Loyola University Chicago

Human Resources

Sick-Leave Policy


Policy
The University provides paid sick leave allotment for regular full-time and part-time staff employees who are scheduled to work at least 20 hours per week.
 
Purpose 
The university recognizes that, at times, employees may be unable to work due to their own personal illness or injury, or the illness, injury or medical appointment of a family member (see the Utilization of Sick Leave section, below). During such instances, sick time may be used by eligible employees.
Applicability
This policy applies to regular employees of Loyola University Chicago (LUC) who are scheduled to work at least twenty (20) hours per week and are primarily located at the Lakeside campuses; and LUC employees who are primarily located in the Health Sciences Division at the Maywood campus.
  • Staff employees who are paid monthly are not covered by this policy

 

Information/Guidelines
 
A.  Accruals
Sick leave is accrued based on employees’ regularly scheduled hours of work and it may be carried over from year to year, up to a maximum of 30 days. Paid sick leave is accrued bi-weekly based on an employee’s full-time equivalent (FTE) according to the following schedule:
 
FTE Lakeside CampusesFTS Maywood CampusDays Accrued Per YearMaximum Days

1.0

1.0

 10 days

30 days

0.80 up to .99

0.80 up to 0.99

7 days

30 days

0.64 up to .79

0.60 up to 0.79

6 days

30 days

0.53 up to .63

0.50 up to 0.59

5 days

30 days

  • Accruals begin from an employee’s date of hire
  • Employees below the Administrative Director level are eligible to use sick leave after they have completed their first ninety (90) days of employment
  • If you are hired into a position classified as an Administrative Director or above, or HSD Librarian, you will receive five (5) sick days in your sick leave bank upon hire. Like all other regular full-time employees, Administrative Directors and above, or HSD Librarians, are eligible to use sick leave after they have completed their first ninety (90) days of employment
  • If you are a 9, 10, or 11 month exempt staff member paid monthly, leave tracking will be handled internally within your department
    • You earn ten (10) sick days per year, with a maximum accrual balance of thirty (30) days
  • Employees whose sick leave current accrual balance is greater than thirty (30) days as of December 31, 2008, will retain their balance and will not accrue sick leave until their sick leave balance is less than the thirty (30) day maximum. Note: This provision does not apply to employees in a position classified as an Administrator Director or above and HSD Librarian. 

B. Applicable Use of Accrued Sick Time

Expanded definition as of July 1, 2017:

    • Employee’s illness or injury, or to receive medical care, treatment, diagnosis, or preventative medical care
    • Illness or injury of a family member (see below --> Family (Defined))
    • To care for a family member receiving medical care, treatment, diagnosis, or preventative medical care
    • If the employee or family member is the victim of domestic violence or a sex offense
    • If the employee’s place of business is closed by order of a public official due to a public health emergency
    • If the employee needs to care for a child whose school or place of care has been closed by order of a public official due to a public health emergency

Family (Defined)

Expanded definition as of July 1, 2017:

Defined as:

  • The employee's child (biological, adopted, step or foster, or a child to whom the employee stands in loco parentis, legal guardian or ward)
  • Spouse or domestic partner
  • Spouse or domestic partner’s parent, sibling, parent (including biological, foster, adoptive or legal guardian, step, or a person who stood in loco parentis when the employee was a minor), stepparent, mother-in-law, father-in-law, grandchild, grandparent
  • Any other individual related by blood or whose close association with the employee is the equivalent of a family relationship​.

Employees may NOT use more than half of their yearly sick leave accruals for the care of family members (based on accrual schedule above). Excessive absenteeism, or patterns of calling off, may result in disciplinary action. Any sick leave beyond three consecutive work days will be considered an extended medical leave of absence. If you are eligible, you may receive short-term disability benefits during a medical leave of absence. Refer to the Short-Term Disability (STD) policy

C.  Notification and Attendance

All employees with scheduled work hours are expected to notify their manager or designee of each absent day at least one hour prior to their start time. Depending on operational needs, departments may establish notification requirements for up to three hours prior to start time. 

  • Managers will communicate the appropriate time periods and methods of notification to employees
  • Payment of sick leave hours may be denied if notification is not received by the specified time

In cases of absence due to a serious illness or health condition for over three consecutive days, the employee must contact Matrix Absence Management to report their leave of absence. Matrix Absence Management will then notify Human Resources, who will then  notify the employee’s managers.

D.  Extended Absences

Employees who are absent for more than three (3) consecutive days for reasons other than scheduled vacation are required to contact Matrix Absence Management. In evaluating the payment of sick leave or short-term disability benefits, managers and employees are referred to the GENERAL LEAVE OF ABSENCE AND FAMILY/MEDICAL LEAVE ACT POLICY.

  • New Hires are not eligible for an extended paid leave of absence during their first six months of employment
  • Unpaid absences of more than five consecutive work days for these newly hired employees constitutes a voluntary resignation from employment unless the employee provides medical certification that they may return to work after no more ten 10 days of absence 

E. Change of Status, Company Transfers, Paid or Unpaid Leave of Absence or Termination of Employment

When employees change status from full-time to part-time, they will retain their accrued paid sick time provided the time is below the maximum accrual as designated in the accrual section of this policy for regular part-time employees. 

A full-time employee of LUC and LUMC will be able to transfer accrued paid sick time hours up to a maximum of 10 days or 75 hours for employees who will be working 75 standard hours in their new position and 10 days or 80 hours for employees who will be working 80 standard hours in their new position. The employee will not be eligible to transfer any hours in excess of 75 or 80 hours depending on the standard work week in the new position. Employees will forfeit any accrued sick time hours in excess of the 75 or 80 hours maximum.

For part –time employees, the transfer of accrued paid sick time hours will be pro-rated based on the FTE status of the employee. Please refer to the "Transfer of Employee Service Credit LUC/LUMC" policy. *Effective January 1, 2014 a LUMC to LUC transfer may only transfer sick time from the frozen sick bank. 

Note: 

  • Employees will not accrue sick leave while on a paid or unpaid leave of absence.
  • Accrued paid sick time is not paid out to employees at termination of employment or at retirement.
Responsibility 
  • Employee: It is the responsibility of the employee to notify their supervisor in a timely manner when an illness occurs as set by department procedure, and to contact Matrix Absence Management to report your serious illness if the employee is out for more than three days.
  • Department: Every supervisor is responsible for scheduling and documenting sick time used by both exempt and non-exempt employees by authorizing the Payroll Department’s payment of sick leave in accordance with this policy.
  • Human Resources: Loyola University Chicago Human Resources has the responsibility for interpreting and administering the sick leave policy, and the authority to make exceptions.  
Revised:01.30.14, 09.09.15, 12.31.16, 2.1.17, 2.27.17, 3.7.17, 6.28.17