Paid Time Off & Leave Policies

• Pro-rated based on months and hours worked for full-time and part-time employees
  • Example: Hired 3/1/19 will have 4 sick days to use until 6/30/19 then on 7/1/19 will have 12
• Hours are based on number of hours your regular workday hours
  • Example: Workday is 4 hours your sick day is only for 4 hours a day 
• 12 days per fiscal year (July – June) Exempt and Non-Exempt Employees
• 9 days per fiscal year (July – June) - Faculty on 12-month contracts
• Union Employees have a 90-day probationary period before eligible to use
• Sick days do not carry over year to year
• No cash value and will not be paid out upon separation from CU
• Employees must notify their supervisors at least 1 hour prior to start of shift or as soon as possible. However, based on university needs some departments may require up to 3 hours prior to start of shift; check with immediate supervisors
• Using more than 3 sick days consecutively requires you submit a doctor's note indicating the days missed from work as well as the date you are cleared to return to work with or without detailed restrictions

Refer to Operations Manual 8.3.5

• Special personal days are floating holidays provided by CU for employees to use in addition to the paid holidays observed during the fiscal year.
• Pro-rated based on hire date for full-time and part-time employees
  • Full-time 37.5 hours weekly (6 days)
  • Part-time 30 hours but less than 37.5 hours weekly (4 days)
  • Part-time 17.5 hours but less than 30 hours weekly (0 days)
  • 10/11 Month Positions (4 days)
• Special personal days do not carry over year to year
• No cash value and will not be paid out upon separation from CU
• Special Personal Days are ‘active’ working days
• Employees are required to give supervisors/managers a 1 week notice when requesting special personal time
  • CU understands that this is not always possible due to personal needs and/or emergencies.

*Does not apply to faculty

Refer to Operations Manual

• Employees must be employed by CU for 12 months before eligible to use
• Federal Program with 12 weeks of job protection
• Job protection leave without pay (or paid if employee uses vacation, special personal or sick days)
• 12 weeks during a rolling 12 months preceding start of leave (26 weeks for military leave) and runs until all 12 weeks are used
• Care for yourself, a family member who is seriously ill, care for a newborn or newly adopted child, or to attend to the affairs of a family member called to active duty
• Runs in conjunction with Short term disability, NYS Paid Family Leave, Caregiver/Secondary Leave or Workers Compensation
• Employees could be approved for FMLA but NOT for STD, NYS PFL or Caregiver/Secondary Leave
• Employees do not accrue vacation days while out

Operations Manual – Family, Medical Leave Act Section 8 (8.1.13)
 

• New York State Program
  • Full-time employees employed for 26 weeks consecutive prior to leave request
  • Part-time employees (less than 20 hours a week) worked 175 consecutive days prior to the leave request.
  • NYS Residents Only – Out of state employees should reach out to human resources (clarksonhr@clarkson.edu) for other available options
  • Employee funded by payroll deduction
• Allows 12 weeks of job protection in a 12 month period
  • NYS PFL is paid at 67% of employees average weekly wage capped at NYS average weekly wage however, per Clarkson Policy employees are paid at 100% by the University
• Employees are required to request PFL leave 30 days in advance or as soon as possible
  • Can be used in full day increments, consecutively or intermittently
  • Care for a family member who is seriously ill, care for a newborn, newly adopted or fostered child, family member called to active military duty
• Works in conjunction with Family Medical Leave Act
• Continuation of Benefits
• Please Note – employees Do Not accrue vacation time and are ineligible to use the tuition benefit while on leave
• https://paidfamilyleave.ny.gov

Operations Manual – Paid Family Leave Section 8 (8.1.18)

Staff Eligibility

• NYS Paid Family Leave (NYS Residents Only) – 12 weeks paid at 100%
  • Refer to Operations Manual 8.1.18 NYS Paid Family Leave
• Out-of-State Employees – 
  • 8 weeks for primary caregiver paid at 100%
  • 4 weeks for secondary caregiver paid at 100%
  • Option of taking an additional unpaid leave under FMLA for 4 or 8 weeks for a combined total of 12 weeks
  • Refer to Operations Manual 
• Staff are eligible after one (1) full year of employment
• Continuation of benefits
• Vacation time does not accrue while on leave
• Ineligible to use Tuition Benefit while on leave
   

Faculty Eligibility

• Faculty are eligible after (1) at least two (2) successive regular terms before the start of the leave on a three fourths (3/4) time appointment; and who are employed post the leave
• 1 Full semester off paid at 100%
• Continuation of benefits
• Refer to Operations Manual 8.1.15 (Continuing Faculty)

Non-Continuing Faculty

• Non-Continuing Faculty are eligible after (1) at least two (2) successive regular terms before the start of the leave on a three fourths (3/4) time appointment; and who are employed post the leave
• 8 weeks for primary caregiver paid at 100%
• 4 weeks for secondary caregiver paid at 100%
• Option of taking an additional unpaid leave under FMLA for 4 or 8 weeks for a combined total of 12 weeks
• Continuation of benefits
• Refer to Operations Manual 8.1.14 Caregiver Leave Policy Non-Continuing Faculty

Caregivers leave works in conjunction with FMLA, NYS PFL, Short-term Disability and other leave types where applicable.

* Lactation rooms are available at our Potsdam and CRC locations. For more information, please visit the HR intranet Childcare Benefits page.

If an employee has been on a medical leave of some type and has exhausted the allowed time off they can choose to request in writing an unpaid leave of absence.

A leave of absence without pay may be granted upon the employee submitting a written request. HR will review the letter, work with supervisors/managers then approve and/or deny the request.

1. Leave of Absence for Disability. A leave of absence for disability will normally be limited to one year from the original date of absence from work. This leave would provide for the possible continuation of the staff member's other fringe benefits. 
2. Leave of Absence for Personal Reasons. A leave of absence for personal reasons will normally be limited to one year from the original date of absence from work and inherent in any such recommendation is the assumption that the individual intends to return to Clarkson for at least one year. This leave would provide for the possible continuation of the staff member's other fringe benefits. 
3. Maternity Leave. An employee must file a disability form with the HR to begin a maternity leave. Once FMLA is exhausted you may request leave without pay with approval. Under normal circumstances, the unpaid leave of absence will not extend the employee's absence from work beyond six months from the first day of disability due to the pregnancy. Contact the Human Resources Office for additional information regarding maternity leave. 

If approved, leave may be granted for up to 12 months with the intent to return to the university for up to 12 months following the leave.

Operations Manual – Fringe Benefits – Section 8 (8.3.6)

Employees are allowed three (3) days time off with pay when death occurs in the immediate family.

• Immediate family shall include: mother, father, mother-in-law, father-in-law, grandmother, grandfather, grandchildren, husband, wife, brother, sister, brother-in-law, sister-in-law, son, daughter.
• In some cases another relative who is a member of the immediate household or an individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship.
• Supervisors would track or enter time as ‘funeral pay’ for the three days. 

Operations Manual – Fringe Benefits – Section 8 (8.3.3.2)

Recognized as a civic responsibility and employees are encouraged to fulfill the obligation as citizens of the community.

• Employees will be granted time off with pay to serve on a jury. 
• Employees must inform and provide their immediate supervisor with documentation validating the have been summoned or chosen as a juror.
• If jury duty does not take a full work day the employee is required to report to work after free from such service for that day. 
• Supervisors would track or enter time as ‘jury duty’ for the days served.

Operations Manual – Fringe Benefits – Section 8 (8.3.3.2)