Paid Time Off (PTO) and Leave Plan for Part-Time Employees

Administrative Procedure 5.303

Part-time employees are defined as any classification of employee that works less than a full-time faculty load or less than 35 hours per week for Staff and Administrators. This policy is not intended to apply to contingent, temporary, or non-regular employees, except as deemed necessary by the Paid Leave for All Workers Act of 2023 (PLAWA). This policy does not apply to any part-time employees covered by a Collective Bargaining Agreement (CBA).

All part-time employees covered under this procedure shall have the right to utilize personal leave, which may be taken by an employee for any reason of the employee's choosing. An employee is not required to provide an employer a reason for the leave and may not be required to provide documentation or certification as proof or in support of the leave. All personal days shall be available on the first day of each class. No payment for unused personal time will be made at the termination of employment.

Library faculty shall earn five (5) days of personal leave per calendar year. All personal days will be available on the first day of the year.  No payment for unused personal time will be made at the termination of employment.

Employees must submit their request at least twenty-four (24) hours in advance of the anticipated absence, except in matters pertaining to emergency situations. Leave approval will be made by the employee’s immediate supervisor or designee.   

Administrative Employees

Administrative employees who are classified as “part-time” who are not part of a collective bargaining agreement will be entitled to paid time off (PTO). PTO will be accrued each pay period based on hours worked.  

Years of Service            0-1           1-2           2-3           3-4           4-5        5-19    > 19                                                                              

Rate of accrual per                                                                                                  

hour worked             0.0602  0.0643       0.0683     0.0723     0.0763     0.0803    0.1004  

Request of planned use of PTO shall be submitted through eTime to the immediate supervisor or designee at least seven (7) calendar days in advance. PTO may be taken in 15-minute increments. The supervisor must approve or deny the request within three (3) calendar days. If the request is denied, the supervisor shall give the employee a reason.  

If PTO is unplanned, the employee must contact the supervisor with a request as soon as possible.   

Employees may carry over a maximum of one hundred (100) hours at September 1. Any hours exceeding one hundred (100) hours will be forfeited.  

Upon termination of employment, PTO earned, but not used, shall be paid at the employee’s current rate of pay.   

Athletic Coaches

Personal leave shall be earned at the rate of one (1) day per season coached. All personal days shall be available on the first day of each season. No payment for unused personal time will be made at the termination of employment.

Employees must submit their request at least twenty-four (24) hours in advance of the anticipated absence, except in matters pertaining to emergency situations. Leave approval will be made by the employee’s immediate supervisor or designee.   

Tutors

Personal leave shall accrue at the rate of one hour of leave for every forty (40) hours worked up to a maximum of 40 hours of paid leave. All personal leave hours shall be accrued based on the hours worked starting each fiscal year. Tutors may carry over a maximum of forty (40) hours until September 1. Any hours exceeding forty (40) hours will be forfeited. No payment for unused personal time accrued will be made at the termination of employment.

Employees must submit their request using the “My Time Off” features in eTime at least twentyfour (24) hours in advance of the anticipated absence, except in matters pertaining to emergency situations. Leave approval will be made by the employee’s immediate supervisor or designee.   

Leaves shall be taken in 15-minute increments.  Personal leave will not be taken in advance of being earned.

Others

Employees who qualify for leave in accordance with the PLAWA, but have not been included in this procedure, shall be granted leave based on the classification of employees listed here that are most aligned with their classification.

Dual assignments

Employees who are covered under this administrative procedure that work more than one covered position at the College will be able to earn personal leave in accordance with each position.   The employee can only use the leave time for each position related to the request for personal leave.  For example, if an employee holds a position as Adjunct Faculty and as a Tutor, that employee will earn personal leave time for each position.  If this same employee uses personal leave from their tutoring role, the leave time would only be deducted from the tutoring leave balance. However, if the same employee uses personal leave from both positions, leave time will be deducted from both leave plans based on the time used.

Separation from ECC

If there is a separation from employment and the employee is rehired within 12 months of separation by ECC, the employee’s unused paid leave shall be reinstated. The employee shall be entitled to use paid leave at the commencement of employment following a separation from employment of 12 months or less.

This policy was last reviewed on 12/13/2023.