This section outlines the various opportunities for paid time off from work at CCA. We prioritize work-life balance and encourage regular staff to use their accrued time off. Review the below policies to learn about the different types of paid time off and accrual rates.

The following related policies can be found on the Policy portal page, this includes:

• Sick Bank Policy
• Employee Benefits Portal Page

Holidays

Staff-regular exempt and non-exempt are eligible for holiday benefits. CCA chooses to grant the holidays listed below. A staff member may observe a special or religious holiday, provided that the schedule can be accommodated without undue hardship to the college, and provided that the time is unpaid or charged to the staff member’s accrued vacation leave. Staff members who wish to celebrate other holidays than those listed here must request the time off from their manager.

• New Year’s Day
• Martin Luther King Jr. Birthday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Thanksgiving Day (including day after)
• Winter Holiday Break

CCA will close for a two week period (10 business days) surrounding Christmas and New Year’s Day. Advance notice will be provided to assist staff members in planning holiday schedules.

Unless otherwise announced, holidays occurring on a Saturday are observed the preceding Friday, and holidays occurring on a Sunday are observed the following Monday.

With the exception of positions in certain departments (e.g. Public Safety, Residential Life, Facilities, Technology Services) most staff members are not permitted to report for work on days designated as holidays. The college considers all days (weekend and weekdays) that the campus is closed during the winter break as a holiday and employees who work during this time are therefore eligible for holiday pay on those days.

If a non-exempt staff member is required to work on a scheduled holiday, they will receive holiday pay (in addition to their normal rate of pay for hours worked on that day).

If a holiday falls on a non-exempt staff member’s regularly scheduled day off, that staff member will receive holiday pay based on the number of scheduled weekly hours for their position as noted in Workday (up to seven and a half hours) or that staff member will receive a day off during the week in which the holiday falls. The manager will have the final decision as to whether the staff member receives additional pay or time off.

Non-exempt regular part-time staff members will receive prorated holiday pay based on their scheduled weekly hours for their position as noted in Workday. Should the employee choose to be paid 7.5 hours, they must use vacation time to supplement. Contact the Payroll Office for assistance with this calculation.

Exempt part-time staff members do not receive additional compensation or additional time off for holidays that occur during their regularly scheduled days off.

Vacation

We know how hard staff work and recognize the importance of providing staff with time to rest and recharge, which is why we strongly encourage eligible staff members to use their vacation time. Regular staff members working at least 20 hours or more per week are eligible for vacation based on their percentage of full-time employment and years of service. The rate of accrual is the same for exempt and non-exempt staff. Positions at the Management III job level or higher accrue at the highest level (6.25 hours per pay period for full-time, prorated for part-time) immediately. Temporary staff members do not accrue paid vacation time, nor do staff members on an unpaid leave of absence, if they are not using accrued time.

Full-time staff member vacation accruals are as follows:

• Ten (10) days of vacation per year accruing at the start of your employment through your first anniversary
• Fifteen (15) days of vacation per year the second through fourth year of employment
• Twenty (20) days of vacation during the fifth year of employment and thereafter

Earned vacation time accrues to a maximum of 230 hours (30.67 days) until the fourth-year anniversary date of employment; thereafter the maximum is 300 hours (40 days). Vacation ceases to accrue when vacation is at the maximum of 300 hours (40 days) until it falls below that amount. Any accrued unused vacation leave will be paid at the time of separation or termination.

Every effort will be made to grant your vacation preference, consistent with our operating schedule. Vacation requests should be submitted in Workday for manager approval at least one week in advance of your requested vacation dates. All exempt, salaried staff members also must accurately report absences in Workday, indicating the total number of absent hours to be charged to their sick or vacation accounts, jury duty, bereavement leave, holiday, etc.

To ensure eligible employees use their full vacation entitlement each year, the manager and the college may require vacation usage for employees if necessary. Accrued, unused vacation is paid out upon separation or termination of employment.

Staff members who desire to take personal time off but do not have any accrued time may request to take the time unpaid. Unpaid time off may be approved at the manager’s discretion and should only be for short durations of time (e.g. no more than 3 days). Employees are required to use any accrued vacation time before logging unpaid time. More extended periods of time are managed as leaves of absence through Human Resources. Please refer to the Leaves of Absence section of the handbook for more information.

