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 Linfield College
Human Resources

Linfield College Leave Policy

I. Purpose

Linfield College provides a broad range of employee benefits to promote the health and general wellbeing of its workforce, including leave benefits so employees may take days off from work to address their own or family members’ health needs, take care of personal matters, or enjoy a restful vacation.

This policy, effective January 1, 2016, complies with Oregon Senate Bill 454 (Chapter 537, 2015 Laws).

II. Personal Time Off (PTO) Leave for Benefits Eligible Employee Groups

  1. LEA Employees

    For LEA employees, Linfield provides a PTO Leave Bank that shall be used, per the LEA Agreement, to report vacation, sick, and personal time off.

    LEA accrual rates for PTO are based on the LEA employee’s years of continuous employment with the college. Accrual rates are specified in the chart below. No more than 120 hours of unused PTO may rollover into the next fiscal year. Upon departure from the college, unused PTO will be cashed out. For additional clarification, see the LEA Agreement.
    LEA PTO Leave Bank
    Years of Service Hour Per Month Days per Year
    1-2 Years of Service 11.33 Hours per Month 17 Days per Year
    3 Years of Service 12.00 Hours per Month 18 Days per Year
    4-7 Years of Service 15.33 Hours per Month 23 Days per Year
    8-10 Years of Service 16.66 Hours per Month 25 Days per Year
    11+ Years of Service 18.66 Hours per Month 28 Days per Year
  2. Exempt Staff – Benefits Eligible

    For exempt staff that are benefits eligible, Linfield provides a PTO bank that shall be used to report vacation, sick, and personal time off.

    Effective January 1, 2016, exempt staff will earn 28 days (18.66 hours per month) of PTO per fiscal year (July 1 - June 30). No more than 120 hours of unused PTO may rollover into the next fiscal year.

    Exempt staff must report vacation, sick, and personal time off whenever absent from the campus for four (4) or more hours in a work day. Upon departure from the college, unused PTO will be cashed out.

    Examples:
    1. Employee has an 8am doctor appointment and does not arrive back to work until 2pm. The employee has been gone for 6 hours (assuming 1 hour for lunch). Employee will record 5 hours of PTO.
    2. Employee leaves at 11am for a doctor’s appointment and returns to the college at 4pm (assuming 1 hour for lunch). Employee will record 4 hours of PTO.
    3. Employee leaves at noon to start their vacation early on a Friday afternoon (assuming 1 hour for lunch). Employee will record 4 hours of PTO.
    4. Employee leaves at 1pm for personal business and does not return for the day. Employee will record 4 hours of PTO.
    5. Employee has an 8am doctor’s appointment and returns to work at 10:30am. Employee will record 0 hours of PTO.
  3. New Employees

    Newly hired PTO eligible non-exempt and exempt staff will begin accruing PTO from date of hire, but will not be able to use this benefit during the first 90 days of employment.
  4. Reporting PTO

    All PTO eligible employees must inform their supervisor and follow departmental procedures when requesting PTO for vacation and/or personal time off. All PTO used (vacation, sick and personal time off) must be recorded in Timesaver for supervisor approval. PTO balances will be reflected on an employee’s paycheck.
  5. Qualifying Absences for PTO Bank:

    The PTO bank may be used for the following reasons:
    • Vacation time.
    • Personal time off.
    • For an employee’s mental or physical illness, injury or health condition, need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or need for preventative medical care.
    • For care of a family member (see Definitions*) with mental or physical illness, injury or health condition, care of a family member who needs a medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or care of a family member who needs preventative medical care.
    • For care of an infant or newly adopted child under 18, or for a newly placed foster child under 18, or for a child over 18 if the child is incapable of self-care because of mental or physical disability.
    • For any Family Medical Leave Act (FMLA) or Oregon Family Leave Act (OFLA) for qualifying purpose, including bereavement leave.
    • For any purpose allowed under Oregon’s domestic violence, harassment, sexual assault or stalking laws for the health and safety for the employee and the employee’s minor child or dependent.
    • To recover from or seek treatment for a serious health condition that renders the employee unable to perform at least one of the essential functions of the employee’s job.
    • In the event of the death of a family member, to attend the funeral or alternative, making arrangements necessitated by the death of a family member, or grieving the death of a family member.
    • In the event of a public health emergency or closure of the employee’s child’s school or daycare by order of a public official due to a public health emergency, to provide self-service or care for a family member if the presence of the employee or family member in the community would jeopardize the health of the others as determined by a public health authority or by a health care provider, or if the employee is excluded from work by law due to health reasons.
  6. Required Documentation and Notice for Medical Reasons

    When the need to use sick leave is unplanned, all employees should follow departmental procedures and notify their supervisor of the need for leave before the start of the scheduled work shift. When an employee is absent for more than three consecutive scheduled workdays, independent documentation verifying the illness is required. Such absences may trigger the use of leave under the Family Medical Leave Act (FMLA), Oregon Family Leave Act (OFLA), or Short Term Disability (STD), and the employee must contact the Human Resources Office.

