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Back to Index | Relevant Policy - 7.26 Staff Paid Leave (Sick Leave - Discretionary Leave - Reimbursement Plan & Incentive)
7.26.P.1 Staff Paid Leave (Sick Leave - Discretionary Leave - Reimbursement Plan & Incentive)
PROCEDURE PROCEDURE
1.  OVERVIEW
 
a.    This procedure addresses only Staff Paid Leave awarded as “sick leave” or “discretionary leave to an employee.  Paid leave days may be found in employee work calendar, contract, Memorandum of Understanding (MOU) or notice of employment.

b.    This procedure and its related policy is administered and implemented by the Payroll and Benefits department and/or Superintendent Designee.

c.    Payroll and Benefits shall ensure that unused paid leave rolls over from year to year without limitation as sick leave.

d.    Please see other DUSD policies and procedures for other available staff leaves.

2. APPROVAL REQUIREMENTS FOR PAID SICK LEAVE AND DISCRETIONARY LEAVE
 
a.    Sick Leave:  No more than three (3) sick leave days or equivalent hours may be used consecutively without medical documentation.  Medical documentation is required beginning on the fourth consecutive day of absence.

b.    Discretionary Leave: A required  pre-approval form is to be completed three days in advance of the discretionary leave unless it is determined to be due to emergency situations

c.    Limited Use Days for Discretionary Leave:
 
i.     No more than 10% of the staff or similar grouping of employees may take personal leave at one time.

ii.    Use of Discretionary Paid Leave may be denied on the following days:
 
a)    The day before and after a holiday or break including but not limited to Labor Day, Fall Break, Thanksgiving Break and Winter Break as well as any other holidays or breaks in an employee’s work calendar.

b)    The day before a holiday or break: Veterans Day, Martin Luther King Day, Presidents’ Day and Spring Break as well as any other days identified in an employee’s work calendar.

c)    Mandatory state testing days as identified by District Administration.
 
iii.   Exclusions and Consequences:
 
a)    This does not apply to cases of employees who are out on:
 
i)      Approved leave;
 
ii)     Supervisor-approved absence;

iii)    Unanticipated illness with medical provider documentation;

iv)    Emergencies or circumstances beyond the employee’s control PROVIDED THAT, the employee is able to provide official documentation supporting the absence or supervisor approval.  Failure to provide this documentation will result in the employee being docked pay for that time off.
 
b)    Second occurrence of an absence on a Limited Use Day without approval could result in a Letter of Reprimand.

c)    In addition continued violation of this procedure and its related policy including but not limited to willful violation; misuse; misrepresentation may subject the employee to disciplinary action commensurate with the nature of the violation and action under the tenure laws of the State of Arizona as applicable.
 
iv.    Staff have a duty to report to the payroll and benefits department any paid leave qualifying under the Family Medical and Leave Act.

3. EVALUATION FOR CONTINUED USE OF LEAVE OR RETURN TO WORK & FITNESS FOR DUTY
 
a.    In the event there is a question about the ability of an employee to return to work, the Superintendent or designee in conjunction with the Human Relations Department, may at its expense provide notification to the employee that an examination by a physician or psychiatrist selected by the district will be required before return to work is permitted.  The examination is to be used to determine (1) whether or not continued use of leave is appropriate or (2) whether return to duty is appropriate.

4. CERTIFICATED STAFF/LICENSED PROFESSIONAL AWARD
 
a.    Certificated staff who have achieved continuing status within the meaning of Arizona State law may use five (5) consecutive days of paid leave for any purpose once every five  (5) years.

5. REIMBURSEMENT PLAN FOR STAFF ACCUMULATED PAID LEAVE
 
a.    Plan Award: District policy outlines the cash awards for accumulated paid leave.  When an employee leaves the district for a qualifying reason (resignation, retirement or death), the Superintendent or designee shall evaluate the employee’s length of service and provide a payment in alignment with DUSD Policy 7.26.