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Paid Leaves of Absence

Only benefit eligible employees receive paid holidays.

Recognized Holidays

The following holidays are recognized by Kenyon College as paid holidays:

Birthday (Floating)

Memorial Day

Christmas Eve

Christmas Day

New Year's Eve

New Year's Day

Independence Day

Labor Day (Floating)

Thanksgiving Day

the Friday following Thanksgiving Day

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You may take time off to observe your religious holidays. If available, a full day of unused personal leave or a vacation day may be used for this purpose, otherwise the time off is without pay. You must notify your supervisor in advance.

We schedule national holidays on the day designated by common business practice.

If you are eligible for benefits and a holiday occurs during your scheduled vacation, you are permitted to take an extra day of vacation or simply record the holiday as paid time on your time and attendance cards NOT as vacation pay.

In order to qualify for holiday pay, you must work the scheduled workday immediately before and after the holiday. Only excused absences will be considered exceptions to this policy; the use of a sick or family illness day should be supported with a Physician's statement. The statement should be sent to the Office of Human Resources.

You are not eligible to receive holiday pay when you are on an unpaid leave of absence.

Birthday (Floating) Holiday is to be taken within the current fiscal year, in which your birthday falls. (Example: your birthday is May 5, 2001; you are eligible to take this as a floating holiday during the 2000-2001 fiscal year).

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Vacation is a time for you to rest, relax, and pursue special interests. Kenyon College has provided paid vacation as one of the many ways in which we show our appreciation for your loyalty and continued service.

Only regular benefit eligible employees receive a paid vacation. You are not eligible for paid vacation if you work less than 1,000 hours per year or are a temporary employee.

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Amount of Vacation - Non-exempt Personnel

Paid vacations are based on the employee's anniversary date. During a year of service employees earn vacation which they may schedule during the following year.

After one year of eligible employment, ten working days of vacation are granted. In the first year of employment only, employees can choose to take five of those ten days after they have been with the College for six months. If they choose to do so, they will have five remaining days to use during the twelve months between their first and second anniversaries. A non-exempt employee who separates from employment at Kenyon and who has not yet completed one full year of service will not receive any vacation upon termination.

After two through ten years of eligible employment, fifteen days of vacation are granted.

After eleven years of eligible employment, fifteen working days plus one day for each year completed over ten years, up to a maximum of twenty-five days.

Amount of Vacation - Exempt Administrative Personnel

Twenty-two working days of vacation are awarded to exempt employees at the beginning of each fiscal year, i.e., July 1. After ten years of employment, an additional day of vacation will be granted for each year over ten, to a maximum of twenty-five days.

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Every effort will be made to grant you your vacation at the time you desire. However, vacations cannot interfere with your department's operation and therefore must be arranged with the supervisor's approval. If any conflicts arise in requests for vacation time, preference will be given to the employee with the most seniority. Supervisors should schedule vacations to insure that all employees in their departments are able to use their full yearly allotments.

No cash allowance will be made for unused vacations. A maximum of 5 days of unused vacation may be carried over to subsequent years.

Vacations cannot be scheduled for less than one-half of your normal working day.

If a College-paid holiday falls during your scheduled vacation period, you will receive an additional day of vacation or holiday pay, whichever you prefer.

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A maximum of 5 days of vacation time may be carried over and accumulated in subsequent calendar years. Exceptions to this policy may be made in unusual circumstances, each case to be considered separately by management.

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The purpose of a vacation is to provide you with a time to rest and relax; therefore, no additional wages or salary will be paid to you in lieu of a vacation unless advance approval in writing is granted by management. If payment in lieu of vacation is approved, one (1) week of vacation is equivalent to a regular scheduled work week at your basic straight time hourly rate.

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If an employee's child, spouse, parents, stepparents, sibling, mother or father-in-law should die, the employee can take up to five (5) working days off without loss of pay.

An employee may be absent one day without loss of pay when her or his grandparent or brother or sister-in-law dies.

Paid time under this policy is given over and above any time allowed and earned under our Personal Leave policy.

Kenyon recognizes that a family death is very stressful and emotional and estate needs vary from family to family. An employee may find that she or he needs additional time away from work. If this need should arise, a non-exempt employee may use a portion of his or her accumulated sick days. The maximum number of days that can be drawn from the employee's accumulated sick time will be equal to the number of allotted bereavement days, i.e., five accumulated days for the death of a spouse, domestic partner or child, etc., and one accumulated day for the death of a grandparent, etc.

