Leave Policies

Working From Home and/or Telecommuting

Faculty and staff are asked to continue their professional work through telecommuting, if applicable. Some essential personnel will continue to provide critical services on campus. Maricopa Community Colleges will contact all essential personnel to notify them of their status. The CDC recommends anyone 65 years of age or older and/or those with underlying conditions should take extra precautions. If you fall under this category and are concerned about returning to the workplace, you may request an accommodation.

Paid sick leave and expanded family and medical leave requirements are not retroactive.

More On Expanded Family and Medical Leave

If you request leave because you are subject to a quarantine or isolation order or to care for an individual subject to such an order, you should additionally provide the name of the government entity that issued the order. If you request leave to self-quarantine based on the advice of a health care provider or to care for an individual who is self-quarantining based on such advice, you should additionally provide the name of the health care provider who gave advice.

If you request leave to care for your child whose school or place of care is closed, or child care provider is unavailable, you must also provide:

  • The name of your child
  • The name of the school, place of care, or child care provider that has closed or become unavailable
  • A statement that no other suitable person is available to care for your child

In addition to the above information, you must also provide MCCCD with written documentation in support of your paid sick leave as specified in applicable IRS forms, instructions, and information. Please also note that all existing certification requirements under the FMLA remain in effect if you are taking leave for one of the existing qualifying reasons under the FMLA. 

More On Paid Sick Leave

Full-time permanent employees earn a half-hour of leave for every hour scheduled. Part-time, temporary employees earn one hour for every 30 hours worked.

When requesting paid sick leave or expanded family and medical leave, you must provide MCCCD the following information either orally or in writing:

  • Your name;
  • The date(s) for which you request leave
  • The reason for leave; and
  • A statement that you are unable to work because of the above reason.

You are unable to work if your supervisor has work for you and one of the COVID-19 qualifying reasons set forth in the FFCRA prevents you from being able to perform that work, either under normal circumstances at your normal worksite or by means of telework. Adjustments to this will be handled on a case by case basis.

You may not use paid sick leave and expanded family and medical leave together for any COVID-19 related reasons. The Emergency Family and Medical Leave Expansion Act applies only when you are on leave to care for your child whose school or place of care is closed, or whose child care provider is unavailable, due to COVID-19 related reasons. However, you can take paid sick leave under the Emergency Paid Sick Leave Act for numerous other reasons.

The term “health care provider,” as used to determine individuals whose advice to self-quarantine due to concerns related to COVID-19, can be relied on as a qualifying reason for paid sick leave, means a licensed doctor of medicine, nurse practitioner, or other health care provider permitted to issue a certification for purposes of the FMLA.

If you become ill with COVID-19 symptoms, you may take paid sick leave under the FFCRA only to seek a medical diagnosis or if a health care provider otherwise advises you to self-quarantine. If you test positive for the virus associated with COVID-19 or are advised by a health care provider to self-quarantine, you may continue to take paid sick leave. You may not take paid sick leave under the FFCRA if you unilaterally decide to self-quarantine for an illness without medical advice, even if you have COVID-19 symptoms.

In addition, you may not take paid sick leave under the FFCRA if you become ill with an illness not related to COVID-19. 

You may take paid sick leave to care for an individual who, as a result of being subject to a quarantine or isolation order is unable to care for himself or herself and depends on you for care and if providing care prevents you from working and from teleworking. 

Furthermore, you may only take paid sick leave to care for an individual who genuinely needs your care. Such an individual includes an immediate family member or someone who regularly resides in your home. You may also take paid sick leave to care for someone if your relationship creates an expectation that you would care for the person in a quarantine or self-quarantine situation, and that individual depends on you for care during the quarantine or self-quarantine.

You may not take paid sick leave to care for someone with whom you have no relationship. Nor can you take paid sick leave to care for someone who does not expect or depend on your care during his or her quarantine or self-quarantine.

