Personal Leave

Administrative Procedure 5.302

Personal leave allows staff the flexibility to attend to personal matters. This Administrative Procedure applies to all full-time, non-union employees at ECC.

Elgin Community College (ECC) shall grant -forty (40) hours of personal leave, per fiscal year, to a full-time employee who is employed on a continuous basis over twelve (12) months and whose employment is not subject to a collective bargaining agreement with the College. Full-time employees who work less than 12 months and are not subject to a collective bargaining agreement with the College will receive a pro-rated accrual based on their Full Time Equivalency (FTE). Effective January 1, 2024, ECC will add eight (8) hours to the personal leave plan for all employees covered under this Administrative Procedure.

Upon hire, new employees will be granted personal leave prorated based on their hire date as follows:

  • July 1 – September 30 –  40 hours
  • October 1 – December 31 –  24 hours
  • January 1 – March 31 –  16 hours
  • April 1 – June 30 –  8 hours

Personal leave may be granted according to the following procedure:

  1. Personal leave 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. An employee may choose whether to use personal leave prior to using any other leave provided by ECC.
  2. Employees must submit their request using the “My Time Off” features in eTime 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. Supervisors or their designee may deny personal leave due to operational necessity.
  3. Leaves shall be taken in 15 minute increments. Personal leave will not be taken in advance of being earned. Unused personal days will be credited to an employee’s sick leave (non-SURS eligible) plan at the end of the fiscal year (June 30) or upon termination of employment. No payment for unused personal leave will be made at the end of the twelve (12) months or at the termination of employment.
  4. Employees must report personal leave used on their weekly timesheet in eTime by the payroll deadline.
  5. Personal leave may also be used as a paid leave supplement when an employee is using FMLA.

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

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