LEAVES

SICK AND PERSONAL DAYS

OLIVET NEW CHURCH AND SCHOOL
Overview

The purpose of the Sick and Personal Days policy is to describe the allocations and parameters for the
occasional need for time off work due to one’s own ill health or that of a family member, or to attend
appointments and other personal commitments.

Scope

This policy applies to all full and part-time employees of Olivet Church and School. See below for
specifics.

Definitions

Sick & Personal Days

Sick & Personal Days may be used for personal injury/illness and medical appointments not
available during non-working hours. Sick and Personal Days may also be used for events such as caring
for injury/illness of a spouse, dependent child or parent, as well as for days such as mental wellbeing,
funerals for friends, birth of a grandchild, or personal family obligations/emergencies.

Policy

Each full time employee is eligible for 10 sick/personal days each year which are paid. Part-time
employees have a portion of this full time total, dependent on their percentage of full time employment
(specified in employment letter), as per the following table:

Percentage of Full Time Number of Sick/Personal Days/year

75% or above 7
50% - 74% 5
25% - 49% 3
25% or below 2

These days are based on the employment year (July 1st – June 30th) and do not “roll over” or accrue year
to year.

These days allow for such things as described in the definitions, although every effort should be made to
schedule such things outside of usual work time so as not to disrupt programs and require the possible
incursion of additional costs due to personnel coverage.
Neither personal days nor sick days are to be used for other purposes. Absence for a Professional
Development activity may be approved by one’s Supervisor.

These days are not intended as additional vacation time and should not be used unless they are needed.
Administration

For Clergy and Administrative staff

The 10 sick personal days can be calculated in whole or half days, with a full workday being 7.5 hours.
Any time off work for medical or personal reasons, up to 3.75 hours will be considered half a day and
anything greater than 3.75 hours will be considered a full day off.

For Teaching staff

The teaching day is considered to be 5.5 hours, therefore the full 10 days is the equivalent of 50.5hrs
and can be counted in increments. Greater than 1 hr absent during the morning = 3.5 hrs and in the
afternoon it = 2 hrs. (due to process of securing coverage with a supply teacher). Greater than 1 hour
absent counts as a half day. Greater than 3.5 hours absent counts as a full day. If an employee is able to
leave and return within an hour, without disrupting programs, this does not count against the total sick
days provision.

Procedures

All staff should advise their Supervisors that they require a sick or personal day off, with as much
advance notice as possible, in order to cover the leave, as necessary. This time off will be recorded in
their time records.

In the event that a teacher must take a sick or personal day, he or she, has the option to contact,
directly, a known substitute teacher from Olivet’s existing list/substitute pool. In this way the teacher
can communicate specific needs with the substitute of their choosing.

If the employee is too unwell or wishes not to make the substitute arrangements, the Office Manager
can be requested to do so. New substitutes receive an informal orientation from the Principal and
Olivet collects some paperwork from them for payment and background check purposes. General
parameters will be outlined in an agreement letter to substitute teacher specifying expectations.

Responsibility

It is the responsibility of the employee to communicate to their Supervisor of the need for the time off.
The Supervisor is responsible for ensuring the employee is aware of the allocations and parameters of
the policy. As well, the Supervisor is responsible for ensuring the policy is followed and documenting
the leaves in order to track the allowance.

It is the responsibility of the Pastor to oversee the administration of this policy. It is the responsibility of
the Board of Directors, Pastor and HR representative to develop, maintain and monitor the terms and
effectiveness of the policy.

This policy and associated procedures are intended as a guide only.

POLICY DEVELOPMENT
Stage of Approval Date Notes
Provided to Board 11/05/14
Board Discussion 11/10/14
Council Sought (teachers/pastor review)
Board Approval 11/10/14
Publication/Implementation
Communication to Relevant Parties 08/2015
Compliance Oversight Plan (where req’d.)
Revised 01/21/15 Re. Sub. teacher arrangements
Revised 07/20/15 Additional Sub. teacher arrangement
detail
Revision Draft 03/19/18 Combining title/adding P/T chart