Eligibility .5 FTE or more

Up to one week paid leave is available for those employees undergoing medical procedures to donate bone marrow. This is separate from sick leave.

Eligibility .5 FTE or more

EIB is intended to provide income protection in the event of illness or disability, acting as a short term disability plan for the employee. EIB may also be used to care for an employee’s child (under the age of 18 or under the age of 20 if attending secondary school), or to care for another member of the family who is ill or injured. Family for this policy includes your child, adult child (biological, adopted, step or foster child), spouse, sibling, parent, grandparent or stepparent. In the cases of an adult child, sibling, parent, grandparent or stepparent, the employee may use up to 160 hours cumulative of accrued EIB balance during a twelve month roll-back period. EIB can be accessed after three day qualifying period for each incident/occurrence. A full-time employee working 2080 paid hours will receive 96 hours on an annualized basis (.046154 per hour). The maximum accrual of EIB hours is 1040. EIB amounts are based upon a maximum of 40 hours worked each week. Actual hours worked and any paid leave taken will count towards the 40 hours. If an employee works fewer than 40 hours in the week and doesn’t take any paid leave, the employee will receive EIB hours credited on a pro-rated basis. EIB hours have no monetary value upon separation of employment.

Support Staff

Employees who have been employed for at least one (1) year and for at least 1,250 hours during the preceding 12-month period are eligible for Family and Medical Leave (FMLA). Eligible employees are provided up to 12 weeks unpaid leave (or up to 26 weeks of military caregiver leave to care for a covered service member with a serious injury or illness). The leave is granted on a rolling year, measured in a 12 month look back period from the date an employee uses leave under this policy.

FMLA will consist of appropriate accrued paid leave and unpaid leave. If leave is requested, the employee must use all appropriate, accrued paid leave. The remainder of the leave period will then consist of unpaid leave.

Reason for Leave

All employees who meet the applicable time of service requirements may be granted family or medical leave consisting of appropriate accrued paid leave and unpaid leave until the leave

• The birth and care for the employee's newborn child;
• The placement and care of a child with the employee for adoption or foster care;
• To care for a spouse, child or parent with a serious health condition;
• The serious health condition that renders the employee incapable of performing the
• Qualifying exigency leave for families of members of the National Guard and Reserves who are on active duty in support of a contingency operation.
• Military caregiver leave to care for an ill or injured service member.

Advance Notice and Medical Certification

• An employee must provide 30 days advance notice when leave is "foreseeable".
• Medical certification is required to support a request for leave because of a serious health condition, and may require second or third opinions (at the employer's expense) and a fitness for duty report to return to work.
• If leave is for the employee's own medical needs or to care for a family member, you must complete a Certification of Health Care Provider form.

Job Benefits and Protection

1. For the duration of FMLA leave, Concordia will maintain the employee's health coverage under any "group health plan" at current levels.
2. Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits and other employment terms.
3. The use of FMLA leave cannot result in any loss of any employment benefit that accrued prior to the start of an employee's leave.

Request Leave

• In all cases, an employee requesting leave must complete the appropriate forms and return them to the Benefits/Compensation Coordinator in the Human Resources Office. The completed application must state the reason for the leave, the duration of the leave, and the start and end dates of the leave.

Helpful links

• View Family and Medical Leave Policy

Eligibility .5 FTE or more

Employees may take leave upon death of a loved one.

Support Staff
Administrative Staff

Eligibility .5 FTE or more

Paid time off may be provided to a limited number of employees who volunteer for a Habitat for Humanity project. The project must be administered through Concordia College. Requests for this time off require the approval of the appropriate vice president.

Eligibility .5 FTE or more

Concordia observes the following holidays each year, at which time the institution is officially closed. See appropriate appendix for list of all holidays and payment calculation.

• New Year's Day
• Easter
• Memorial Day
• Independence Day *
• Thanksgiving Day
• Friday after Thanksgiving
• Christmas Eve
• Christmas Day

* The division of the Language Villages recognizes Labor Day, instead of Independence Day as a holiday. Holiday pay and time off will coincide with the alternate Language Village's Schedule.

Support Staff
Administrative Staff

Concordia's scheduled operations are rarely interrupted because it has a predominantly residential student population. The College recognizes, however, that severe weather conditions or other emergencies may require the College to close or cease parts of its campus operations. Should this occur, the College will follow the guidelines provided below.

• Since the timing of a campus closing decision is important, as employees may already be in route to the campus, the College will make the decision prior to 6:30 a.m., whenever possible, regarding campus operations.
• Decisions regarding modified campus operations will be announced on radio and television, through campus e-mail messages and on the information line (218.299.4000).

Personal safety is an important consideration when evaluating the ability to commute to work during severe weather.

Employees who are unable to come to work because of severe weather conditions should notify their supervisor as early as possible following department procedures.

