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City of Charlottesville, VA Fire
Department
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| Chapter: | V - Personnel Policies and Procedures |
| Subject: | Sick Leave |
| Code: | 1-V-1 |
| Revised: | 2-11-00 |
To provide policy and guidelines relative to the usage of sick
leave within the Fire Department.
A. Sick leave benefits are granted by the City to employees in
permanent positions and include personal sick leave and
family sick leave.
B. Benefits shall be paid at a rate equal to that paid if the
employee were present for work.
C. Personal sick leave benefits are granted for the following
reasons:
1. Personal illness.
2. Bodily injury, except those injuries arising out of or
in the course of the performance of the job.
3. Exposure to a contagious disease when continuing to
work may affect the health of others.
4. Pregnancy.
5. Physician's appointment.
D. Family sick leave benefits are granted under the following
conditions:
1. When a member of the employees immediate family needs
attention, and it is impractical to get a relative,
nurse, or neighbor to stay with the family member.
2. When a sudden emergency requires immediate attention by
the employee.
3. The immediate family means mother, father, spouse,
child, brother, sister, grandparent, mother-in-law,
father-in-law, foster parent or blood relative who has
served as a foster parent.
4. Family sick leave benefits are limited to a maximum of
no more than eighty (80) hours per calendar year.
E. Any employee with at least one (l) month of service
is eligible to accumulate combined sick leave.
F. Any employee in a permanent position with the City for
more than one (l) month may be allowed sick leave with
pay up to the amount accured provided the member follows
the guidelines established within this policy.
G. Any individual who becomes sick while on duty shall be
permitted to leave duty. If possible, the individual
should remain on duty until someone can be called back
in, but only if the shift is at minimum manning.
H. Non-emergency doctors appointments will be permitted on
duty. Individuals who have a scheduled appointment
shall notify the Officer-In-Charge at least 30 minutes
prior to the time at which they are normally scheduled
to work in order that plans can be made to accomodate
an individuals absence.
I. Sick leave benefits are charged to members of the Fire
Suppression Division at a rate of one (1) hour of sick
leave for every three (3) hours absent from duty or portion
thereof, up to a maximum of eight (8) hours per day.
J. Sick leave benefits are charged to members ofthe Communications
Division at a rate of one (1) hour of sick leave for
every hour absent from duty or position, up to a maximum of
eight (8) hours per day.
A. Members who are unable to report to work due to illness,
or who have a scheduled doctor's appointment
shall notify the Officer-In-Charge at the Headquarters
Station at least thirty (30) minutes prior to the time
at which they are normally scheduled to work.
B. Failure to report to the Officer-In-Charge at least
thirty (30) minutes prior to the scheduled duty period
change will count as an occasion towards losing a holiday.
(See 1-V-20, Section 20.02B - Reporting To Work On Time)
C. Members must notify the Officer-In-Charge at the Head-
quarters Station, when unable to report for work,
whether sick leave is of a personal or family nature.
D. Members of the Department on sick leave, when not
hospitalized, are expected to remain at home.
E. The following exceptions to this provision are noted:
1. An individual may leave his/her residence to
obtain medication, visit a physician, or obtain
medical care or therapy.
2. It is recognized that certain illnesses and injuries
require periods of convalescence. It is the
individuals responsibility to advise the Fire Chief
of this; however, no one will be permitted to
pursue another job in any capacity while on sick or
injury leave.
F. Members of the department, while on sick/injury leave,
shall not engage themselves in any type of employment
or pursue recreational activities.
G. Violation of this provision is grounds for dismissal.
H. Sick leave usage shall be recorded for each Fire
Department member.
I. A memo comparing individual usage of sick leave to the
average Fire Department usage shall be sent to every
member of the department on a yearly basis (see
attached).
J. This memo shall serve as:
l. Congratulations if the individuals sick leave usage
is below the departmental average.
2. A cautionary note to monitor sick leave to avoid
further punitive action.
3. A warning if the individuals sick leave usage is
above the departmental average.
4. Notification requiring the individual to present a
Certification of Illness (CFD Form 34) for every
day of sick leave used, if the individuals sick
leave usage is above the Departmental average
and the individual has been repeatedly warned.
5. A warning that successive, excess uses of sick leave
will affect evaluation and pay.
K. Individuals required to furnish the Fire Department with
a Certification of Illness shall:
l. Be responsible to have several CFD Form 34's,
Certification of Illness, on hand.
2. Bring the completed form at 0700 hours on the day
the individual returns to work.
3. Not be paid for the day of their absence if the
CFD Form 34 is not brought in as described in this
policy.
4. Face disciplinary action if the documentation is
not provided more than once.
L. Absence because of illness which extends beyond the
employee's accumulated combined leave benefits may be
charged to vacation or leave without pay.
M. Fire Department members requiring extended absence
because of illness must present a physicians certificate
to their Fire Battalion Chief or must report to the Officer-
In-Charge thirty (30) minutes prior to shift change on
each day that members shift is regularly scheduled to work.
N. In the event that a member requires an extended
absence from his/her regular duties, but according to
a physician is fit for light duty, he/she may return to
work under the physician's guidelines.
A. Where absence of a permanent full-time employee is necessary
by serious and extended illness, injury, or disability, which
is not related to the performance of duties, the appointing
authority shall investigate the circumstances including the
procurement of a physicians certificate.
B. If the Director of Personnel considers extraordinary sick
leave to be justified, the Director shall approve it for
an amount not to exceed one-half working day for each
completed month of service.
C. If extraordinary sick leave has once been given for any
completed month of service, it may not be given for that
month again.
D. Extraordinary sick leave will not be granted unless the
employee has exhausted all available sick leave, annual
leave and compensatory leave accounts.
A. Maternity leave shall be provided to all pregnant employees
upon written application in advance of expected termination
of pregnancy.
B. By the end of the sixth month of pregnancy and at such
time as deemed necessary by the Department head, a doctor's
statement discussing the probable date the employee must
cease work shall be submitted to the Fire Chief or
his/her designate.
C. Return from maternity leave status should normally be at
a time no later than two (2) months following the con-
clusion of the pregnancy. An extension may be authorized
by the Director of Personnel in cases of major complications.
D. Persons who use maternity leave shall be paid from the sick
leave, compensatory leave and annual leave accounts in
that order. Should all accounts become exhausted the
balance of leave will be without pay.
E. In cases of major complications to the pregnancy, employees
may also request the granting of extraordinary sick leave.
F. An employee may continue to work as long as her doctor
permits. Should she have a temporary pregnancy-related
illness before beginning maternity leave, the illness
may be charged to sick leave.
This policy applies to any member of the Fire Department on
sick leave.
All members shall be responsible for abiding by City and
Department guidelines concerning usage of sick leave.
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