Procedure No.: 40.030 Page No.: 1,2,3, and 4 of 4 Date Issued: 5/9/02 Issued By: Gary North
In those departments whose operation is twenty-four (24) hours a day, seven (7) days a week, the notification of absence must be reported at least two (2) hours before the employee's scheduled starting time, unless emergency conditions make it impossible.
In the case of extended absences beyond seven (7) consecutive calendar days, a physician's statement shall be required specifying the employee's inability to work and the probable date of recovery. It is the employee's responsibility to notify supervision when hospitalization or institutionalization is required, unless emergency conditions prevent such notification. When convalescence at home is required, the employee shall notify supervision at the start and termination of such convalescence.
A. Illness, injury or pregnancy related condition of the employee or a member of the employee's immediate family where the employee's presence is reasonably necessary for the health and welfare of the employee or affected family member.
B. Death of a member of the employee's immediate family (use of sick/bereavement leave not to exceed five  paid days of sick/bereavement leave).
C. Medical, psychological, dental or optical examination by an appropriate practitioner for the employee or a member of the employee's immediate family where the employee's presence is reasonably necessary. (An employee has the obligation to report to work before and/or after such an examination.)
D. Exposure of an employee to a contagious disease which could be communicated to and Jeopardize the health of other employees.
Application and Verification for Use of Sick Leave. Each department head shall require an employee to furnish a satisfactory written, signed statement to justify the use of each absence due to sick leave. The "Application for Use of Sick Leave" Form PER 15 must be completed by the employee explaining the nature of the condition which required the use of sick leave.
PART I -- EMPLOYEE'S REQUEST: Must be completed by the employee. The specific nature of the condition should be shown on the form.
PART II -- EMPLOYEE'S AFFIDAVIT: Must be completed by the employee.
PART III -- SUPERVISOR'S ACTION: Must be completed by the employee's supervisor.
PART IV -- ADMINISTRATIVE ACTION: Must be completed by the employee's department head.
NOTE: (When the supervisor is also the department head, only the latter signature (Part IV) is required.)
If an absence exceeds seven (7) consecutive calendar days, a statement from a licensed physician, specifying the employee's inability to work shall be required to justify the use of sick leave. In addition, the University retains the right to require a medical statement to justify each and every use of sick leave when such justification is deemed to be appropriate.
the employee has sufficient accrual to cover the absence, should be reported on the employee's time sheet/card. Only the amount of approved sick leave for which the employee has sufficient accrual to cover the absence will be reported on the department time summary sheet. The sick leave application forms should then be sent to University Human Resources after the payroll is submitted.
Sick/bereavement leave for death in the immediate family and postnatal care is limited to five (5) working days. Absence for postnatal care is generally intended for a husband. Only under extreme circumstances, such as the absence of a husband during the postnatal period or serious complications, will sick leave be granted for postnatal care to some other member of the immediate family. In this case, a physician's statement showing that the presence of the employee is necessary, will be required.
Sick leave cannot be reported on a holiday. If absent because of illness or injury on a day observed as a holiday, the employee receives regular pay which is charged to the holiday and not to sick leave.
An employee who becomes eligible for Worker's Compensation payment for loss of time due to an occupational illness or injury may elect to use sick leave before such payments are made.
If an illness or disability continues beyond the time covered by earned sick leave credit, an employee, upon request, may be granted either a leave of absence without pay or a disability leave. If a leave of absence is granted, and the illness or disability continues beyond expiration of the leave, a disability leave should then be requested by the employee.
The Assistant Vice President for Human Resources may require an employee to submit to a medical evaluation in order to determine the employee's capability to perform the substantial and material duties of the employee's position. If found not able to perform the substantial and material duties of the job, the employee may be placed on sick leave or disability leave. Such evaluations will be conducted by a physician designated by the Human Resources Director and the cost of the evaluation will be borne by the University.
An employee returning to work from sick leave may be required to obtain medical clearance from the Occupational Health Clinic as outlined in Procedure No. 40.034.
Dick Piccard revised this file (http://www.ohiou.edu/policy/40-030.html) on May 13, 2002.
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