College of The Albemarle (COA) is committed to supporting employees and their families during the Covid-19 emergency. The information below provides details on requesting the special “State of Emergency” leave.

This paid special leave is available to full-time, part-time and temporary employees and may only be used for the following reasons, all of which relate to Covid-19:

• When the employee is unable to work because the employee has childcare or eldercare needs due to Covid-19 related facility closings.
• When the employee is unable to telework because their position duties cannot be performed remotely, and reasonable alternate remote work is not feasible or productive.
• When the employee is sick due to symptoms consistent with Covid-19 or is caring for a dependent with such symptoms.

Important Notes

Mandatory employees (those employees who are directed by their supervisors to report to work) who are determined to be “high risk” for experiencing greater complications with Covid-19 (i.e., over 65 years of age; have underlying health conditions, including heart disease, lung disease, or diabetes; or a compromised immune system) or who are providing care to someone at “high risk” are strongly encouraged to telework, if feasible or use the “State of Emergency” leave.
 
For part-time employees with irregular schedules, paid “State of Emergency” leave will be based upon the employee’s average hours per week over the course of a month. In no case shall paid “State of Emergency” leave exceed 40 hours per week.
 
Non-mandatory employees (those employees who have not been directed by their supervisor to report to work) who are unable to telework who have not been authorized by their supervisors to report to work will receive paid “State of Emergency” leave up to the maximum hours allowed if they cannot telework because their position duties cannot be performed remotely, and reasonable alternate remote work is not feasible or productive.
 
Non-mandatory employees who were on other pre-approved leave, choose not to work, or are unavailable for reasons other than provided for in this special “State of Emergency” leave must use available and applicable leave types such as regular sick leave, vacation leave, bonus leave, compensatory time, etc.)
 
All other medically-related absences must utilize regular leaves, if previously approved.

Requesting Special “State of Emergency” Leave

• The employee should complete the “State of Emergency” Leave Request form found in DocuSign and submit it to their immediate supervisor.
• The request form will be reviewed by the employee’s immediate supervisor who shall be responsible for determining whether to grant the leave.
• The 96-hour allotment of “State of Emergency” leave will need to be used in one block during the time from March 16 through 31, 2020.

Determining Whether to Grant Special “State of Emergency” Leave

• In making the determination as to whether to grant the leave, supervisors must take into account the operational needs of the college with special consideration given to the critical importance of maintaining the continuity of the college.
• Supervisors are responsible for determining whether their staff are performing essential functions.
• When a supervisor denies a request to use this leave, the supervisor should inform the employee of the basis for the denial and inform Human Resources of the employee’s name, job title, and reason for denial.

Questions

If supervisors have questions regarding the application of this “State of Emergency” leave, they should contact the Human Resources Office.

More information will be shared on the federal emergency expansion of the Family Medical Leave Act (FMLA) and a new federal paid sick leave law.