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Administration Policy and Procedure


40.024:  Emergency Service Leave


Status:

Approved on September 8, 2008Signatures and dates
on archival copy

Effective:

30 days after approval 

Initiated by:

Linda L. Lonsinger
Interim Associate Vice President for Finance and Administration
for Human Resources
 

Endorsed by:

The Ohio University
Executive Staff

Kathy Krendl
Executive Vice President and Provost
 

Approved by:

Roderick J. McDavis
President
 

Date of Approval
Following Last Full Review:

September 8, 2008 


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Purpose

This policy establishes guidelines for the use of Emergency Service Leave pursuant to Ohio Revised Code ("ORC") 4765.01G and ORC 124.1310.


Plan

Ohio University will allow all full-time and part-time permanent employees paid Emergency Service Leave.

A university employee who volunteers as an Emergency Medical Technician ("EMT") -- EMT-Basic or EMT-1, first responder, paramedic, or volunteer firefighter, is to receive 40 hours of leave with pay each calendar year to use during those hours when the employee is absent from work in order to provide emergency medical service or fire-fighting service. Part-time employees shall receive a prorated benefit (for example, a 20-hour-a-week employee shall receive 20 hours of emergency service leave per year). If fewer than the allocated number of hours of Emergency Service Leave is used in a calendar year, the remainder is not accumulated for use in any later year.

Compensation shall be at the employee's regular rate of pay for those regular work hours during which the employee is absent from work.

The employee must meet the certification requirements for holding a position as an EMT-Basic, EMT-1, first responder, paramedic, or volunteer firefighter, and must establish eligibility for emergency leave by providing University Human Resources with a valid certification, submitted in accordance with the procedure below.

Leave under this policy may be used to provide emergency medical service or fire-fighting service without regard to location, including service in response to a distant natural disaster or terrorist incident.


Policies and Procedures


I.  Verification of Certification

A university employee who is a volunteer firefighter or volunteer provider of emergency medical services shall notify the university of the employee's status as a volunteer firefighter or volunteer provider of emergency services upon employment, or not later than thirty (30) days after receiving certification as a volunteer firefighter or a volunteer provider of emergency services. The employee must submit written notification to University Human Resources using the Annual Certification of Emergency Medical Services Status form, signed by the chief of volunteer fire department service, or the medical director or chief administrator or the cooperating physician advisory board of the emergency medical organization with which the employee serves. This form shall be re-submitted annually before January 1 of each year. New employee orientation sessions will include notification to the employees of the availability of emergency service leave under this policy and of the requirements to submit written notification.


II.  Request for Leave

Employees requesting or verifying paid Emergency Service Leave must use the Request for Emergency Service Leave form as soon as practicable. Whenever an employee is absent from work due to the employee providing emergency medical or firefighting service, and the employee wishes to use Emergency Service Leave, the absence must be verified by providing the employee's supervisor with a completed Request for Emergency Service Leave form. The supervisor will submit the completed form to University Human Resources.


III.  Department Notification

If the call to provide emergency medical or firefighting service occurs when the employee is already at work, he or she will notify his or her supervisor before leaving (or follow standard departmental notification procedures for early departure, if one exists). If the call to provide emergency medical or firefighting service occurs when the employee is not at work, he or she will notify his or her supervisor (or follow standard departmental notification procedures for late arrival or absence, if one exists) as soon as possible after it becomes evident that late arrival or absence from scheduled work may be required in order to provide the emergency service. The employee should discuss in advance with his or her supervisor how to deal with any situation where it is impossible to follow the usual notification procedure while responding to an emergency situation. Supervisors should make reasonable accommodations in such situations, provided that the employee does notify the department as soon as possible.


IV.  Leave Substitution

Employees who previously scheduled an absence using other types of leave such as vacation, should not be permitted to use emergency service leave instead of the planned leave.


V.  Recovery of Improperly Paid Benefits

The university may use all necessary steps to recover emergency service leave benefits paid in error or paid as a result of fraud, including adjustments to an employee's pay. An employee who knowingly engages in fraud may be subject to civil or criminal charges, in addition to discipline under the employee disciplinary process appropriate to the category of employment relationship. For further information, see:

  • Policy and Procedure 40.045, "Terminations and Reinstatements of Classified Employees";

  • Policy and Procedure 40.060, "Discipline Process for Administrators";

  • Policy and Procedure 41.012, "Termination of Administrative Appointments for Cause"; and

  • Section II, Part D, of the Faculty Handbook, online at http://www.ohio.edu/facultysenate/handbook/II-Contracts.cfm (specifically the sub-parts on termination of appointment and loss of tenure).


Reviewers

Proposed revisions of this policy should be reviewed by:

  1. President

  2. Executive Vice President and Provost

  3. Executive Staff

  4. Vice President for Finance and Administration

  5. General Counsel

  6. Faculty Senate

  7. Administrative Senate

  8. Classified Senate

  9. Bargaining Units

  10. Policy and Procedure Review Committee


Forms

The following forms are specific to this policy:

  1. The Annual Certification of Emergency Medical Services Status is available from University Human Resources.

  2. The Request for Emergency Service Leave is available from University Human Resources.


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Dick Piccard revised this file (http://www.ohio.edu/policy/40-024.html) on May 14, 2013.
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