Policy Statement and Reason
For the purpose of this policy, employees include Massachusetts staff only. All provisions of this policy apply, except that for employees covered by a collective bargaining agreement, this policy does not create any benefits not expressly provided by that collective bargaining agreement and if there are inconsistencies between this policy and the collective bargaining agreement, the terms of the collective bargaining agreement will govern.
The ability of Emerson College to provide quality education for students and to excel in all of its endeavors depends on the attendance, punctuality and general reliability of its employees. Accordingly, Emerson College expects employees to demonstrate a professional work ethic in this regard. However, the College also recognizes that employees will need days off from work to address medical needs and thus provides eligible employees with paid sick time.
Policy Guidelines
Eligibility
Regular full-time and part-time staff employees working 20 hours or more are immediately eligible.
Part-time staff employees working less than 20 hours and temporary staff employees who have worked at least 30 days in a 12-month period are eligible.
Regular Full-Time and Part-Time Staff Working 20 Hours or More
Sick Time Accrual and Maximums:
| Length of Employment | Amount of Sick Time |
|---|---|
| Upon hire through 5 years of continuous service | 1.25 days per month to a maximum of 90 days Pro-rated for part-time based on full-time accrual of 1.25 per month |
| 5 years or more of continuous service | 2.50 days per month to a maximum of 90 days Pro-rated for part-time based on full-time accrual of 2.50 per month |
Annual Sick Time Usage: In accordance with state law, part-time staff employees working less than 20 hours and temporary staff employees may accrue a maximum of 40 hours per year. Part-time staff employees working less than 20 hours and temporary staff employees may use up to 40 hours of sick time per year for their own personal illness and/or to care for children, spouses/domestic partners and parents or parents of spouses/domestic partners. In addition, workers may use earned sick time to deal with domestic violence involving themselves or their children. As of November 21, 2024, workers may use earned sick time to care for themselves or their spouse in the event of pregnancy loss or failed assisted reproduction, adoption, or surrogacy.
Part-Time Staff Working Less Than 20 Hours Per Week and Temporary Employees
Massachusetts requires employers to provide all eligible employees with sick time accruals if they work at least 30 days in a 12-month period, including part-time staff employees working less than 20 hours per week and temporary staff employees.
| Length of Employment | Amount of Sick Time |
|---|---|
| Upon hire and as long as staff employees work at least 30 days in a year | 1 hour for every 30 hours worked to a maximum of 40 hours |
Annual Sick Time Usage: In accordance with state law, part-time staff employees working less than 20 hours and temporary staff employees may accrue a maximum of 40 hours per year. Part-time staff employees working less than 20 hours and temporary staff employees may use up to 40 hours of sick time per year for their own personal illness and/or to care for children, spouses/domestic partners and parents or parents of spouses/domestic partners.
Sick Time Accrual Availability and Parameters
- Staff employees may begin using sick time upon eligibility, as necessary, and in accordance with this policy.
- Non-exempt, hourly staff employees may use sick time in (15) minute increments.
- Exempt, salaried employees must use sick time in half-day or full-day increments.
Absence Reporting and Documentation
For foreseeable absences, staff employees must provide their supervisors with no less than seven (7) days’ notice, when possible. Staff employees who are absent from work must notify their supervisor by either phone, email or text at least two (2) hours prior to the beginning of their work period each day that they are absent or as soon as they are able. If staff employees are unable to reach their supervisors, they must contact their division or department head.
Medical certification is required after five (5) days of consecutive absence due to illness or injury and/or if there appears to be an abuse of sick time, unplanned time or pattern of absences. If the medical certification contains confidential medical information, employees may provide this information to their HR Business Partner or the Leave of Absence administrator in lieu of their supervisors. Employees must inform their supervisors that the documentation is with HR and direct the supervisor to contact HR about the status of the medical certification.
Appropriate Use of Sick Time
- Staff employees’ own illnesses, injuries or medical conditions (physical or mental health related) that require home care, professional medical diagnosis or care, or preventative medical care
- Staff employees’ routine medical and mental health appointments
- Care for the psychological and physical effects of domestic violence
- Staff employees may use up to 7 days of sick time to care for their child, spouse, life partner, parent, sister, brother, grandparent, and the immediate family of the employee’s spouse or life partner with illnesses, injuries or medical conditions (physical or mental health related) that require home care, professional medical diagnosis or care or preventative medical care or the routine medical appointments for employees’ children, spouses or parents. A child is any child who is the biological child of the employee, who is adopted by the employee or whom the employee supervised on a day-to-day basis and for whom the employee is financially responsible.
Staff employees may use sick time for reasons above and are expected and trusted to use discretion, good judgment and to demonstrate a professional work ethic when using sick time. Staff employees who demonstrate a pattern of sick day utilization before or after a weekend, vacation or holidays may be required by their supervisors to provide medical verification of allowable reasons. Staff employees may not use sick time during their last week of employment without medical verification of allowable reasons. Staff employees may be subject to corrective action or other adverse employment action for inappropriate use of sick time under this policy.
Sick Time and Federal (FMLA) and/or State Leaves
Sick time will run concurrently with Family and Medical Leave Act (FMLA), Massachusetts Parental Leave, Massachusetts Domestic Violence Leave and other applicable state and federal laws.
Shared Sick Bank Program
Regular full-time and part-time staff employees working 20 hours or more per week may participate in the Shared Sick Bank Program.
Sick Time and End of Employment
Accrued, unused sick time is not paid to exiting staff employees.
Other Information
Related Policies
- Shared Sick Bank Program
- Service Credit
- All MA - FMLA Leaves
- All MA - Non-FMLA Leaves
- All other leaves
Key Offices to Contact
Please contact Human Resources for further information regarding this policy and its implementation.
Links to Procedures or Forms
Not applicable
Definitions
Full-time equivalent (FTE): An FTE is a unit to measure employees in a way that makes them comparable although they may work a different number of hours per week. The unit is obtained by comparing an employee’s regular number of hours worked per week to the regular number of hours of a full-time employee. A full-time employee is counted as one (1) FTE (at Emerson, either a 40 hour or 37.25-hour employee). A part-time employee is provided an FTE number based on the number of hours worked relative to a full-time employee, for example; based on a 40 hour work week, a 20-hour employee would have a 0.5 FTE.
The contents of this policy are informational only and are not conditions of employment. This policy does not create any contractual obligations or alter the at-will employment of the College’s at-will employees. Emerson College reserves the right to modify, revoke, suspend, terminate, or change any and all policies and procedures at any time, with or without notice, as consistent with state and federal law.
Policy Effective Date: May 2019