Bereavement Regulation

REGULATION # 423

 

ADMINISTRATIVE REGULATION TYPE: Human Resources

Responsible Administrator: Vice President of Human Resources

Location of Related Procedures: Office of Vice President of Human Resources

In the event of the death of certain members of staff employees’ families, and upon request, it is the college’s policy to grant paid time off and/or unpaid leave. This paid time off is not to be deducted from employees’ allotment of vacation days or personal holidays.

According to the collective bargaining agreement, Article IX-Leaves, Section C-Bereavement Leave:

  1. A full-time employee who is absent because of the death of an immediate family member or a dependent who lives in the household shall be paid for the time lost from his/her regularly scheduled duties for a period of up to five (5) consecutive days .

    A part-time employee who is absent because of the death of an immediate family member or a dependent who lives in the household shall be paid for the time lost from his/her regularly scheduled hours for an equivalent of those hours during the period of absence for a period of up to five (5) consecutive days (excluding Saturday and Sunday, if not part of the work schedule).
  2. Immediate family shall be defined as the employee’s mother, father, brother, sister, husband, wife, child, grandparent, grandchild, father-in-law, mother-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law, stepchild, and step-parent.
  3. Bereavement leave may also be applied for other members of a family or special relationships upon application and where the existence of special circumstances arises.

In accordance with this policy, in the event of the death of a person not bearing a relationship to the employee as stated above, time off will be considered and approved by the employee’s supervisor on a case-by-case basis for a period of up to five (5) consecutive days. If the supervisor and employee are not able to agree on the days, they shall notify the Human Resources Vice President who will assist them in resolving the matter.

Guidelines

  1. Employees shall make every effort to notify their supervisor prior to taking such leaves or as soon as practicable. If the employee is notified of the death while away from work, he or she should notify the supervisor by telephone.
  2. Employees are required to provide supporting documentation if requested before the college pays bereavement leave. This includes verification of the death and distance traveled.
  3. The employee will be paid only for those days that fall on his/her regularly scheduled work days.
  4. If an employee is on vacation when a death in the immediate family occurs, he or she will have the option to request to have vacation credits restored. The employee should notify the immediate supervisor, who will be advised by human resources.
  5. Employees may take additional time off either as paid personal time off, vacation, or time off without pay with management approval when extenuating circumstances exist (i.e., distance required to travel). If no accrued vacation or personal time is available for requested additional time off, the supervisor may grant leave without pay. The supervisor may contact Human Resources to discuss other options.
  6. Bereavement leave must be used in full-day increments and must be taken consecutively and within seven (7) days from the notice of the date of death.
  7. The employee must designate the leave as bereavement leave on time and labor reporting.

August 2012