Sick Leave

Paid Sick Leave is an important benefit the college offers to allow employees to take care of themselves and their families. CCA offers two sick leave programs, one that is for regular, full-time and part-time staff employees, and another program for all other staff employees. Both programs meet federal, state and city requirements for Sick Leave, including the San Francisco Paid Sick Leave Ordinance (PSLO), the Healthy Families Act, and California’s Kin Care leave.

Leave under CCA’s sick leave plans may be used in connection with the care or treatment of an illness or off-the-job injury, or the preventative health care, including mental health, of the employee or the employee’s immediate sick family member, which includes time off for medical or mental health appointments. Sick leave is not for personal absences or planned vacations. Per the California Reproductive Loss Leave requirement, eligible employees may use sick time for reproductive loss, which includes a miscarriage, failed surrogacy, stillbirth, unsuccessful “assisted reproduction” (such as artificial insemination or embryo transfer), or failed adoption. An employee is permitted to take the leave on nonconsecutive days and the leave must be completed within three months of the reproductive loss. The leave time can also be unpaid.

Per California Family Rights Act (CFRA), family members for both programs include:

• A spouse; or
• A registered domestic partner; or
• A child, regardless of age or dependency status (biological, adopted, foster, stepchild or legal ward, or a child to whom the employee stands in loco parentis); or
• A parent (biological, adopted, foster, step or legal ward, a spouse or registered domestic partner’s parent, or a person who stood in loco parentis); or
• A sibling; or
• A grandchild; or
• A grandparent
• Designated person

Leave under this policy may also be used for employees who are the victims of domestic violence, sexual assault or stalking, and may run currently with leave taken under other applicable policies as well as under local, state or federal law, including the California Family Rights Act (CFRA) or the Family Medical Leave Act (FMLA). Employees on an unpaid leave of absence do not accrue sick leave.

Employees requesting time off under this policy should provide as much advance notice as possible to their managers. Those taking more than three days of sick leave will be required to provide appropriate documentation to Human Resources at hr@cca.edu or their manager. Abuse or misuse of sick leave may lead to disciplinary action and/or withholding of sick pay. At the discretion of the supervisor, documentation of the illness (satisfactory medical evidence of illness and/or medical certification of fitness to return to work) may be required before sick pay will be given.

Under no circumstances is unused accrued sick leave paid out. However, employees who separate from the college who are rehired within one year of separation will have their unused sick balance restored to them upon return, up to a max of 80 hours.

Paid Sick Leave for Regular Staff Employees Eligibility & Accruals

Eligibility. All regular staff working 20 hours or more are eligible to receive paid time under the Standard Paid Sick Leave plan.

Accruals. The rate of accrual is based on the percentage of scheduled time worked. Unused accrued time under this policy carries over each year to a maximum of 225 hours. The following table details the accrual rates per pay period.

Paid Sick Leave for Non-Regular Staff Employees Eligibility & Accruals

Eligibility

CCA provides paid sick time to employees who are not covered under the Standard Paid Sick Leave plan, under the plan for Paid Sick Leave for Non-Regular Employees. This covers employees less than 20 hours weekly, including temporary and student workers.

Accruals

Covered employees earn 1 hour of paid sick leave for every 30 hours worked, up to a maximum accrual of ten (10) days or eighty (80) hours. The paid sick leave accrues in one-hour increments; there is no prorated or partial accrual for any time worked less than 30 hours. For example, an employee who has worked 30 hours has accrued one hour of paid sick leave, an employee who has worked 60 hours has accrued two hours of paid sick leave, etc. Accrued paid sick leave carries over from year to year, but is subject to the maximum accrual (accrual cap) of eighty (80) hours. Once the accrual cap is reached, paid sick leave will stop accruing until some paid sick leave is used. Accrual begins immediately; however employees may start drawing time after completing 90 days of successful employment.

Designated Person Policy

Per California Family Rights Act (CFRA) and San Francisco Paid Sick Leave ordinance, an employee may designate any individual related by blood or whose association with the employee is the equivalent of a family relationship as a “designated person”. An employee may use leave to care for or assist a designated person.

CCA Designated Person Policy allows you to elect a designated person via Workday and can change your designation once per year during a time specified by the college.