1. Must an employee exhaust PTO before they may use sick leave hours?
Sick leave hours may be used in the following circumstances without exhausting PTO:
- Short-Term Disability elimination period and to “top-off” what is paid by short-term disability during related time off.
- Workers’ Compensation waiting period and to “top-off” what is paid by workers’ compensation during related time off.
Sick leave hours may be used for other sick-related absences only after PTO and other applicable leaves have been exhausted.
2. Who can be designated as a Sponsored Adult Dependent?
Employees may designate a sponsored adult dependent. Sponsored adult dependents must:
- Be at least 18 years old
- Have a single dedicated relationship of at least a 12 month duration with the employee
- Have shared the same residence for at least 12 months and continue to share a residence
- Not be married to another person
- Not be related by blood to the employee or retired employee
- Be mentally competent to consent to a contract
3. What does “in loco parentis” mean?
In loco parentis is Latin for “in the place of a parent”. For example, if an employee is responsible for raising their grandchild (or any other child) including the day-to-day responsibilities of caring for and financially supporting the child, then the employee is standing in loco parentis for that child. Therefore, although HR-404 does not allow the use of sick leave for grandchildren, when the employee is standing in loco parentis the policy would allow the employee to use sick leave because they are taking the place of the parent.
4. What does “individual who stood in loco parentis to an employee when the employee was a child” mean?
HR-404 includes “parent” in the definition of family. The language “individual who stood in loco parentis to an employee when the employee was a child” means individuals who stood in place of the parent. There could be several scenarios; however, a few examples include:
- an employee who was raised by their grandparent
- an employee who was raised by a step-parent
- an employee who was raised by a foster parent
An individual who had day-to-day responsibilities of caring for and financially supporting the employee during their childhood is identified as having “stood in loco parentis to an employee when the employee was a child.”
5. What if I think I have a cold or was exposed to a virus?
If you have reason to believe you have a cold or were exposed to a virus and are experiencing symptoms that cannot be explained by existing conditions (e.g., allergies), please contact your health care provider and follow any advice given. Employees shall continue to follow department established guidelines for attendance and requesting approval for time off.
6. How much information may supervisors request from employees who report feeling ill at work or who call in sick?
Supervisors may ask employees if they are experiencing symptoms of a cold or virus which are not explained by other medical conditions. Information about employees’ symptoms must be treated as confidential.
7. May a supervisor ask employees to disclose whether they have a medical condition that the Center for Disease Control (CDC) or other medical professionals says could make them high risk?
No. Employees who may be at higher risk for severe illness should notify their supervisor and their university’s human resources office to request a reasonable accommodation and apply for FMLA leave.
8. If an employee is diagnosed with an illness, will they be required to provide a release before returning to working on site?
A doctor’s or public health official’s release may be required before an employee is allowed to return to work on site. Units considering requiring doctor’s notes should contact their Human Resources Partner for guidance on how to maintain confidentiality when a doctor’s release is received.
9. What can a supervisor communicate to their unit when they have been informed that someone within their department has been diagnosed with an illness?
Supervisors may communicate general information with employees who have a need to know (e.g., those who are impacted by the absence); however, the specifics regarding the diagnosis must be kept confidential.
Date Effective: Posted 10-01-2023 with an effective date of 01-01-2024
Date Revised:
Reviewed 2024-02-09