When the College remains open, employees who come in late, leave early, or are absent because of weather conditions may either make up the lost time during the same workweek or, if that is not possible, use vacation. If no vacation balance or other appropriate leave is available the time will be unpaid.

In the event the college closes, employees will be paid for any missed work hours for which they were scheduled. Some essential services must continue to operate even when the college is closed.

Support Staff
Administrative Staff

Employees who are called to serve on jury duty or are serving as a court witness in answer to a subpoena or other court order are granted time and pay, provided that the employee turns over jury fees to the College. Employees are expected to return to work immediately upon being released from jury duty service.

Employees who are members of the National Guard or organized reserves are eligible for required military training leave each year. The College will reimburse employees for the difference between their military training pay and their regular college salary for up to two weeks per year. Military training leave not exceeding two weeks annually will be provided in addition to your regular vacation.

Military leave in excess of two weeks annually will be considered a leave of absence without pay and will be handled according to the Uniformed Services Employment and Reemployment Rights Act (USERRA). Concordia will not reimburse employees for the difference between their military pay and their regular college salary for leaves that exceed two weeks.

Employees may be granted unpaid break time each day to express milk for her infant child. When possible, the break will run concurrently with a break time already provided. Employees may access the Kjos Health Center or visit with their immediate supervisor for the purposes of designating private space.

Planned Time Off (PTO)

Eligibility .5 FTE or more

Concordia College recognizes employees have diverse needs for time off from work. Planned Time Off (PTO) provides staff with more flexibility in scheduling time off to support work/life balance.
Any accrued leave is available for use with no waiting period. Employees are accountable and responsible for managing their own PTO hours to allow for adequate reserves to cover vacation, floating holidays, illness, appointments, emergencies, funerals and other purposes that require time off from work. When processing payroll, PTO will be deducted from current PTO balance and then the accrual will be applied. The new balance will be available for use in the next pay period. Employees are required to use all available accruals prior to time off without pay.
The maximum amount of PTO an employee can accrue at any given time is 120 hours for employees employed less than ten years, and 160 hours for all other employees.

*Annual PTO is based on a 1.0 FTE, 2080 regular hours.
**No PTO Hours will accrue beyond the maximum listed.

Employees are expected to request PTO and get their supervisor’s approval in advance of when PTO is to be used. Requests for PTO may be granted depending on the circumstances, time of year, workload, business needs, replacement availability, etc. We realize that emergencies do arise and it will be necessary to take time off. In these instances, it is the employee’s responsibility to notify his or her supervisor as soon as the employee becomes aware of the need for the absence. The College or department can designate PTO time for employees. This designation generally occurs in cases when the College or department is closed or managing non-peak times due to academic year breaks.

Support Staff

Planned Time Off (PTO) Advanced Placement

Eligibility .5 FTE or more

New and current employees have the opportunity to request an advanced placement within the PTO structure if they had a higher accrual benefit from their immediate employer prior to Concordia, provided there was less than a one year gap in employment between the most recent employer and becoming benefit eligible at Concordia.

Support Staff

Eligibility .5 FTE or more

Minnesota Law provides up to six weeks of unpaid leave to employees who work at least half time and have been with the College for at least 12 consecutive months. This leave is available to a mother or father upon birth or adoption of a child. The leave must begin within six weeks after the birth or adoption; however, if the child must remain hospitalized longer than the mother, the leave may not begin more than six weeks after the child is discharged. The same or comparable position will be provided upon the employee's return. The employee intending to take parenting leave should inform their supervisor as soon as possible, but at least 30 days in advance. Parental leave may run concurrently with other provided leaves.

Eligibility .5 FTE or more

Up to sixteen hours of unpaid time may be taken to attend school conferences and activities of employee's children, which cannot be scheduled outside of the regular work day. Requests for this time off require the approval of the employee's supervisor.

Eligibility .5 FTE or more

Short-term leaves of absence can be requested by administrative staff for reasons of illness or injury. All absences of more than three (3) calendar days must be reported to the Department of Human Resources for the purposes of determining FMLA eligibility.

Sick leave is intended to protect you from loss of income during necessary periods of absence due to personal illness, injury, medical appointments for yourself or your child under the age of 18. Satisfactory evidence of inability to work may be requested by the College. Accrued sick leave has no monetary value upon separation of employment, nor can it be used as vacation time.

Administrative Staff

Eligibility: .5 FTE or more

Vacation time is provided for Administrative Staff to recreate, rejuvenate and balance work and family life.
Administrative Staff

Employees may be absent from work for the purpose of voting in state and presidential primaries, as well as in state general elections and congressional elections. The employee absent during their scheduled work day will be paid for time spent to appear at the employee's polling place, to cast a ballot, and to return to work on the day of the election.