APPROVED: February 14, 1991
EFFECTIVE: February 14, 1991
REVISED: July 14, 1994
REVISED: March 12, 1998
REVISED: June 8, 2000
REPEALED: September 14, 2000
READOPTED: August 25, 2001
REVISED: March 9, 2005
REVISED: May 10, 2006
REVISED: March 31, 2008
REVISED: November 11, 2009
REVISED: September 8, 2010
REVISED: December 8, 2010
REVISED: May 11, 2011
REVISED: November 9, 2011
REVISED: December 10, 2014
REVISED: May 13, 2015
REVISED: July 1, 2019
REFERENCES: C.R.S. 23-5-117; Statute on PERA; C.R.S. 28-3-601; State Fiscal Rules; State Personnel Rules; Family and Medical Leave Act of 1993
/ Dr. Byron McClenney /
Dr. Byron McClenney, Chair
In an effort to enhance the job performance of employees and to establish a working environment, which will attract and retain competent workers in today’s competitive job market, employees of the Colorado Community College System (System) are provided benefits in accordance with the provisions of this Policy.
Unless otherwise specified herein, this Policy applies to the Chancellor, Presidents, faculty, administrators, and professional and technical staff, designated at .75 FTE or greater. Benefits for Classified employees are regulated by the Department of Personnel and Administration (DPA) and administered through the System according to established rules and procedures.
Tuition Assistance Program for Employees and Tuition Scholarship Program for Spouses, Domestic Partners and Eligible Children
All employees are encouraged to develop job skills and abilities, which will benefit the employee as well as the College and System. The Board also recognizes the value of access to educational services for both our employees and their dependents. As a result, employees (including Classified staff) covered under the scope of this policy, as well as their eligible dependents may enroll in state-funded credit courses at any College within the System or CCCOnline, and be reimbursed by the College or System office. The Chancellor shall develop a system-wide program detailing the requirements and procedures for participating in the Tuition Assistant/Scholarship Program.
There is hereby established an employee benefit trust to administer an employee benefits package with a Board of Trustees to be appointed by the SBCCOE Board (Board) on the recommendation of the Chancellor. There shall, at all times, be at least one member of the Board on the Board of Trustees.
The Board hereby delegates to the Chancellor the authority to approve the health and other benefits package for its eligible employees. The package shall include the statutory requirements for workers’ compensation insurance, unemployment compensation, and retirement pursuant to the rules of the Public Employees’ Retirement Association (PERA). The package will also include group health benefits or some other form of such coverage as an option and may include other benefits such as dental, vision, disability plans, group life insurance, travel and/or accident insurance, tax-sheltered annuities, early retirement plan(s), and other benefits.
Employees outside the scope of this policy may qualify to enroll in the health benefits portion of the benefits package. Eligibility will be determined annually according to procedures established to meet the requirements of the Affordable Care Act (ACA) and its implementation within the System.
The Board hereby delegates authority to the Chancellor to negotiate insurance plans and to complete other arrangements needed to implement the health and other benefits.
Employees of CCCS are entitled to regular retirement, early retirement, or disability retirement, in accordance with the rules and regulations of PERA.
Employees who meet the qualifications and who retire under the PERA Defined Benefit plan shall receive payout of unused accrued leave in accordance with the provisions contained in the annual and sick leave sections of this Policy.
Employees enrolled in the PERA Defined Contribution plan do not retire under PERA. Employees enrolled in the PERA Defined Contribution plan who can provide official documentation to Human Resources showing that their combined years of service and age would have allowed them to retire under the PERA Defined Benefit plan shall receive payout of unused accrued leave in accordance with the with the provisions contained in the annual and sick leave sections of this Policy. It is the employee’s responsibility to work with PERA to gather and to provide this documentation to Human Resources.
Employees who were hired or reinstated under the scope of the Policy before July 1, 1988, and who take early (reduced) retirement under PERA regulations shall be entitled to have the College or System office continue to pay the employee’s share of the group health and life insurance premium up to the amount paid for active employees until the employee reaches age 65. Payment shall be made to the PERA health insurance plan.
Retired employees are eligible for temporary employment within the System in accordance with PERA rules at a rate of pay determined by the Appointing Authority. PERA retirees employed on a temporary basis are not eligible for leave and other benefits with the exception of the tax-sheltered annuities. Health benefit eligibility will be determined according to procedures established to meet the requirements of the Affordable Care Act and its implementation within the System.
The Board recognizes that there are legitimate reasons why an employee may be absent from assigned duties. The conditions under which employees may be granted such authorization are specified in the following sections of this Policy.
Faculty, administrators, professional and technical staff who were employed with the System between .5 FTE and .75 FTE prior to July 1, 2015, with no break in service, shall also receive leave benefits according to this Policy.
