Administrative Regulation:  Health/Wellness Leave

Regulation Number:   3.15.1

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Earnings Rate:  Health/Wellness leave is earned at the rate of 1.5 days per month based on the number of months and percent of full time as defined in the employee’s appointment or contract. Earnings and Leave Balance will be calculated and reported to the hundredths of an hour.

Leave Requests and Maximum Leave Balance: Health/Wellness leave may accumulate to 120 days per year, which includes those days donated by another employee as specified in this Rule.  Days in excess of 120 will be forfeited.  Requests for leave in excess of one week must be approved by the employee’s immediate supervisor.  Requests for leave in excess of one month must be approved by the President.  The minimum time charged as Health/Wellness leave will be a quarter of an hour.

Immediate Family:  For the purposes of this Administrative Regulation, immediate family is defined as spouse, cohabitant partner, parents and grandparents, children and wards, grandchildren, brothers and sisters, mother-in-law and father-in-law, brother-in-law and sister-in-law, daughter-in-law and son-in- law.   Adopted, half, and step members are also included in immediate family.

Leave Uses:  Health/Wellness leave may be used for a variety of reasons including the following:

  • Medical Leave: Accumulated Health/Wellness leave may be used for illness, sickness, emergency medical care, preventive and diagnostic medical and dental This leave may also be used by the employee because of illness or medical/dental appointments in the employee’s immediate family.
  • Personal Leave: Two (2) Health/Wellness leave days may be used by employees for personal leave each fiscal year. These days are not cumulative from year to year.   The personal days are intended to allow the employee to tend to personal matters where other leave provisions do not apply. Personal leave must be pre-approved by the employee’s immediate supervisor.
  • Emergency Leave: Accumulated Health/Wellness Leave may be used for personal emergencies which affect the health and/or welfare of the employee or his or her immediate family. This leave includes but is not limited to bereavement leave upon the death of someone from the employee’s immediate Personal emergency leave must be pre-approved by the employee’s immediate supervisor.
  • Parental Leave: Accumulated Health/Wellness leave may be used for parental leave upon the birth or adoption of a child.  An employee requesting parental leave must notify the President minimum of one month prior to the commencement of the leave and will be granted only in the four months immediately following the birth or adoption.
  • Community Service Leave: Two Health/Wellness leave days may be used by employees for community service/political leave each   These days are not cumulative from year to year. Professional leave days are intended to allow employees to attend professional conferences, seminars, and meetings which are unrelated to their position at Eastern Wyoming College.  Professional leave must be pre-approved by immediate supervisor.
  • Advance Health/Wellness Leave: Benefitted employees whose Health/Wellness (H/W) Leave balance is zero, may request to borrow H/W Leave hours they will earn in future months.  Employees may submit one request per fiscal year not to exceed 24 hours total of Advance H/W Leave. Requests must be submitted in writing to Human Resources; the College President is the approval   Approved Advance H/W Leave hours may only be used for Medical Leave and Emergency Leave.  Account must be brought current (i.e., a zero or positive H/W Leave balance) within six months of being awarded Advance H/W Leave.

Family Medical Leave Act:  In accordance with the Family Medical Leave Act (FMLA), eligible employees are guaranteed 12-weeks of unpaid, job-protected leave during any 12-month period (on a rolling basis) for certain medical reasons. FMLA leave is separate and in addition to Health/Wellness Leave provided by Administrative Regulation 3.15.1. FMLA leave is also separate and in addition to Leave of Absence Without Pay provided by Administrative Regulation 3.7.1.  For additional questions related to FMLA, contact Human Resources.

Donated Health/Wellness Days: Employees may donate or may receive donated Health/Wellness leave per the stipulations listed below:

Leave Donations: Health/Wellness leave may be donated by any employee who has accrued a minimum of twenty (20) days of medical leave.  The maximum number of days a person is allowed to donate during a fiscal year (July 1 through June 30), to any recipient who has an immediate and reasonable need for such assistance, will be based on the following scale:

 

Accrued Days Maximum

Donated Days
20 to 29 2
30 to 39 4
40 to 59 6
60 to 79 8
80 to 120 10

 

For example, if an individual has fifty (50) days of accrued leave they would be able to donate a maximum of six (6) days for the fiscal year.

Donations between immediate family members who are employees are not subject to the designated maximum. Donors shall submit a completed “Donated Leave” form. All accrued leave (i.e., H/W Leave and Paid Leave) except 40 hours of Paid Leave must be taken prior to requesting and using donated days for situations with a long-term health condition.  Donated Health/Wellness Leave will not be tracked beyond 12 months from the date of request.  Unused donated leave will not be deducted from the donor’s Health/Wellness Leave balance.

 

Original Adoption Date: 5/14/02

Revision Date(s): 11/8/05(RF), 8/13/13(RF), 1/4/16, 4/4/16, 10/24/16, 1/28/19

Date reviewed, no change: