Louisiana Department of Education                                              Employee Policies

Special School District (SSD)                                                           Effective Date: 8/12/2013

 

Leave (Classified Employees)

 

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Applicability

 

This policy applies to classified employees of LSS. Unclassified employees follow the policy titled “Leave (Title 17)” or the current Executive Order on Unclassified Leave. Classified employees of SSP follow the Department of Education’s Leave Policy.

 

Leave Records and Approval

 

Civil Service requires documentary evidence certifying all authorized leaves of absence.  Leave requests may be made on paper, using Standard Form 6 (SF-6), or electronically, through Louisiana Employees Online (LEO), as determined by each School or Division.

 

Whichever request form is used, documentation of the request and the approval must be maintained with the payroll documents.

 

The Human Resources Office is available to provide the SF-6 and to assist schools and divisions in implementing the leave function in LEO.

 

Leave requests must be approved by the employee’s supervisor, unless someone else has been designated to approve leave.

 

Leave Eligibility and Earning Rates

 

A number of leave types are available to eligible full-time and part-time employees who have a “regular” tour of duty.   These employees are eligible to earn annual and sick leave (except while serving on a restricted appointment).  The employee’s earning rate is based on the employee’s total years of state service and the number of “regular” hours, including on holidays and paid leave.  Leave is not earned while working overtime or on leave without pay. 

 

Eligible employees earn equal amounts of both annual and sick leave for each hour of regular duty.  The maximum earning rate is attained after fifteen (15) years of eligible state service.  

 

Leave earning rates are based upon the following schedule (in a regular 80 hour pay period):

 

                0 – 3 years service                           3.688 hours per pay period

                3 – 5 years service                           4.608 hours per pay period

                5 – 10 years service                         5.536 hours per pay period

                10 –15 years service                        6.456 hours per pay period

                15 or more years service                  7.384 hours per pay period

 

Accumulated annual and sick leave is carried forward each calendar year.  There is no limit on the amount of annual or sick leave an employee may accumulate during the term of his/her employment. 

 

The following requirements apply to the use of annual and sick leave:

 

Annual Leave

 

 

NOTE:  Includes leave taken for the care of a sick child or family member.

 

 

 

 

 

 

NOTE:  In cases where an employee is taking annual leave for an approved Family and Medical Leave absence, the payroll system will not reduce the 1.5 K-time quota.

 

 

 

 

 

 

Sick Leave

 

 

 

 

 

Examples of when a doctor’s statement may be required include, but are not limited to:  a) suspected abuse of sick leave - e.g., employee has a pattern of missing work on Mondays or Fridays, b) excessive sick leave is taken - 3 or more consecutive working days OR more than 80 hours per calendar year. 

 

 

 

 

 

 

 

Additional Leave Types

 

Time and One-Half Compensatory Leave (1.5 K-time)

 

 

 

 

 

Straight Time Compensatory Leave (ST K-time)

 

 

 

 

Family and Medical Leave

 

An employee may be eligible for up to 12 or 26 weeks of Family and Medical Leave under circumstances as provided by the Family and Medical Leave Act (FMLA).  FMLA leave may run concurrently with paid leave.  Please refer to the Family and Medical Leave Act Policy for more specific information about FMLA leave.

 

Crisis Leave

 

The Crisis Leave Program is a means of providing paid leave to an eligible employee who has experienced a catastrophic illness or injury to himself or herself or eligible family member.  The intent of the program is to assist employees who, through no fault of their own, have insufficient paid leave to cover the crisis leave period. The Crisis Leave Policy provides specific conditions and requirements for the use and approval of Crisis Leave.

 

Leave Without Pay (LWOP)

 

An employee may be placed in leave without pay for any unapproved absence from duty during the employee’s assigned work schedule.  Such leave may be given/used for, but is not limited to:  a) tardiness, b) failure to report for duty or secure advance approved leave for absence from duty, c) when an employee calls in to say that he cannot come to work and the supervisor does not approve annual or compensatory leave, d) when an employee calls in sick and the supervisor advises him/her to bring in a doctor’s certificate upon return to duty - and he/she does not.  Leave without pay is not discipline but may lead to disciplinary or other corrective action.

 

When an employee exhibits a pattern of tardiness, minutes may be accumulated and deducted as leave without pay. 

 

Special Leave Types

 

“Special” leave is available to eligible state employees for various kinds of non-work related absences.  Authorized absences for these leave types are “not charged” to an employee’s annual or sick leave balances or pay.  Following is a list of the leave types along with Department requirements as they may apply to each leave type:

 

Funeral Leave

 

 

                                                                                                                                               

 

 

 

 

 Jury Duty

 

 

 

 

 

Educational Leave

 

 

Military Leave

 

 

 

 

Additional Special Leave Types

 

An employee may be eligible for additional “special leave” without loss of pay, annual and sick leave, under the following provisions:

 

Act of God – when the appointing authority determines the employee is prevented by an act of God from performing duty.

 

Civil Air Patrol – when a member of the Civil Air Patrol is ordered to perform with troops or perform in field exercises or training.  Leave cannot exceed 15 working days in one calendar year.

 

Emergency Civilian – when an employee is performing emergency civilian duty in relation to national defense.

 

Office Closure – when leave is granted due to local conditions that prevent the employee from attending work at the regular work domicile or alternative work site.

 

American Red Cross – when the appointing authority approves an employee’s participation as a Trained Disaster Volunteer in an American Red Cross relief service in Louisiana, in response to a Level III or higher disaster.  Leave cannot exceed 15 working days in one calendar year.

 

Voting – leave granted to allow an employee to vote in the parish where he/she lives when the primary, general or special election falls on a regular scheduled workday.  Leave is limited to two hours to vote in the parish where the employee lives, and not more than one day to vote in another parish.

 

Documentation may be required to support any special leave request, at the discretion of the supervisor.  In addition, special leave may require additional administrative approval.

 

Attendance Types

 

When employees are in attendance performing job duties away from the regular work site, the following attendance types may be used to document this attendance:

 

Conference/Convention – when an employee is attending a conference or convention as a part of the employee’s job requirement.

 

Training – when an employee is participating in mandatory in-service or training, work seminars/sessions, meetings, etc., on or off the work site.

 

Civil Service Exam – time may be granted to take a Civil Service examination – pertinent to the employee’s employment.  

 

Interview – time may be granted to an employee when interviewing for another state job.

 

Drug Testing – time may be granted to an employee who is required to take a drug test as a result of reasonable suspicion, on-the-job injury, etc.

 

Documentation may be required to support any attendance request, at the discretion of the supervisor.  In addition, all attendance may be subject to administrative approval.

 

Abuse of Leave

 

Leave is a benefit of employment in State government.  Employees who abuse leave and/or fail to secure proper approval are subject to being placed in leave without pay and/or face disciplinary or other corrective action.

 

Assistance

 

Any questions or concerns regarding this policy should be directed to the employee’s supervisor or the School’s Human Resources Office.