Leave must be approved by the employee’s immediate supervisor in advance when foreseeable, unless an alternate approving authority is identified in the applicable section of this Policy. It is the responsibility of the employee to comply with procedures for requesting and reporting leave at their College or the System office. Unauthorized absence constitutes grounds for corrective or disciplinary action up to and including termination; e.g., the supervisor may charge unauthorized absence to sick or annual leave, or treat the absence as leave without pay and adjust the employee’s salary accordingly.
Unless otherwise stated, sick and annual leave are accrued at the end of each month, for use beginning the first of the following month. Current system processes result in leave accruals being generated when central payroll processes. Employees are not eligible to use leave in the month in which it is earned. Supervisors must consider leave balances when approving leave so as not to approve leave in the same month in which it is earned.
Leave may be granted with or without pay depending upon the reason for the leave. When leave with pay is granted, the full salary and benefits due the employee during the period of absence from duty will be provided unless this Policy requires a different arrangement.
Annual leave is for the purpose of providing opportunity for rest and renewal. The Board encourages employees to take annual leave regularly in order to increase efficiency in job performance.
Eligible administrators, professional and technical employees shall accrue annual leave at the rate of 15 hours per month, prorated to the percent of employment. There shall be a maximum carryover of 360 hours into a new fiscal year. At each fiscal year end (June 30), accrued hours over 360 will be forfeited.
Annual leave will be earned during periods of leave with pay, prorated according to the rate of employment during the leave. Such accrual will be credited only upon return to work or upon retirement at the end of the paid leave.
A supervisor may establish periods when annual leave will not be allowed, or must be taken based on business necessity. These periods cannot create a situation where the employee does not have a reasonable opportunity to use leave that will be subject to forfeiture.
Accrued annual leave shall be transferred when an employee is reassigned, transferred, or otherwise appointed to another position within the System, which entitles the incumbent to annual leave. If the employee is reassigned, transferred or otherwise appointed to a position within the System that does not accrue annual leave, their annual leave shall be paid out according to this Policy prior to the change.
In the case of separation of employment, or move to a position that is not eligible for annual leave, accrued annual leave will be paid to an employee up to a maximum of 360 hours.
The Chancellor or President may require employees to take annual leave in lieu of payout if they were hired to fill a position on an interim basis and/or their position was funded by other than state funds. In the case of death of an employee, the total amount of annual leave accrued on the date of death will be paid.
Sick leave is for the purpose of providing protection of income to eligible employees to address their physical or mental wellbeing.
Eligible administrators, professional and technical employees shall accrue sick leave at the rate of ten (10) hours per month, prorated according to the percent of employment.
Faculty on nine month contracts shall accrue ninety (90) hours of sick leave per academic year. Faculty hired for ten, eleven, and twelve month contracts shall accrue ten (10) hours of sick leave per month of their faculty contract. Additional assignments and overloads are not considered in the determination of sick leave accrual. The total annual accrual allowed, prorated according to the percent of employment, will be credited to faculty at the beginning of the contract term.
Sick leave will accrue during periods of leave with pay, prorated according to the percent of employment during the leave. Such accrual will be credited only upon return to work or upon retirement at the end of the paid leave.
Upon the approval of the immediate supervisor, paid sick leave will be granted to employees for absence from duty which is required by illness of the employee; injury to the employee not covered by Workers’ Compensation; the period of time a mother takes for the birth of a child that is covered under the Family and Medical Leave Act (FMLA); or other health-related condition of the employee.
Sick leave for faculty will be granted for absence from duties during the terms of their faculty contract. Sick leave will not be granted for absence from duty of additional assignments or overloads.
Sick leave will also be granted according to the following:
A maximum of one hundred sixty (160) hours per year of the employee’s accrued sick leave balance may be granted to employees for absence due to the health needs of the employee’s child who is under the age of 18 or an adult child incapable of self-care, parent, spouse, domestic partner, legal dependent, or a person in the household for whom the employee is the primary caregiver. Accrued sick leave may also be used by an employee who has been designated for FMLA leave to care for an injured military service member.
A maximum of sixteen (16) hours per year of the employee’s sick leave may be granted to faculty for personal reasons (faculty personal leave). Faculty may carry over up to sixteen (16) hours of faculty personal leave from year-to-year. No more than thirty-two (32) hours of faculty personal leave may be used in any year and no more than sixteen (16) hours of faculty personal leave may be used in any week.
Employees may use available sick leave within the first 12-month period of the birth of their child or placement of a child to the employee’s home through adoption or foster care. Intermittent parental leave may be permitted within the eligible 12-month period, subject to business needs. Parental leave shall run concurrently with FMLA leave.
Sick leave will be charged on an hour for hour basis; i.e., one hour for each hour of classes, office hours, or other duties/responsibilities missed consistent with Board Policy on faculty workload and a forty (40) hour work week. It is the responsibility of the supervisor to determine the amount of leave to be charged and to make arrangements to cover the duties of an employee who is on sick leave, including arrangements for substitute instructors, temporary office help, and/or temporary reassignment of duties.
Accrued sick leave will be transferred if an employee is reassigned, transferred, or otherwise appointed to another position within the System, which entitles the incumbent to sick leave.
An employee who voluntarily separates employment, or moves to a position that is not eligible for sick leave, and returns within five (5) years to an eligible position within the System shall be credited with all sick leave accrued as of the date of such separation or change.
Employees in a leave eligible position hired or reinstated, under the scope of this Policy, on or after July 1, 1989, who are approved for regular or early retirement under Public Employees’ Retirement Association rules will be paid for one quarter (1/4) of sick leave accrued as of the date of retirement, or for 240 hours, whichever is less, at the rate of pay in effect on the date of retirement. Such employees who were hired prior to July 1, 1989, and had no break in service, will be paid upon retirement for one-fourth (1/4) of sick leave accrued as of the date of retirement from a leave eligible position at the rate of pay in effect on the date of retirement.
In the case of death of an employee, one-fourth (1/4) of total sick leave accrued on the date of death will be paid at the rate of pay in effect at the time of death.
Employees within the scope of this Policy will be granted paid leave during any term of employment for up to a maximum of five days in the event of the death of a family member or other person. Bereavement leave cannot be used for settling an estate. The decision to grant and the amount of leave approved shall be based on the relationship to the deceased and the circumstances of the situation.
Administrators, professional and technical employees will be granted the same number of paid holidays granted to employees of the State Personnel System, pro-rated to their percent of appointment. The Chancellor may establish alternate holiday schedules in accordance with the Colorado Revised Statue 24-11-101(3).
Employees within the scope of this Policy shall be granted jury leave with pay for the period they are required to serve on jury duty. Compensation received for jury duty during the time absent from work shall not be turned over to the College or System office.
Pursuant to C.R.S. 28-3-601, any employee within the scope of this Policy who is a member of the armed forces, the National Guard or reserve shall be granted leave with pay for up to a maximum of fifteen days in any calendar year for the annual training period or for active service ordered or authorized by proper authority pursuant to law.
When military service extends beyond the maximum time for paid leave, leave without pay shall be granted. Employees who are separated from active military service under honorable conditions and who return to employment within the System in accordance with applicable statutes and state fiscal rules shall be entitled to the same or like position as that occupied when the employee entered military service, with reinstatement of pay, seniority, rights and benefits as provided by statute.
The Chancellor or President may grant leave with pay to employees covered under the scope of the Policy for other compelling reasons such as, but not limited to, required appearances in court or at administrative proceedings, disciplinary or investigatory purposes, closure of work facilities due to weather conditions, or other emergency situations. In addition, up to two hours of administrative leave shall be granted to participate in general elections, if the employee does not have 3 hours of unscheduled work time during the hours the polls are open.
The approval of the Chancellor shall be required for paid leaves in excess of twenty (20) consecutive working days.
Leaves granted under this provision will be in accordance with State laws and State Fiscal Rules, and in consideration of budgetary needs, work schedules, and the impact on the ability to fulfill the role and mission of the institution or the System.
Leave without pay may be granted to employees by the Chancellor or President when there are good reasons for such leave and the absence of the employee will not cause a hardship to the institution or the System.
Leave without pay may be granted for periods of up to one fiscal year at a time. Leave extending beyond the end of the current fiscal year will require review and approval by the Chancellor or President at the end of each fiscal year, up to a maximum of three years. If additional leave is requested at that point, the approval of the Chancellor must be obtained.
If leave without pay is granted for a period of less than one month, leave benefits will continue to accrue, pro-rated according to the percent of time worked in the month. Employees on leave without pay for periods of one month or more will not accrue leave and will not receive service credit for sabbatical leave. Such employees will receive group insurance contributions but may only continue coverage provided they pay their portion of the premiums by established deadlines, subject to plan policy restrictions.
If a College is a grantee or delegate agency under a federal grant requiring the grantee or delegate agency to maintain a formal structure of shared governance through which people external to the College can participate in decisions regarding personnel policies for the program, the shared governance body may establish separate leave policies for employees whose positions are funded by the grant. Any separate leave policies must be approved by the Chancellor.
The Chancellor and College Presidents shall promulgate procedures as needed to implement this Policy. Such procedures shall include but not be limited to regulations regarding approval of leave, record keeping, and coverage of duties.