If you come to work and a supervisor sends you home, that may be considered sick leave. Maricopa Community Colleges is obligated to provide a safe workplace and may take necessary and reasonable steps to minimize health risks for its employees, such as requiring that employees not come to work if they have COVID-19. Employees should stay home if COVID-19 symptoms develop and should go home immediately if COVID-19 symptoms occur at work. Employees should use accrued sick leave.

The same leave policies do not apply to residential faculty, adjunct faculty, and staff. Leaves for residential faculty are generally governed by the Residential Faculty Policies (RFP), whereas sick leave for adjunct faculty are governed by Arizona Revised Statutes § 23-373; and staff are governed by staff policy manual. Managers and supervisors should, therefore, consult with their local human resources office and comply with the rules and regulations that may apply to their employees.

If you are a Maricopa Community Colleges temporary or One Year Only (OYO) employee, you will be granted leave. Temporary and OYO employees also accrue sick leave and will be eligible to use such leave if they become sick or ill.

If you are a Maricopa Community Colleges part-time employee and become sick with COVID-19, you may take leave or telework. Part-time employees will be eligible to use their accrued sick leave. If a part-time employee is self-quarantined, a supervisor/manager may approve for the employee to work from home.

A supervisor or manager may require an employee to provide a certification from a health care provider clearing the employee to return to work if they have contracted or been exposed to COVID-19, or have exhibited COVID-19 like symptoms Supervisors and managers may allow employees to come back to work and delay the certification requirement until the employee is able to see a doctor in recognition of the fact that it may be difficult for employees to obtain such a certification at the present time. Supervisors should consult their local human resources office with questions.

Employees will need to provide such documentation in accordance with policy guidelines if illness is not due to COVID-19. Supervisors and managers should evaluate and monitor on a case-by-case basis.

If you are concerned you do not have any sick leave available, there may be other options. 

Upon request, Maricopa Community Colleges Human Resources may advance sick leave to eligible employees who exhausted their sick, vacation and banked vacation accruals. Advanced Sick Leave is equivalent to a loan of accrued sick time hours that must be repaid. It will be paid back over time, by deducting the sick leave an employee would otherwise accrue. 

Please review the complete Advanced Sick Leave Policy for more details.

An employee may be advanced up to an equivalent amount of leave they would normally accrue in the leave year, not to exceed 80 hours. Advanced Sick Leave will be considered for an employee if the employee is (or has been):

  1. Ill with COVID 19 or is high-risk for COVID-19 due to a health condition; or
  2. Quarantined by order of a local health authority for reasons related to COVID 19; or
  3. Self-quarantined because a resident of their household is ill with COVID 19; or
  4. Exposed to COVID 19, and a health authority or provider has determined his or her presence on the job could jeopardize the health of others; or
  5. Self-quarantined because they have returned from a country that is listed by the Centers for Disease Control as having widespread or ongoing community spread (Level 3 Travel Health Notice).

 


 

Family and Medical Leave

The Family and Medical Leave Act (FMLA) does not entitle an employee to take leave to avoid contracting COVID-19. The FMLA entitles employees to job-protected leave when they have a “serious health condition or when they need leave to care for covered family members who have a serious health condition.”

If an employee has a high-risk condition that makes them more susceptible to COVID-19, please contact your local human resources office or the District HR Office to discuss options for working remotely.

Supervisors and managers will be responsible for entering time to ensure all employees receive pay if off work due to COVID-19.

Maricopa Community Colleges must allow employees who are parents or caregivers time off from work to care for a family member who is quarantined. if there is a possibility of exposure to COVID-19. employees who are healthy but whose family members are home sick with COVID-19 should notify their supervisor. If certain members of an employee’s family are sick, the employee may be entitled to leave under the Family and Medical Leave (Policy B-9). Family Medical Leave entitles eligible employees to take up to 12 work weeks of unpaid, job-protected leave in a calendar year to care for certain family members with a serious health condition. COVID-19 may qualify as a “serious health condition.”