    For a planned medical leave, all employees should use best efforts to notify their supervisor of their absence as soon as practical. Employees should make a reasonable attempt to schedule their absence in a manner that does not unduly disrupt operations; including attempting to avoid scheduling during peak work hours or when work is time-sensitive. Such absences may trigger the use of leave under the Family Medical Leave Act (FMLA), Oregon Family Leave Act (OFLA), or Short Term Disability (STD), and the employee must contact the Human Resources Office.

III. SICK LEAVE for Non-Benefits Eligible Employee Groups

  1. Non-Exempt Staff – Non LEA
    Non-exempt staff not eligible for PTO will accrue 1 hour of sick leave per 30 worked hours, up to a maximum of 40 hours of sick leave. Sick leave hours will not accrue beyond 40 hours. In order to accrue sick leave, non-exempt staff not eligible for PTO will need to record hours worked each pay period in either Timesaver (electronic timesheets) or on paper timesheets. No sick leave will accrue unless hours worked are reported. Unused sick leave will not be compensated upon departure from the college.
  2. Exempt Seasonal Coaching Staff

    Exempt seasonal coaching staff not eligible for PTO will accrue 1 hour of sick leave per 30 worked hours, up to a maximum of 40 hours of sick leave. Sick leave hours will not accrue beyond 40 hours. In order to accrue sick leave, exempt seasonal coaching staff not eligible for PTO will need to record hours worked each pay period in either Timesaver (electronic timesheets) or on paper timesheets. No sick leave will accrue unless hours worked are reported. Unused sick leave will not be compensated upon departure from the college.
  3. Adjunct Faculty

    Adjunct faculty not eligible for PTO will accrue up to 1 hour of sick leave per 30 worked hours, up to a maximum of 40 hours of sick leave. Adjunct faculty eligibility for this benefit will be tracked through current adjunct contract provisions. Unused sick leave will not be compensated upon departure from the college.
  4. New Employees

    Newly hired employees covered under this Section III will begin accruing sick leave from date of hire, but will not be able to use their benefit for the first 90 days of employment. If an employee is rehired within 6 months of separation, his/her sick leave bank will be reinstated.
  5. Qualifying Absences for Sick Leave

    Sick Leave may be used for the following reasons:
    • For an employee’s mental or physical illness, injury or health condition, need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or need for preventative medical care.
    • For care of a family member (see Definitions*) with mental or physical illness, injury or health condition, care of a family member who needs a medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or care of a family member who needs preventative medical care.
    • For care of an infant or newly adopted child under 18, or for a newly placed foster child under 18, or for a child over 18 if the child is incapable of self-care because of mental or physical disability.
    • For any Family Medical Leave Act (FMLA) or Oregon Family Leave Act (OFLA) for qualifying purpose, including bereavement leave.
    • For any purpose allowed under Oregon’s domestic violence, harassment, sexual assault or stalking laws for the health and safety for the employee and the employee’s minor child or dependent.
    • To recover from or seek treatment for a serious health condition that renders the employee unable to perform at least one of the essential functions of the employee’s job.
    • In the event of the death of a family member, to attend the funeral or alternative, making arrangements necessitated by the death of a family member, or grieving the death of a family member.
    • In the event of a public health emergency or closure of the employee’s child’s school or daycare by order of a public official due to a public health emergency, to provide self-service or care for a family member if the presence of the employee or family member in the community would jeopardize the health of the others as determined by a public health authority or by a health care provider, or if the employee is excluded from work by law due to health reasons.
  6. Employee Documentation and Notice for Medical Reasons

    When the need to use sick leave is unplanned, the employee should follow departmental procedures and notify their supervisor of the need for leave before the start of the scheduled work shift. When an employee is absent for more than three consecutive scheduled workdays, independent documentation verifying the illness will be required. These absences may trigger the use of leave under the Family Medical Leave Act (FMLA) or Oregon Family Leave Act (OFLA), and the employee must contact the Human Resources Office.

    For a planned medical leave, all employees should use best efforts to notify their supervisor of their absence as soon as practical. The employee should make a reasonable attempt to schedule their absence in a manner that does not unduly disrupt operations; including attempting to avoid scheduling during peak work hours or when work is time-sensitive. These absences may trigger the use of leave under the Family Medical Leave Act (FMLA) or Oregon Family Leave Act (OFLA), and the employee must contact the Human Resources Office.
  7. Reporting Sick Leave
    Employees covered under this Section III must inform their supervisor and follow departmental procedures when requesting sick leave. Sick leave must be reported for supervisor approval. Sick leave balances will be reflected on an employee’s paycheck.

*Definitions:

Family member – includes the employee’s spouse, same-gender domestic partner, custodial parent, non- custodial parent, adoptive parent, foster parent, biological parent, stepparent, parent-in-law, a parent of an employee’s same gender domestic partner, an employee’s grandparent, or grandchild, or a person with whom the employee is or was in a relationship of in loco parentis. “Family member” also includes the biological, adopted, foster child or stepchild of an employee or the child of an employee’s same-gender domestic partner. An employee’s child in any of these categories may be either a minor or an adult at the time qualifying leave is taken.

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Linfield College
900 SE Baker Street
McMinnville, Oregon  97128-6894
 
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