Sick Leave Policy

Purpose:

Willamette University recognizes that employees need days off from work from time to time to address their or family members’ health needs. This policy is intended to comply with Oregon law, and to the extent there are any inconsistencies, Willamette University will follow Oregon law. 

Definitions Related to this Policy:

Affinity means any individual related by blood or affinity whose close association with a covered individual is the equivalent of a family relationship.

Family member means a spouse or domestic partner, a child of a covered individual or the child's spouse or domestic partner, a parent of a covered individual or the parent's spouse or domestic partner, a sibling or step sibling of a covered individual or the sibling's or step sibling's spouse or domestic partner, a grandparent of a covered individual or the grandparent's spouse or domestic partner, a grandchild of a covered individual or the grandchild's spouse or domestic partner, any individual related by blood or affinity whose close association with a covered individual is the equivalent of a family relationship.

Policy:

1. Accrual of Sick Time - Employees may earn up to 8 hours per month of paid sick leave. Employees who are employed at less than 1.0 FTE will earn paid sick leave on a pro-rated basis. Sick leave is capped at 80 hours.
   1. Employees hired before June 30, 2024: Employees hired before June 30, 2024 with a sick leave accrual balance in excess of 80 will retain the sick leave accrual balance, however, the employee will not accrue additional leave until the employee’s sick leave balance is below the 80-hour cap.
2. Use of Sick Time - Employees may begin using sick time as soon as it is earned. An employee rehired within 6 months of separation may use previously accrued sick time up to 80 hours immediately upon reemployment, but will not have any balance above 80 hours restored. When using sick time, employees will be paid at the regular rate the employee would have earned had they not been absent. If an employee takes sick time but has exhausted all accrued sick leave, where applicable by law, the time off will be unpaid.  
3. Employees are not required to find coverage when taking sick leave.
4. Employees will not be compensated for unused sick leave upon termination, except at retirement in accordance with the provisions of the policy governing Sick Leave Cash Out for Retirement applicable to employees hired on or before June 30, 2024.
5. Qualifying absences - Sick leave may be used for the following reasons:
   • For an employee’s mental or physical illness, injury or health condition, need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or need for preventative medical care;
   • For care of a Family Member with a mental or physical illness, injury or health condition, care of a Family Member who needs medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or care of a Family Member who needs preventative medical care;
   • For any qualifying purpose under the Family Medical Leave Act or Oregon Family Leave Act, including bereavement leave;
   • For any purpose allowed under Oregon’s domestic violence, harassment, sexual assault or stalking laws;
   • In the event of a public health emergency (including closure of Willamette University) or closure of the employee’s child’s school or daycare by order of a public official due to a public health emergency, to provide self-care or care for a Family Member if the presence of the employee or Family Member in the community would jeopardize the health of others as determined by a public health authority or by a healthcare provider; or if the employee is excluded from work by law due to health reasons.
6. Sick leave is not intended to be used as vacation or extension of vacation. Sick leave will not be advanced but must be earned before it can be used.
7. See the Paid Leave Oregon Policy for details on how sick leave hours may be used in conjunction with paid leave benefits.
8. Employee Documentation - If an employee uses more than three consecutive scheduled workdays of sick time, Willamette may request reasonable documentation verifying the employee is out for a qualifying reason. Additionally, if the university has reason to suspect that an employee is abusing sick time, regardless of whether the employee has used sick time for more than three consecutive days, it can request reasonable documentation. 
9. Employee Notice - For planned sick leave, the employee should use best efforts to notify their supervisor of the need to use sick time as soon as practical before the date sick time will commence. If possible, the employee should include the anticipated duration of the sick time requested. The employee must make a reasonable attempt to schedule the use of sick time in a manner that does not unduly disrupt operations, including attempting to avoid scheduling sick time during peak work hours, when work is time-sensitive, or when mandatory meetings are scheduled.
10. When sick leave is unforeseeable, the employee should follow department procedures to notify their supervisor of the need for sick leave before the start of the scheduled work shift, or as soon as practical, and where possible, provide the duration of the sick leave.
11. No employee will suffer discrimination or retaliation for requesting, using, or complaining that they are not receiving sick time as required by law. Employees may file a complaint with the Bureau of Labor and Industries if they feel sick leave has been denied or if they believe they have suffered retaliation for requesting or taking sick time. Employees are also encouraged to bring any concerns to their supervisor or Human Resources about the use of sick time or possible retaliation. For more information on sick leave, employees should see their supervisor or Human Resources or the posted notice.

Effective Date: July 01, 2024
Responsible Person/Primary Contact: AVP for Human Resources
Responsible University Office: Human Resources