Employees must consult with their supervisor, who should consult with their local human resources office. Employees may use personal time off or sick leave to take care of a family member, pursuant to Policy B-4 or substitute other paid leave in accordance with Maricopa Community Colleges policy.

Also, supervisors may permit employees to work from home in consultation with their local human resources office.

 


 

Parents with Children in School

My child’s school or place of care has been closed by order of a public official for a health-related reason. Can I take leave or telework?

Yes, if the closure is the result of COVID-19, faculty and staff may use sick leave or personal leave to stay home with children, in accordance with Maricopa Community Colleges policy. Also, supervisors and managers may permit employees to work from home in consultation with their local Human Resources office.

If a school or place of care has moved online — where students are expected to complete assignments at home — then it is indeed considered “closed” for purposes of the Families First Coronavirus Response Act (FFCRA). This is true even if some or all instruction is being provided online or whether, through another format like “distance learning,” the child is still expected or required to complete assignments.

The guidance provided by the Department of Labor states that if an employee is given the choice between in-person or remote learning for their child, and the employee registers for remote learning, 

the employee is not eligible to take paid leave under the FFCRA. This is because the child’s school is not “closed” due to COVID–19 related reasons — it is open for the child to attend. If a child is at home, not because his or her school is closed, but because the employee has chosen for the child to remain home, the employee is not entitled to FFCRA paid leave.

 


 

Short Term Disability

Short term disability benefits may be available due to a positive test for the COVID-19 that results in a quarantine. You may be considered totally or partially disabled during the period of medically required confinement. If you have questions about Sun Life’s practices regarding COVID-19, please contact Sun Life Client Services at 800-247-6875, Monday through Friday, 8 a.m. to 8 p.m. ET.

Because of the special circumstances surrounding COVID-19, Sun Life and ComPsych are extending ComPsych’s services to clients who have not purchased EAP benefits – at no extra charge.

Additional information and resources are available through the U.S. Centers for Disease Control and Prevention (CDC) and the World Health Organization (WHO).

If there are additional questions, please contact your Local HR or District Human Resources Office.

 


 

Compassionate Leave

Compassionate leave is a bank of donated time from other employees.

Maricopa’s Compassionate Leave policy allows employees to donate sick and vacation hours which may then be used by eligible employees. Compassionate leave is available to employees only after they have exhausted all their sick, vacation and banked vacation accruals. Decisions to grant compassionate leave will be made by a committee appointed by the Chief Human Resources Officer. Please review the complete Compassionate Leave Policy for more details.

Employees will be able to donate up to 40 hours either sick time, vacation, or a combination of both.

For further questions, please email the HR Solutions Center service account at dl-dssc-hr-solutions-center@domail.maricopa.edu.

Emergency Family and Medical Leave Expansion Act (EFMLEA) Leave (block or intermittent) can only be approved up to the point identified in the official announcement from the Governor's Office that extended "school closures through the remainder of the school year." The end date is dependent on the individual school and will be identified through school notification and public websites.

If any subsequent communication comes from the Governor and Federal Government that extend the stay-at-home or social-distancing period due to COVID-19 which prevent the availability of summer child care options, extension to EFMLEA will be approved as needed. 

Download the original Executive Order which included school closures. 

 


 

Viewing Available Leave Balances

You can view all of your absence balances in HCM. They are categorized by Bank Vacation, Personal, Vacation, and Sick.

To view, Log into HCM with your MEID and password. Click the Time tile. In the left menu, click Absence Balances.

Your current balance does not reflect absences that have not been processed. Your Personal Balance tracks how many hours you may use from your sick accruals for personal reasons. It is not a separate fund of hours.

Please only refer to HCM for the correct absence balance as the paycheck will not reflect the accurate amount.

If you are already on an approved leave status, you will continue to receive the scheduled leave time. You would not receive leave in addition to the already approved employee's leave time.

 


 

Overtime

Overtime will be paid only if the employee works more than 40 hours. Meaning the time received by Maricopa for not working does not count toward any time worked for overtime calculation purposes.