If the employee does not have accumulated sick days, he or she may choose to use current sick, personal, or vacation days. If none of these options is possible, an employee may request up to five days leave of absence without pay. The supervisor can verbally approve the requested leave and then notify the Office of Human Resources of the employee's absence.

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It is your civic duty as a citizen to report for jury duty whenever called. If you are called for jury duty, we will permit you to take the necessary time off and we wish to help you avoid any financial loss because of such service. Therefore, it is College policy that employees will be excused for jury duty without payroll deduction or charge against vacation or personal leave.

Upon receiving a notice for jury duty, you must provide your supervisor and the Office of Human Resources with a copy of the notice as soon as possible.

On any day or half-day you are not required to serve, you will be expected to return to work. In order to receive jury duty pay, you must present a statement of jury service and pay to the Office of Human Resources and your supervisor. This document is issued by the court.

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The College provides a paid parental leave to benefit eligible employees. Paid parental leave may begin upon the birth or adoption of a child(ren) of the employee, or, if before the birth or adoption, will begin when deemed medically necessary by a physician. The College should be notified as soon as possible of the employee's need for a parental leave and of the specific period during which the employee expects to be absent.

A parental leave for up to six weeks may be taken with no loss of salary or benefits. Implicit in the granting of the leave is the employee's intent to return to Kenyon after the leave has ended. If the employee does not return to Kenyon after the end of the six week leave, or voluntarily leaves our employ in the first 60 days after returning, the salary paid to the employee during the six week leave will become due and payable to Kenyon College by the employee.

Only one paid parental leave may be taken in any twelve-month period. If both parents are employed by the College, only one parent may take advantage of the paid leave for each birth or adoption event.

The scheduling of an unpaid leave of absence, in conjunction with a parental leave, will fall under the provisions of the FMLA leave and/or the College's policy on leave without pay. Scheduling vacation time, in conjunction with a parental leave, will fall under the provisions of the College's policy on vacations.

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Annual. At the beginning of each fiscal year, from July 1 through June 30, full-time (35 hours per week) benefit eligible, non-exempt employees are given fourteen days to cover absences due to their own personal illness. Employees who are regularly scheduled to work 1,000 hours, but less than 1,820 hours, during a twelve-month period, will have these days pro-rated on the basis of hours worked in relation to a full-time schedule. New employees hired after the beginning of the fiscal year will also be given sick and personal leave on a pro-rated basis.

Five of the fourteen days may be used for personal reasons.

Employees may use up to five of the fourteen days to care for an ill member of their immediate family. The immediate family will include spouse, domestic partner, child, parent, brother, sister, mother or father-in-law, or an individual that permanently resides in the employee's home.

Sick and personal days cannot be scheduled for less than one-half of the normal working day for the individual requesting it. If an employee needs to visit a physician or dentist during regular work hours, and is absent less than two hours, the time may be made up within the same work week. If the employee is absent two hours or longer while visiting a physician or dentist, the time off will be counted as one-half day against the personal or sick leave allowance.

If an employee exhausts all the current and accumulated sick leave, he or she MAY be required to use available paid vacation or personal days to cover the absence.

If it is necessary for an employee to be late or absent, the immediate supervisor should be advised.

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Unused portions of the annual sick and personal leave for non-exempt employees can be accumulated up to a maximum of 130 days at any one time.

Accumulated sick leave may be used in conjunction with, or in lieu of, annual earned leave to cover the employee's absence due to her or his personal illness or injury. Employees are encouraged to accrue accumulated sick leave to offset an extended absence due to their personal illness or injury.

When a member of an employee's immediate family suffers an illness or injury that requires the employee's absence to care for the individual, the employee may use a portion of her or his accumulated sick days in lieu of or in conjunction with her or his annual family illness days. If the employee should have a need to be absent five or more consecutive working days, the absence should be substantiated by a statement from the family member's physician. Employees may use up to 50% of their available accumulated sick leave per year to care for a member of their immediate family.

If an employee has exhausted her or his annual and accumulated sick leave allowance, she or he MAY be required to use earned vacation or personal days to cover absences.

When a non-exempt employee retires from the work force at age 59 ½ or later, he or she shall, at the discretion of the College, be paid for unused accumulated sick leave up to a maximum of thirty days (210 hours) pay plus one additional day (7 hours) sick leave for each year of service, provided the employee has accumulated enough unused sick leave for the total amount of paid, or;

The employee may request to use the same amount of unused sick leave as paid absences for consecutive work days immediately prior to the retirement day. The method used shall be at the discretion of the employer.

Unused or accumulated sick and personal days are not paid when an employee resigns from or is terminated by the College.

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