Deducted from sick leave balance:
Sick Leave (Code I)
Sick leave is for a necessary absence from duty due to the employee's own illness, injury, maternity, or medical/dental appointment. Absences exceeding five consecutive work days shall require a physician’s verification of illness or disability and authorization to return to service.
Use of Sick Leave to Care for Family Member (Code F)
A maximum of six sick leave days per year may be used to attend to the illness of the employee’s child, parent, or spouse. A written statement explaining the absence shall be filed with the Superintendent, or designee, in advance.
Personal Necessity - Defined (Code P)
Up to seven days of sick leave per year may be used for the following personal necessity reasons:
Death or serious illness of an immediate family member
Accident (an unforeseen or unplanned event or circumstance) involving the employee’s person or property, or the person or property of a member of his/her immediate family
Appearance in court under an official order (documentation required)
Any other situation of urgency judged acceptable and authorized in advance by the Superintendent, or designee. Examples include religious holidays, funerals not covered under bereavement leave, one-time special occasions for which the employee has no scheduling control (e.g. graduation, special honors/ceremonies, birth, etc.)
Member of the immediate family for the purpose of personal necessity leave is defined as:
the mother, father, step-parent, grandmother, grandfather, grandchild, or step-grandchild of the employee or employee’s spouse;
the spouse, son, son-in-law, daughter, daughter-in-law, brother, sister, brother-in-law, sister-in-law, or step-child of the employee;
or anyone living in the immediate household of the employee.
Personal Necessity - Discretionary (Code O)
Up to four days of sick leave per year may be used for the purpose of conducting personal business which is impossible to transact outside of working hours. Time taken as personal necessity-discretionary will reduce the time available as personal necessity-defined, i.e. no more than a total of seven days per year may be designated as personal necessity.
Not deducted from sick leave balance:
Jury Duty (Code J)
Jury leave is provided for any employee who is called to serve jury duty in any court during regularly assigned working hours. Prior notification to and approval by the Human Resources Department is required. There is no limitation on the number of days paid per jury service term. Please see “Jury Duty Information” on this page for limitations and procedures.
Bereavement Leave (Code B)
Bereavement leave is provided to all regular employees in the event of the death of any member of the immediate family. Bereavement leave must not exceed three days, unless out-of-state or necessary travel beyond 250 miles is required or the deceased is the employee’s child, spouse, or parent, in which case an additional two days will be granted. If the deceased is not included on the list of immediate family below, or if additional days of absence are required, personal necessity leave (if available) may be taken.
- Member of the immediate family for the purpose of bereavement leave is defined in contract agreements, Article 6.G.4 for ACT and 6.E.2 for CSEA.
Family (CFRA) Leave
Employees employed by the district for at least 12 months are qualified for up to 12 weeks of unpaid family leave in any 12-month period under the California Family Rights Act (non-classified employees must also meet the annual hours requirement). Family leave may be used for:
the birth of a child
care of a child
placement of a child for adoption or foster care
care of the employee’s spouse, child, or parent with a serious health condition
the employee’s own serious health condition which renders him/her unable to work
Existing District-paid health benefits shall continue uninterrupted throughout the period of family leave provided the employee continues to pay their portion of the premium, if any. Written request for family leave must be made in advance of the absence.
Certificated employees may request one school-year’s leave of absence for the purpose of childcare. This leave must be requested by May 1 preceding the school year for which the leave is requested.
Classified employees employed for at least nine months may request leave for up to one year for the purpose of childcare.
Industrial Accident and Illness Leave
Absence due to a work related injury or illness must be authorized through the Workers' Compensation program. Such leave shall not exceed 60 days in any one fiscal year for the same incident. Leave is dependent on approved physician verification only. EMPLOYEES MAY NOT ACCESS THIS LEAVE WITHOUT PRIOR APPROVAL.
Jury Duty Information
The following procedures must be followed when you receive a summons for jury duty:
- Upon receipt of a jury duty summons, it is your responsibility to present the original summons to the Human Resources Office as soon as possible. H.R. will copy and return the original summons to you. The copy will be date stamped and shall be the basis for determining the order of granting jury duty leaves with regular pay.
Note: If your summons is for call-in service with the requirement to report within a one hour notice, and your position requires a substitute, it is recommended that you request a specific reporting date as it is not possible to obtain a substitute on short notice during the work day.
- You will be sent a confirmation letter from Human Resources advising you whether your request for jury duty leave with pay has been approved or denied. (If denied, additional instructions will be included.)
- When reporting for jury duty, please treat this as a regular absence and follow the regular absence procedure.
- The court will give you a Certification of Jury Service indicating the day or days served. This form must be attached to the Verification of Absence form that you will complete upon your return to work.
