Leave Plans

Two personal days are granted each leave year (September 1 – August 31) to full-time faculty and staff. Part-time staff and faculty who are scheduled to work 20 or more hours per week receive one personal day per leave year, accrued each pay period with the accrual year running from September 1 – August 31.

In the event of a death of an immediate family member (spouse, civil union partner or same sex spouse, son or daughter [biological, adopted, foster or step child, legal ward, child of a civil union partner, or a child of a person standing in loco parentis who is under 18 years of age], or parent [biological parent of an employee or an individual standing in loco parentis], parent-in-law, parent of a civil union partner, sibling, sibling of spouse or civil union partner, grandparent, or grandchild), up to 3 days bereavement leave will be granted. However, under special circumstances (i.e., travel, funeral arrangements, personal reasons) up to five days may be granted upon consultation and approval of your manager.

Read the Bereavement Policy

The Family Medical Leave Act requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for certain family and medical reasons. U.S. employees are eligible if they have worked at least one year and for 1,250 hours over the previous 12 months, and will be calculated on a rolling calendar year.

FLMA Request Form

For questions, please reach out to?leaves@gmhec.org.

Any employee required to attend court for jury duty or is summoned as a witness will be paid their normal base pay for the day. If the employee will be compensated by the court, a statement from the court clerk showing the rate of pay for each day must be uploaded when entering the Jury Duty leave request in Oracle.

Employees called to jury duty or summoned as a witness will retain all rights and privileges as College employees while on such duty. An employee who voluntarily appears as a witness or appears in court on their own behalf must charge the absence against vacation or approved leave (to be cleared with the direct Supervisor or Division Dean) with or without pay.

To apply for Jury Duty Leave, a leave request must be completed in Oracle.

Any regular, full-time, employee may be granted an unpaid leave of absence from the College for any reason deemed acceptable at the sole discretion of the Vice President, Provost or Dean of the division or department in which the employee works. A prerequisite to requesting a unpaid leave of absence is one year of full-time employment. A regular, full-time, employee may, in certain circumstances, be granted a leave of absence for a period of one month to a maximum of twelve months. Requests must be submitted in writing to the appropriate supervisor and forwarded for final approval to the appropriate Vice President, Provost or Dean. An employee on an approved leave of absence may elect to continue Medical and Dental Insurance subject to COBRA provisions. College coverage of life insurance, STD and LTD will cease the last day the employee is actively at work. A prerequisite to requesting an unpaid leave of absence is one year of full-time employment.

Read the leave of absence policy

This policy applies to all employees of Champlain College, Inc. who are voluntarily or involuntarily called to perform military service, including those activated as part of a Federal call up to assist in an emergency related natural disaster.

The policy is limited to individuals serving in the United States’ uniformed services (including the National Guard and Reserves of the military services) as well as Intermittent Disaster Response Appointees (IDRAs).

This military leave policy does not apply to State call-ups to assist in an emergency related to a natural disaster (please refer to Leave of Absence Policy in these cases).

This policy may not address all issues concerning military leave rights. Insofar as issues arise that are not addressed in this policy, the College will abide by USERRA and any controlling state law.

Read the Full Policy

Staff who are scheduled to work a minimum of 20 hours per week are eligible for Sick, Personal, Vacation and Floating Holidays.

Deans are eligible for Sick, Personal, Vacation and Floating Holidays.

Full-time benefit eligible Faculty are eligible for Sick and Personal time.

Fiscal Year: July 1 – June 30

• Floating Holidays

Academic Year: September 1 – August 31

• Vacation
• Sick
• Personal

Floating Holidays:?the full amount of Floating Holiday hours are granted on July 1st. Should you be hired after this date the hours will be pro-rated based on your hire date. Hours are also pro-rated if you work less than 37.5 hours per week. Floating Holidays vary per year, there are some years where there may not any Floating Holidays.

Sick & Personal: The full amount of Sick and Personal hours are granted on September 1st. Should you be hired after this date the hours will be pro-rated based on your hire date. Hours are also pro-rated if you work less than 37.5 hours per week.

Vacation: You will accrue your Vacation hours over the 26 pay periods per academic year. For hourly employees this is based upon the number of hours you submit on each pay period time card.

All employees who are scheduled over 20 hours per week are eligible for 10 Sick days and 2 Personal days per year. If you work part-time your hours will be pro-rated.

Non-exempt is also referred to as hourly. An hourly employee completes a time card each week with the hours they have worked during that week and time they may have taken off. Hourly employees are also eligible to earn overtime once they have worked over 40 hours per week (this does not include vacation, sick, personal or floating holiday hours taken).

Exempt is also referred to as salaried. Salaried employees do not complete a time card, they are paid the same amount each week and are not eligible for overtime pay should they work more than the 40 hours per week.

Effective September 1, 2025 the vacation accruals for non-exempt staff is the same as exempt staff.

Staff scheduled to work 37.5 hours per week:

**Per Pay period is two weeks. There are 26 pay periods in a calendar year.

Staff scheduled to work 40 hours per week:

**Per Pay period is two weeks. There are 26 pay periods in a calendar year.

Example:? A person who has been at the College 6 years and works 37.5 hours a week.

• Is eligible for 20 days or 150 hours per year (20 days x 7.5 hours = 150 hours of Vacation a year).
• We are paid on a 2-week basis – 37.5 x 2 weeks = 75 hours, there are 26 pays in a year.
• To calculate the per pay accrual amount, take the annual amount of 150 hours and divide by the number of pay periods (26) 150 / 26 = 5.77. You accrue 5.77 hours of Vacation per pay.

The same calculation can be done for staff who work 40 hours per week or 80 hours bi-weekly.

• The annual amount of vacation is 160 hours per year (20 days x 8 hours = 160).
• The accrual amount would be 160/26 = 6.153 hours accrue per pay period.

You cannot roll-over Floating Holidays, Sick or Personal hours, any unused hours will be forfeited.

You can roll-over one week of Vacation hours (the normal hours you work in a week 37.5 or 40 or if part-time, what you are normally scheduled to work in a week) to the next Academic year.? Any hours over your normal weekly work hours will be forfeited.

Yes, you continue to accrue hours on all paid time taken such as Floating Holidays, Sick, Personal and Vacation.? Should you be out of work and on Short-Term Disability, you continue to accrue Vacation hours based upon your normal work hours.

You do not accrue Vacation hours on overtime, unpaid hours, course prep or staff overloads.

Yes, when possible all time should be submitted before it occurs. Go into your Absence icon in Oracle and choose the type of time off and the number of hours.? ?It will not be paid until your manager approves the request.

You can take up to 5 days (1 week) before it is accrued as long as it does not exceed your annual vacation allotment.

Any unused Floating Holiday, Sick or Personal hours will be forfeited.? Vacation hours accrued, minus hours taken will be paid out to you in your final pay. If you have used more than your accrued hours, the time will be deducted from your final pay.

No, your last day must be the last day you were actively working.

You can substitute your Vacation hours with your Sick hours so you don’t deplete your Vacation.

No, all paid time must be used before unpaid time can be taken.

Yes, per the policy you may use sick time to take care of an ill immediate family member.