1.     Receive requests for days of leave

2.     Validate the requests

3.     Determine who shall receive Sick Leave Bank days.

4.     Communicate all decisions to the applicant and the payroll officer.

5.     Determine when extra days will have to be assessed. 

6.     Maintain an accurate record of members. 

7.     Issue a yearly statement showing the activity of the Bank and the remaining balance of days. 

8.     Encourage new employees to join. 

Membership Eligibility:  

All full-time employees are eligible, at the beginning of each new school year and ending with the last school day of October, to become members of the Bank during the open enrollment period (August until the end of October each year).  To become a member each person must voluntarily contribute two (2) sick leave days to the Bank. Once these days are contributed, the employee relinquishes all claims to said days.  For continued eligibility, the member must be able to contribute an additional day to the Bank when the Board of Trustees determines an additional assessment is necessary.  No employee may contribute more than two days per year, based on the school calendar year (August – June). 

New membership enrollment forms will be distributed and returned by the last day of October, or within 30 days after being hired as a full-time employee of each year.   Allow a one-time 30-day open enrollment period from February 26, 2019 until March 27, 2019.

Any member wishing to withdraw from membership in the Bank may do so by providing written notification during the open enrollment period (from August until the end of October). 

Withdrawal of Days:  

Only members of the Clay County Board of Education Sick Leave Bank shall be eligible to withdraw days. 

In order for a request to withdraw days to be valid and eligible for consideration, the following criteria must be met: 

1.     The employee has exhausted all accumulated sick leave. 

2.     The employee is the victim of a serious accident requiring a lengthy hospital stay and home recuperation or an extended illness, such as, but not limited to, a heart attack or cancer. 

3.     The serious accident or physician’s diagnosis of the extended illness must not have occurred prior to the employee becoming an active member (employee application has been accepted and days have been contributed to the bank) 

4.     The employee has gone or will have gone five (5) consecutive days without pay. 

5.     The employee or his representative has completed and submitted the Request for Withdrawal of Days Form. 

Operation of Sick Leave Bank:  

A.    Upon approval by the Board of Trustees, a maximum of sixty (60) days will be deposited in the employee’s account, subject to review by the Board of Trustees and/or participant. 

B.    The member may re-apply to the Board of Trustees for additional days resulting from the same illness/accident. Number of days granted for the same illness shall not exceed a total of 120. 

C.    Unused bank days deposited in the employee’s account will revert to the Bank at the end of the fiscal year.  Any member so affected is eligible to re-apply for a continuance of the days lost in this manner after allocated days each year are used.  There will be no second five-day waiting period for these members.

D.    Any member who requests days must be willing to release all medical information to the Board of Trustees as required. The Board of Trustees may also request a second medical opinion if it so desires. 

E.    The Board of Trustees of the Sick Leave Bank is authorized, by application for membership, to review the sick leave record of any member during his/her term of employment should he/she apply to withdraw days from the Sick Leave Bank. 

F.     Days borrowed from the Bank will be repaid at the rate of two (2) days per year excluding personal days.  Deduction will take place at the beginning of each calendar year. 

G.    Should a member be unable to personally complete an application for use of days, his designee may apply for him. 

H.    Once an employee returns to work, any remaining unused bank days are forfeited. 

Limitations of the Sick Leave Bank

A.    The use of such days with extension of insurance coverage is prohibited. 

B.    Contributions to the Sick Leave Bank shall not reduce sick leave without cause days to which an employee is entitled. 

C.    Upon the termination of employment or the voluntary withdrawal from the Bank, the member shall not be permitted to withdraw any days from the bank. 

D.    Normal pregnancies shall not be considered as eligibility for bank days. 

E.    Bank days may not be used for the care of members of the employee’s family who may be ill or the victim of an accident. 

F.     Bank days may not be used by members disabled by injury covered by Workman’s Compensation. 

G.    No employee may be compelled to contribute to the Sick Leave Bank.

Application for Membership

I authorize the Clay County Board of Education to deduct two (2) sick leave days from my total accumulated sick leave days and to assign it to the Clay County Schools Sick Leave Bank. 

In addition, I authorize the Board of Trustees of the Sick Leave Bank to assess the deduction of a maximum of two (2) additional days each year when the amount of days in the bank falls below one hundred eighty (180) days. 

I further authorize the Board of Trustees of the Sick Leave Bank to inspect my sick leave record during my term of employment in the event that I should apply to withdraw days from the Sick Leave Bank. 

It is understood that contributions to the Bank will not reduce the sick leave days without cause to which an employee is entitled. 

I understand that once I have donated days to the Bank, I am unable to reclaim them in any way other than meeting the criteria through the prescribed application process for extended illness/injury. 

I understand that I must be an active member (employee application has been accepted and days have been contributed to the bank) prior the serious injury or physician’s diagnosis of a catastrophic medical condition in order to be eligible to receive days from the Sick Leave Bank.

I have read and do understand the Clay County Schools Sick Leave Bank Policy and Operating Procedures.

Name ________________________________    Telephone _______________________

Address ______________________________     _____________________Zip________

Employee ID # ________________________    Date of Employment _______________

Current Employment Location ______________________________________________

Signed: _______________________________   Date ____________________________ 

Release of Days Notification Form

To:  Business Office                                            Date: ____________________________

__________________________ days are released from the Sick Leave Bank to

(Number of Days)

__________________________________, effective ____________________________.

                        (Sick Leave Bank Member)                                                                        (Date of Release)                               _______________________________Chairperson’s Signature

Copy to:  Member

                S.L.B. File