With HR approval secured as outlined above, employees will be paid for as many days of jury service as are required by the court.
As of August 2004, in an effort to avoid duplicate payment of public funds, California Superior Court jurors employed by a government entity (including school districts) who receive their regular compensation during jury service may not be paid daily jury duty fees by the court (California Code of Civil Procedure, Section 215). Hence, when completing the juror affidavit questionnaire, it is your responsibility to check the “Government/Public Employee” box (rather than “Employed”). This alerts the court to withhold payment of jury fees (although you will still receive mileage reimbursement, unless you have elected to waive it).
Note: Employees summoned to United States District Court are entitled to jury fees. Hence, in accordance with current employee contract agreements, an amount equal to the jury fees paid by the court will automatically be withheld from the employee’s subsequent pay.
Additional details regarding jury duty can be found in employee handbooks and contract agreements. Questions may be directed to Theresa Shay at (714) 220-6908 or firstname.lastname@example.org.
Extended Illness Leave (Differential Sick Pay)
When all available sick leave and vacation benefits have been exhausted, differential pay shall be paid for a period not to exceed five months; beginning with the first day of disability for classified or upon exhaustion of accrued sick leave for certificated. For classified employees, if a substitute is provided, differential is the difference between the employee’s regular wage and the Step 1 rate four ranges below their current classification. If no substitute is provided, the employee shall receive full compensation. For certificated employees, differential shall be the difference between their salary and a substitute’s salary (or fifty percent of the employee’s per diem, whichever is greater, if the employee was not on differential the preceding school year).
Absence for the purpose of “pregnancy disability” is considered use of sick leave, just as any other illness or disability, and there is no pre-designated length of time. The length of such sick leave shall be determined by the unit member and her physician.
If an employee exhausts all sick leave prior to being released to return to work by her doctor, sick leave differential pay will begin. In any case, sick leave differential pay (certificated) or sick leave and/or sick leave differential pay (classified) may continue for no more than five months and will cease upon release from care by the employee’s doctor.
At this point, if the employee desires to remain off work to care for her newborn (and has worked for the District more than one year), she is entitled to up to 12 weeks of CFRA maternity leave. This leave does not have to be taken in one continuous period of time, but must be concluded within one year of the birth of the child. During this leave period, a certificated employee will be paid at the differential pay rate (per Education Code 44977.5), which is the employee’s regular daily rate of pay less the cost of a substitute, whether or not a substitute is employed (paid benefits for classified employees are currently under state legislature consideration). Existing District health benefits remain active during the leave, however the employee would be responsible for continuing to pay any employee premium out-of-pocket during this period (make arrangements with Business Services).
CFRA leave must be requested in writing, preferably using the District’s Request for Leave form, noting the exact start and end dates. This leave is also available to certificated employee fathers, as well as mothers, in the case of birth or adoption of a child.
Upon conclusion of CFRA maternity leave, the employee may request, in writing, additional unpaid leave (see Article 6 of collective bargaining agreements). At this point, health benefits would cease unless the employee elects to continue benefits at her own expense, at 100% of the District’s cost.
The CFRA maternity leave period is calculated separately from any other use of CFRA/FMLA leave necessary during the same 12 month period.
Employees subpoenaed to testify in a trial as a result of being an employee of the Cypress School District, and which does not involve the employee as a party, will be granted paid leave.
An employee ordered into military service is entitled to full pay for up to 30 calendar days per fiscal year. A copy of official order must be attached to the military leave request.
Unpaid Leaves (Other)
Unpaid leaves may be granted to employees upon written request to the Superintendent, or designee; unpaid leave in excess of five days must also be approved by the Board of Trustees. Typically, unpaid leave is granted only when all other paid-leave benefits have been exhausted. Unpaid leave for classified employees is limited to no longer than six months (or twelve months if participating in a teacher training or credential program). Certificated employees are eligible for up to one year of unpaid leave only after six consecutive months of employment.
HOW TO REQUEST A LEAVE OF ABSENCE
Written request for leave of absence must be submitted to the Administrative Director, Human Resources/Induction, indicating the beginning and ending dates of the leave desired and the type of leave requested. For your convenience and for efficiency in processing leave requests, you are encouraged to use the district’s Request for Leave form.
DETAILED INFORMATION REGARDING LEAVES, INCLUDING VACATION AND HOLIDAYS FOR CLASSIFIED EMPLOYEES, IS FOUND IN ARTICLE 6 OF BARGAINING UNIT CONTRACT AGREEMENTS. PLEASE REFER TO THESE DOCUMENTS FOR ADDITIONAL IMPORTANT INFORMATION.