Introduction

This procedure applies to all student employees, temporary hourly employees and graduate assistants (staff) and are administered in accordance with WAC 296-128.

(1) Paid Sick Leave Accrual and Availability

(A) Accrual

1. Employees accrue incremental paid sick leave of one hour for every 40 hours worked.

2. Employees are not entitled to accrue paid sick leave for non-work hours paid (i.e. when using paid sick leave).

(B) Availability

1. Employees are entitled to use their accrued, unused paid sick leave beginning on the ninetieth (90^th) calendar day after the start of their employment. Employees are entitled to use paid sick leave incrementally.

(3) Authorized Uses of Paid Sick Leave

(A) Care of the employee or the employee’s family member

1. Employees may use their accrued, unused paid sick leave hours to care for themselves or a family member (definition below) for;

a. Mental or physical illnesses, injuries, or health conditions;

b. The need for medical diagnosis, care, or treatment of mental or physical illnesses, injuries, or health conditions; or

c. The need for preventive medical care.

2. For the use of paid sick leave for an employee’s family member, family member is defined as a:

a. Child: Including a biological, adopted, or foster child, stepchild, or a child to whom the employee stands in loco parentis, is a legal guardian, or is a de facto parent, regardless of age or dependency status;

b. Parent: Including a biological, adoptive, de facto, or foster parent, step-parent, or legal guardian of an employee or the employee's spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child;

c. Spouse;

d. Registered domestic partner;

e. Grandparent;

f. Grandchild; or

g. Sibling.

(B) Closure of the university or the employee’s child’s school or place of care

1. Employees may use their accrued, unused paid sick leave when the university has been closed by order of a public official for any health-related reason; or

2. When an employee's child's school or place of care has been closed by order of a public official for any health-related reason.

(C) To address issues related to domestic violence, sexual assault, or stalking

1. Employees may use their accrued, unused paid sick leave to:

a. Seek legal or law enforcement assistance or remedies to ensure the health and safety of the employee and their family members including, but not limited to: Preparing for, or participating in, any civil or criminal legal proceeding related to or derived from domestic violence, sexual assault, or stalking;

b. Seek treatment by a health care provider for physical or mental injuries caused by domestic violence, sexual assault, or stalking;

c. Attend health care treatment for a victim who is the employee's family member;

d. Obtain, or assist the employee's family member(s) in obtaining, services from: a domestic violence shelter; a rape crisis center; or a social services program for relief from domestic violence, sexual assault, or stalking.

e. Obtain, or assist a family member in obtaining, mental health counseling related to an incident of domestic violence, sexual assault, or stalking in which the employee or the employee's family member was a victim of domestic violence, sexual assault, or stalking.

f. Participating, for the employee or for the employee's family member(s), in: Safety planning; or temporary or permanent relocation; or other actions to increase the safety from future incidents of domestic violence, sexual assault, or stalking.

2. For purposes of leave related to domestic violence, sexual assault, or stalking, family member has the following definition:

a. Any individual whose relationship to the employee can be classified as a child, spouse, parent, parent-in-law, grandparent, or person with whom the employee has a dating relationship.

(4) Verification for Absences Exceeding Three Days

Supervisors may require an employee to provide a written statement or medical certification to support their need for sick leave that exceeds three consecutive workdays. Supervisors will notify an employee of their right to assert that the verification requirement results in an unreasonable burden or expense on the employee, prior to requiring the employee to provide verification. The request for verification is to be used in conjunction with WAC 296-128-660.

(5) Requesting or Reporting Absences

(A) The employee will submit their leave request to their immediate supervisor or designee in advance of the requested leave date. Individual departments may set standards for how far in advance requests shall be required.

(B) If advance notice is not possible, the employee will provide the immediate supervisor with the soonest possible notification of absence.

(C) The employee will contact their immediate supervisor or designee before the work shift if the employee is unable to work the assigned shift and daily thereafter unless prearranged. Individual departments may establish additional notification requirements, such as whether it is acceptable to leave a voice message or whether the employee must speak to a supervisor.

(6) Paid Sick Leave Rate of Pay for Use of Paid Sick Leave

Employees will be paid their normal hourly compensation for the paid sick leave used.

(7) Carryover of Accrued, Unused Paid Sick Leave

Accrued, unused paid sick leave balances of 40 hours or less will carry over to the following year. The accrual year is January 1 – December 31.

(8) Reinstatement of Paid Sick Leave Hours Upon Rehire

(A) CWU will reinstate an employee's previously accrued, unused paid sick leave (not to exceed more than 40 hours) if it rehires an employee within 12 months of separation.

(B) If an employee is rehired within 12 months of separation, the employee will not be required to wait another 90 calendar days to use their accrued, unused paid sick leave if the employee met that requirement during the previous period of employment.

1. If an employee did not meet the 90-day requirement for the use of paid sick leave prior to separation, the previous period of time the employee worked for the university will count towards the 90 days for purposes of determining the employee’s eligibility to use paid sick leave.

[Responsibility: BFA; Authority: WAC 296-128; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 06/13/2018; Approved by: James L. Gaudino, President]