Williams College Employee Handbook
Sick Leave for Non-Benefited Staff
This policy applies to the following groups of employees on Williams payroll:
- Exempt (salaried) employees in regular or term positions who are NOT working at least half-time (0.5 FTE), including part-time one season Assistant Coaches.
- Non-exempt (hourly) employees in regular or term positions who are NOT working at least half-time per week.
- Temporary staff, including Winter Study Instructors and current students working outside of the academic year.
Sick Leave Availability
Sick leave is earned at a rate of one hour per 30 hours worked, including overtime, up to a maximum of 40 hours.
Sick leave is credited each payroll, and cannot be used before it is credited. Current available sick leave is reported on the employee's pay statement.
Terms and Conditions of Sick Leave Use
Sick leave may be used to:
- care for the employee’s child, spouse, parent, or parent of a spouse, who is suffering from a physical or mental illness, injury, or medical condition that requires home care, professional medical diagnosis or care, or preventative medical care;
- care for the employee’s own physical or mental illness, injury, or medical condition that requires home care, professional medical diagnosis or care, or preventative medical care;
- attend the employee’s routine medical appointment or a routine medical appointment for the employee’s child, spouse, parent, or parent of spouse; or
- address the psychological, physical or legal effects of domestic violence as defined under the Domestic Violence Leave Rights policy. Earned sick time includes time necessary to travel to and from an appointment, a pharmacy, or other location related to the purpose for which the time was taken.
When using earned sick time, an employee shall make a good faith effort to provide notice of this need to their supervisor in advance of the use of the earned sick time. An employee shall comply with their department’s call-in procedures for the use of unforeseeable earned sick time, recognizing that there are certain situations such as accidents or sudden illnesses for which such requirements might be unreasonable or infeasible.
Sick time may be used as it is credited. Sick leave may be used in as little as 15 minute increments for non-exempt (hourly) positions.
An employee may not use earned sick time if the employee is not scheduled to be at work during the period of use. An employee may not accept a specific shift assignment with the intention of calling out for all or part of that shift.
For an employee who receives different pay rates for hourly work, they will be paid the same hourly rate they would have been paid if they had worked.
Sick leave is not paid out at time of separation or under any other circumstances.
If an employee is committing fraud or abuse by engaging in an activity that is not consistent with allowable purposes for leave (e.g. being sick, caring for an ill family member) or by exhibiting a clear pattern of taking leave on days when the employee is scheduled to perform duties perceived as undesirable, an employer may discipline the employee for misuse of sick leave.
For absences longer than 3 consecutive work days, written certification by a health care provider may be requested.
Break in Service
If an employee returns after a break in service of less than one-year, an employee shall maintain the right to use any accrued earned sick time from prior service.
Interaction with State and Federal Leave Laws
Any sick leave taken will run concurrently with time off provided under other state and federal laws that allow employees to take leave for the purposes listed above. Reference: Family and Medical Leave Act (FMLA), Massachusetts Parental Leave Act , Domestic Violence Leave Rights, and the Small Necessities Leave Act.