanded family and medical leave. You must continue to make all normal contributions to the cost of your health coverage.


If I remain on leave beyond the maximum period of expanded family and medical leave, do I have a right to keep my health coverage?

If you do not return to work at the end of your expanded family and medical leave, you may be able to continue your coverage under the Consolidated Omnibus Budget Reconciliation Act (COBRA). COBRA allows you and your family to continue the same group health coverage at group rates plus a 2% administrative fee.

To be paid for the holiday or break, non-unit employees must be in paid status before and after the holiday or break in accordance with Board Policy #6HX-18-5.12.

College Closing Dates
Observance 2020 Schedule 2021 Schedule
Martin Luther King, Jr. January 20 January 18
Spring Break March 2 - 8 March 8 - 12
Spring Development Day*** March 31 March 30
Spring Holiday April 10 April 2
Memorial Day May 25 May 31
Independence Day July 4* July 4*
Labor Day September 7 September 6
Fall Development Day*** October 27 October 20
Veterans Day November 11 November 11
Thanksgiving Break November 26 - 27** November 25 - 26**
Winter Break December 19 - January 3 December 17 - January 2

 

* Note: Holidays which fall outside of an employee's regularly scheduled shift are unpaid.

**
There are no classes scheduled to begin at 5 p.m. or later on the Wednesday prior to Thanksgiving Day. However, any class already in progress at 5 p.m. on that Wednesday should be completed. There are no classes scheduled for the Saturday and Sunday immediately following the Thanksgiving break.

If January 2 falls on a Monday, the College will be closed on January 2.
If January 2 falls on a Friday, the College will be closed on January 2, 3, and 4.
If January 2 falls on a Tuesday, Wednesday, or Thursday, the College will be open on January 2.
Faculty return dates are subject to the Academic Calendar.

***Development Day for Staff and Faculty - No Classes

Click here for the Summer Guidelines.

The college has a 4 day work week during the summer months. The compressed work week schedule is as follows:

  • 2021 - applicable from the week of May 15 through July 30.

The vacation entitlement schedule for twelve month employees is based on years of continuous full-time service. Full-time staff employees with continuous service The accrual schedule is as follows:

  • Less than First 5 Years: 1 day of vacation leave for each calendar month.
  • Next 5 Years: 1¼ days of vacation leave for each calendar month.
  • More than Over 10 Years: 1½ days of vacation leave for each calendar month.

The maximum vacation accrual that can be carried over each calendar year is 400 hours.

Sick Leave
Full-time employees accrue one sick day per month. Sick leave shall be cumulative from year to year. Sick leave may also be used for illness or death of father, mother, brother, sister, husband, wife, child or other close relative or member of the employee's own household.  For further information refer to Board Policy #6Hx-18-5.03.

Employees may use a maximum of four personal leave days during each fiscal year to be charged to the employee’s unused sick leave time. Personal leave days do not accumulate from year to year. For further information refer to Board Policy #6Hx-18-5.09.


Sick Leave Pool
The Sick Leave Pool is intended to be used by eligible employees to assist in covering the gap between the exhaustion of all accumulated paid leave and the 90-day waiting period until long-term disability insurance benefits may become effective. Any full-time employee shall be eligible for participation in the Pool provided that the employee has been employed with the college for one (1) year and has accumulated 40 hours of unused sick leave after the employee's donation to the Pool. Participation in the Pool is voluntary. As outlined in Board Policy 6Hx-18-5.031, eligible full-time employees may submit a Sick Leave Pool Enrollment Form during benefits open enrollment which occurs in the month of October each year.  Details regarding the program can be found in the Sick Leave Pool Procedures.

A member of the Pool can request time from the Pool in full day increments, if he/she cannot return to work because of a serious health condition, as defined under the Family and Medical Leave Act (FMLA), and the employee has exhausted all accrued leave. In order to request time from the Pool, participants need to complete the Sick Leave Pool Request Form and submit it to the Office of Human Resources with the required medical documentation

A full-time non-unit employee may be granted an Extended Medical Leave of Absence for up to six months for their own illness. A full-time bargaining unit member may be granted an Extended Medical Leave of Absence in accordance with the collective bargaining agreement. Such leave will include any Family Medical Leave for which the employee is qualified to receive. Family Medical Leave rules as described in Board Policy #6Hx-18-5.131 will apply during any period of time when an Extended Leave of Absence and Family Medical Leave are concurrent. For further information refer to Board Policy #6Hx-18-5.13.

The College will grant up to 12 weeks of family medical leave to eligible employees within a 12-month period. Employees are eligible if they have worked for the College for at least one year and have worked at least 1,250 hours during the past twelve months. Employees may use Family Medical Leave on a continuous or intermittent basis as verified by the physician during the 12-month period that begins on the first date that the employee uses Family Medical Leave. During Family Medical Leave, the College will continue to provide medical, dental, and basic life insurance coverage at the same level of contributions and benefits as before the leave. Family Medical Leave usage will be concurrent with other paid leave and all paid leave must be exhausted before unpaid leave is granted.

The College will grant up to 26 weeks of leave to eligible employees within a 12-month period for the purpose of caring for a family member (spouse, son, daughter, parent or next of kin) for the following purposes: (A) An active duty service member who is recovering from a serious illness or injury sustained in the line of duty. (B) A veteran who is undergoing medical treatment, recuperation or therapy for a serious injury or illness that occurred in the line of duty for five years preceding the date of treatment. For further information refer to Board Policy #6Hx-18-5.131.

An employee is provided coverage for lost wages and medical expenses that result from a job related accident or illness in accordance with the Workers' Compensation laws of the State of Florida.

District Board of Trustees Policy 6Hx-18-5.07 "Illness in the Line of Duty Leave" allows full-time employees up to five (5) duty days of full compensation for absences due to on-the-job illnesses or injuries which are determined necessary by a certified workers' compensation physician. For further information refer to Board Policy #6Hx-18-5.07 and the Worker's Compensation web page.

Full-time or regular part-time employees who are summoned as a member of a jury panel or subpoenaed as a witness, not involving litigation in which the employee is principal, will be granted leave with pay once documentation of the service is submitted through Workday. Any jury/witness fees will may be retained by the employee. The College will not reimburse the employee for meals, lodging and travel expenses incurred while serving as a juror. If an employee is subpoenaed in the line of duty to appear in court as a witness or defendant for a College related matter, the time in court is considered a part of a normal work assignment. The employee shall be paid per diem, if eligible, and travel expenses. In no case shall leave with pay be granted for court attendance when an employee is engaged in personal litigation in which the employee is a principal. For further information refer to Board Policy #6Hx-18-5.38.
Military Leave shall be granted to Federal active, inactive or training employees in the military reserve, including the National Guard and the Florida National Guard, in accordance with Federal Law and Florida Statutes. For further information refer to Board Policy #6Hx-18-5.08.
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