Sick leave is the authorized absence of an employee from regular duties because of illness, injury, pregnancy, exposure to contagious disease, family health situations requiring attendance of the employee, health care appointments and death in the immediate family. "Immediate Family" is limited to the employee's spouse (including individuals who are recognized as lawfully married under the law of any state), parents, children, grandparents, siblings, grandchildren, brother-in-law, sister-in-law, mother-in-law, father-in-law, stepmother, stepfather, stepchildren, stepsiblings, or a legal guardian or other person who stands in loco parentis.
How Sick Time is Earned
Each full-time eligible employee accrues five (5) hours of sick leave for each completed eighty (80) hour pay period. Part-time eligible employees who work twenty (20) or more hours a week, excluding temporary employees and adjuncts, accrue sick leave on a prorated basis.
Accumulation of Sick Time
Sick leave does not accrue during unpaid leave. Unused sick leave is cumulative without limit.
How to Check Your Vacation Time Balance
You have two options to check your Sick time balance.
You can log in to MyEconnect from any desktop computer, laptop, tablet, or smart phone as long as you are able to utilize Google Chrome as the internet browser. Once you are logged in, you will see an icon in the grey area that says "Balances". Click it and you will be able to see how much time away you have remaining.
If you do not see the "Balances" icon, you can utilize the menu in the upper left corner. Open the menu and click the arrow to the right of "Work" to expand a sub-menu. Then click "Time Away List". This screen will show you all of your approved time away. Above this list you will see a blue arrow to the left of the word "Balances". If you click the arrow you will be able to see your remaining time away.
- Earning Statement
At the bottom of your earning statement there is a section titled "Accruals & Balances. This section will show you how much time away you have remaining.
For instructions on how to locate and print your earnings statements, see the Earning Statements & W2's section.
How to Submit a Sick Time Request
All employees (full-time, part-time and faculty) are expected to report an absence promptly when normal duties cannot be performed and sick leave is being used. A consecutive period of sick leave use includes all days an individual is normally expected to work, whether or not the individual has scheduled responsibilities. If an employee is off of work for three (3) or more days in a row due to their own illness or injury, that employee must contact the Department of Human Resources in order to discuss the Family and Medical Leave Act. A doctor's written authorization to return to work must be submitted to the Department of Human Resources.
Use of accrued sick leave days must be reported on a daily basis to the employee's supervisor, and approved by the supervisor via MyEconnect.
You have two options to submit a request for Sick Time from MyEconnect.
- You can submit a time off request through the "Time Away List". Open the menu in the upper left corner and click the arrow to the right of "Work" to expand a sub-menu. Then click "Time Away List". From here, you will see a blue "Request New Time Off" button in the upper left corner. When you click the button, you will see a pop-up open. Fill out the form then click "Submit" at the bottom of the pop-up. If you do not click submit, your request for time off will not be sent to your supervisor for approval.
- From your main screen in MyEconnect, click the "Calendar" icon in the blue section at the top of the screen. Using the arrows at top of the screen on either side of the month, navigate to the date you want to request off. Once located, click that day, then click "Create Time Off Request". In the pop-up, fill out the form then click "Submit" at the bottom of the pop-up. If you do not click submit, your request for time off will not be sent to your supervisor for approval.
An employee may use sick leave, with the approval of his/her supervisor, for any of the following reasons:
- Personal illness, accident, injury, or surgical procedure
- Pregnancy and/or childbirth and related conditions
- Maternity/paternity leave
- Medical, dental, or optical examination or treatment of the employee or a member of the immediate family.
- Exposure to communicable disease that could infect others
- Illness, injury, accident, or death of a member of the employee's immediate family
An employee may use an additional five (5) days of sick leave (above and beyond the three (3) paid bereavement days) given the definition below.
Definition: Immediate Family Member
Includes an employee's spouse (including individuals who are recognized as lawfully married under the law of any state), parents, children, grandparents, siblings, grandchildren, brother-in-law, sister-in-law, mother-in-law, father-in-law, stepmother, stepfather, stepchildren, stepsiblings, or a legal guardian or other person who stands in loco parentis.
Employees may be required to furnish a written, signed statement justifying the use of sick leave. Falsification of such a statement is grounds for disciplinary action, including dismissal.
Returning to Work
Any employee who is out more than 3 days will not be able to return to work in any capacity without one of the following:
- A return to work release listing any restrictions and the date you may return to work from the doctor treating you for the illness or injury or
- In the event you were seen through an Urgent Care or Emergency Room you will need to obtain a Work Release from the attending doctor or nursing staff stating any restrictions and when you may return to work.
Employees who are out for 3 or more days will automatically be given FMLA paperwork in the event it is needed. The packet will include instruction and next steps. For more information on FMLA please see the FMLA section.
Sick Leave Donations
In the event of certain extenuating circumstances which cause a full-time employee to exhaust his/her sick leave, the President of the College upon petition by the employee, may allow other employees of the College to give sick leave to the petitioner within the following constraints:
- All sick leaves given shall be given on a voluntary basis.
- The petitioning employee shall have (or shall soon have) exhausted his/her sick leave and all but five (5) days of his/her vacation before any sick leave may be transferred.
- A maximum of fifty (50) days of sick leave may be transferred for any employee.
- No employee may give more than ten (10) days sick leave to another employee.
In all cases the decision is final.
Transfer of Accumulated Sick Time from Another Public Agency (Past Employer)
Previously accumulated sick leave of a person who has been separated from public service, whether accumulated pursuant to section 124.38 of the Revised Code or pursuant to section 3319.141 of the Revised Code, shall be placed to his credit upon his employment at Southern State Community College provided that such employment takes place within ten years of the date of the last termination from public service. This transfer of accumulated sick leave shall apply to all employees of Southern State Community College who have worked both in the state of Ohio and in any of the other of the forty-nine states.
Procedures for Transfer of Accumulated Sick Leave:
- Upon approval of employment by the President, send a letter to the Department of Human Resources requesting the transfer of accumulated sick days to Southern State.
- List the name and address of the agency of prior employment, the name of the person responsible for the accumulation of sick leave, and the date of when the employee left the service of that agency.
- Upon receipt of the number of days transferred of accumulated sick leave, the employee shall receive a notice as to how many days were transferred to Southern State.
Payout of Sick Time
Upon retirement under either the Ohio Public Employees Retirement System or State Teachers Retirement System the employee shall receive payment of one-fourth (1/4) of the number of unused sick days to the credit of the employee at the employee's rate of pay at time of retirement, up to a maximum of 43 days. Payment shall be made to an Employee only once during his/her lifetime.