Shared Leave Pool Program

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The Shared Leave Pool Program has been established to provide additional leave to College employees who have exhausted all of their accrued leave time and are experiencing a personal illness or injury which is life threatening, catastrophic, or resulting in a permanent disability. This program also applies to employees caring for dependents who are experiencing a personal illness or injury which is life threatening, catastrophic, or resulting in a permanent disability.


The program is based on a "pool" concept rather than donations to a specific employee. The "pool" is defined as a single College-wide pool that receives voluntary contributions of vacation, sick, and personal hours from employees and gives them to eligible employees. Employees may donate to the pool by submitting a written memo to Human Resources. Donations to the pool are subject to the following conditions:

  • Hours must be contributed in one-hour increments.
  • Employees may make one-time donations or may designate a contribution amount to be donated to the pool each month.
  • Contributions may not be designated for a specific College employee.
  • Contributions made will not subsequently be returned to the donating employee unless the employee becomes eligible as a recipient.


Any benefit-eligible College employee is considered eligible to receive Shared Leave providing the following conditions are met:

  • The employee, or a qualified dependent, must be experiencing a personal illness or injury which is life threatening, catastrophic, or resulting in a potentially permanent disability. The illness or injury does not have to be job related. A qualified dependent is defined as any person for whom the employee is the primary care provider.
  • The employee must have exhausted all accrued leave time (sick leave, vacation leave, personal leave, and compensatory time) before being eligible to withdraw from the pool.
  • The employee must have exhausted all worker's compensation indemnity payments (if applicable) before being eligible to withdraw from the pool.


The employee requesting Shared Leave hours is not required to have previously contributed to the pool before withdrawing pool leave.


Eligible absences due to the illness or injury may be either continuous and extended or recurring and episodic.


The maximum amount of time for which an employee may receive leave is 126 working days (six average working months) in any 36-month period.


Employees (or their designated representative) may request from the pool by submitting a written memo to Human Resources. A doctor's statement describing the illness or injury must accompany the request and must include the diagnosis of the illness or injury and a prognosis.


Human Resources will work with a Shared Leave Committee consisting of three employees: a Human Resources employee, the Staff Senate President, and the Faculty Senate President. The Shared Leave Committee will:

  • Review Shared Leave requests on an as-needed basis and examine them with respect to the eligibility requirements.
  • Make recommendations to the Director of Administrative Services for the approval or disapproval of requests based on eligibility requirements and the information provided by employees submitting requests.
  • Require updated medical information from the employee on an as-needed basis.
  • Monitor the Shared Leave pool balance and report the current balance.
  • Recommend policy changes to Human Resources.


The Director of Administrative Services will approve or disapprove requests for leave based upon the recommendations of the Shared Leave Committee, and issue interpretations and clarifications of the Shared Leave policy.


Benefit payments to eligible employees will be made as follows:

  • If the Shared Leave pool balance is not adequate to accommodate the amount which employees are eligible to receive in a given month, Human Resources will authorize proportional payment or take other appropriate action.
  • Employees using Shared Leave may not accrue vacation leave, sick leave, personal leave, or holiday credits.
  • Employees using Shared Leave are not required to repay any leave received.


An employee may not intimidate, threaten, or coerce any other employee with respect to donating or receiving donated benefits under this program.


See Article Leave Forms.