Proposal to Create Voluntary Sick Leave Pool at SIUC

Prepared by David T. Marx, A/P Staff Representative

Introduction

The purpose of this document is to provide the necessary background and definitions to establish a voluntary sick leave pool at SIUC. Information has been obtained through an Internet search for existing sick leave pools at universities around the country. Some of the programs examined include: the University of Illinois- Urbana/Champaign, Georgia State University, Murray State University, the State of Texas, the State of Mississippi, the State of Florida, and Michigan State University. Numerous programs in Florida and Texas were examined because nearly all universities in those states offer these programs due to state legislation. The programs are surprisingly consistent in the way in which they are established and operated. After several discussions by the UJBC and recommendations by Human Resources, this final draft is respectfully submitted to the President's Office for review toward implementation.

Since the program is voluntary, employees wishing to enroll in the program must agree to the terms and conditions specified. This includes agreeing that the Pool Administrator is the sole arbiter of whether or not days are awarded from the pool. There will be no appeals process.

Purpose

The voluntary sick leave pool alleviates hardship caused to any continuing employee of the university who is unable to work as a result of catastrophic illness or injury to themselves or a qualified family member and has exhausted all available leave. Catastrophic illness or injury is defined as a severe condition or combination of conditions affecting the physical or mental health of the individual that requires the services of a licensed physician for a long period of time, which forces an employee to exhaust all leave time (sick days and vacation days) by the employee and to lose compensation from the university.

Implementation

1. Eligibility for donations: The program is open to all civil service, A/P staff, and faculty employees of SIUC and the SIU Medical School who wish to donate and have a minimum of twelve leave days available. Eligibility is verified by Human Resources. 
2. Enrollment and Donations to the Pool: To participate in the sick leave pool, an employee must donate at least one leave day per year during the annual benefits open enrollment period via an enrollment form. Employees may not designate a specific individual to receive their contributions to the pool. 
3. Application and Approval for Withdrawal of Leave: An application to withdraw sick leave from the pool may be made within five days of exhausting all leave. The application includes the patient's name and relation to the employee, a written description by a licensed physician of the catastrophic illness, the prognosis, and the expected time during which treatment will occur. Application approval is to be made by the Pool Administrator, the Director of Human Resources, or a designate of the Director, within five working days of application. The criteria for evaluating applications will be developed by Human Resources. All decisions made by the Pool Administrator are final. Within a fiscal year, an employee may be approved for up to one-third of the balance of the pool or 40 working days, whichever is less. The number of days awarded to the employee is determined by the Pool Administrator. Once approved, the days may be used by the employee as the employee chooses within the fiscal year in which they are awarded. Unused sick days remain the property of the pool and are returned to the pool at the end of the fiscal year. 
4. Notification: After the enrollment period is complete and the sick leave pool membership has been established, department administrators shall receive notification of the employees within their units who are members. If sick days from the pool are granted to an individual, both the individual and his/her department head shall be notified within two working days after approval is granted. 
5. Confidentiality: The application and physician's statement are to be handled and maintained by Human Resources in such a manner as to protect the applicant's privacy. 
6. Disability Claims: An eligible employee who has been approved to withdraw leave from the pool may due so while a disability claim is pending before SURS or another long-term disability insurance program. During the time an employee is receiving disability benefits, he/she may not withdraw leave from the pool. 
7. Special Enrollment Period: In the event that the sick leave pool balance falls below 60 available sick days, the Pool Administrator may call for a special enrollment period so that employees may make donations to the pool. The special enrollment shall be administered in the same manner as used during the normal enrollment period. 
8. Termination of the Program: In the event that the sick leave pool program is terminated, the remaining sick leave within the pool shall be divided equally among the participants.