DOMINICA STATE COLLEGE – LEAVE POLICY
1. Leave Policy Summary
- The Dominica State College (DSC) provides a policy to direct the management of leave for eligible employees, which addresses the accrual, use and recording of all paid and unpaid leave available to eligible Support, Administrative, Managerial, Faculty and Academic staff. The DSC understands and appreciates that employees require time away from work for a variety of reasons. To that end, the College provides a full array of time off policies to help eligible employees integrate work and personal obligations. The Leave Policy explains the types of time off benefits available to assist employees in managing events requiring time away from work. It also explains what responsibilities employees have with respect to absence from the organisation. In the event of a discrepancy between the DSC and the local employment laws, the College agrees that the employee will not be placed in a worse position and will be guided by the employment Laws of the Commonwealth of Dominica.
1.1. Purpose of the Policy
The leave policy provides guidelines for the administration of all types of leave at the
Dominica State College (DSC), ensuring a fair and consistent approach to managing leave.
1.2. Policy Amendments
Modification Rights: The President and the Board of Governors reserve the right to
amend the policy at any time.
Consultation Requirement: Amendments may be considered in consultation with the
HR department, respective committee and employee representatives as appropriate.
1.3.Review and Amendments
This policy will be reviewed every three (3) years by the Human Resources department
and may be amended as necessary to meet the operational needs of the DSC or to comply
with legal requirements.
1.4. Administrative Details
| Effective Date: | April 2024 |
| Review Cycle: | This policy will be reviewed every three years to ensure it remains relevant and effective. |
| Contact Information: | For further details or questions about this policy, designated representatives and supervisors should contact the HR department at 767 275-6604 or [email protected] |
2. Quick Reference Guide
| If you need time off from work because | You may be eligible for leave described in the following section (s). |
| You want to take time off for a special purpose, to attend a conference or a personal emergency. | Special Leave |
| You are required to attend a conference | Administrative leave: applicable to faculty and teaching staff |
| You want to take time off for rest, relaxation, renewal, or other personal reasons. | Vacation leave; applicable during the semester break for teaching staff. |
| You are ill | Sick Leave |
| You are pregnant an expecting parent | Maternity leave |
| You need time off due to reproductive loss | Sick Leave |
| You have to serve on a jury | Jury Duty Leave |
| You have become a father | Compassionate Leave – Paternity |
| You have had a bereavement in your immediate household | Compassionate Leave – Bereavement |
| You are going to vote in an election | Voting Leave |
| A member of your immediate family is ill. | Vacation Leave, Administrative leave, Leave without Pay |
Table 2
3. Vacation Leave
The College provides vacation leave to eligible employees for personal use, such as rest, relaxation, and renewal. Consistent with this objective, the College encourages employees to use their accrued vacation leave each year.
Purpose:
To outline the vacation leave entitlements for employees of the Dominica State College.
Scope:
Applies to all full-time and part-time staff at Dominica State College.
Annual Leave Entitlement
Support staff covered by this agreement shall be entitled to vacation leave with pay as provided:
| Length of service | Leave entitlement per Annum |
| One to Two years | Ten (10) working days |
| Three to five years | Fifteen (15) working days |
| Six years to 10 years | Twenty (20) working days |
| Eleven years + | Thirty (30) working days |
Table 3
By December 29th of each year, Supervisors must submit a vacation roster to the HR Department of preferred vacation leave for the following year for all staff under their supervision.
Part-time Support Staff
Leave Payment: Part-time support staff will be paid at 4% of the normal annual earning rate, adjusted in accordance with the length of continuous service.
Conditions and Adjustments
Faculty members will be eligible for vacation as prescribed by the academic calendar.
Exclusions: The period of paid annual leave shall exclude public holidays and any period of certified sick leave.
Carry-Over: A maximum of fifteen (15) working days may be carried forward to the following year, with the written consent of the Board.
Pro-Rata Basis: For any incomplete year of service, leave shall be granted on a pro-rata basis.
Termination of Employment: Employees shall not forfeit any entitlements to leave or payment in lieu if employment is terminated for any reason including summary dismissal.
Eligibility for Vacation Leave:
Employees of Dominica State College are entitled to paid vacation leave after one full continuous year of employment, whether part-time or full-time.
Special Provisions
Closure Period: The College shall be closed from Dec 23 and will re-open on Jan 2 of each year, provided the latter date is not a public holiday, in which case, the College will re-open on the day following the public holiday.
Faculty members: Faculty members will be eligible for vacation as prescribed by the academic calendar and will normally take vacation leave during the semester breaks.
Seconded Staff: Vacation leave entitlement to seconded staff who exercise the option to accept permanent employment with the College shall not be affected by this section. They shall continue to enjoy the number of days to which they were entitled to while in the Public Service.
Preference for the dates of vacation Leave must be agreed with the Supervisor at the beginning of the calendar year. The College will try to accommodate individual requests for vacation dates, but the exigencies of the College will take precedence, particularly where short notice is given.
Responsibilities and Enforcement
Employee Responsibilities:
- The Employee must submit an application for vacation leave to the immediate supervisor at least two (2) months before the start of the leave. Where a leave roster has been completed, the formal application may be submitted one (1) month prior to the agreed date.
- Employees are not authorised to proceed on leave before receiving approval.
- Employees are expected to adhere to provisions for carry-over and pro-rata calculations.
- Employees should submit a Handing Over report to Supervisors before they proceed on vacation leave
Supervisor Responsibilities:
- Prepare a vacation leave roster for all employees within the unit
- Recommend the approval of the vacation leave in accordance with the policy.
- As soon as possible, submit the application for approval through the HR Manager
- Facilitate arrangements for lessening accumulated vacation leave balances
Administrative Details
Employees who terminate their employment or are separated from the DSC will be paid for outstanding vacation leave. If at the time of leaving the annual leave entitlement has been exceeded, the equivalent compensation will be deducted from the final payment.
Payment in lieu of vacation leave earned will be only made in cases of separation of employment.
4. Maternity Leave
Purpose
This policy outlines the entitlements and procedures associated with maternity leave at Dominica State College, ensuring compliance with the Labour Standards Act Chap. 89:05, sections 17-21.
Scope:
This policy applies to all female employees of Dominica State College, including full-time and part-time staff.
Policy Statement:
The DSC is committed to supporting its employees through the various stages and life and in alignment with the Labour Standards Act Chap: 89:05, the College provides paid maternity leave to eligible female employees.
Eligibility and Conditions:
Eligibility: Female employees are eligible for paid maternity leave after completing 12 months of continuous full-time service.
Duration and Pay: Female employees are entitled to twelve weeks (12) of paid maternity leave, reduced by any benefits received from Dominica Social Security.
Procedures for Application:
Medical Certificate: Employees must submit a medical certificate from a qualified medical practitioner at least two months prior to the expected date of confinement.
Application Process: Applications for maternity leave should be submitted to the head of the department, who will advise both the President and the Human Resources department.
Additional Provisions:
Notification: Female employees must notify their Team Leader of their expected date of confinement and present a medical certificate from their doctor. The employee must advise of their expected return to work.
Extension of Leave: Maternity leave may be extended beyond the initial twelve weeks if medically necessary due to illness related to maternity, and such extension will be treated under the terms of sick leave, provided it is supported by a medical certificate.
Unpaid Leave: Further extension beyond the period covered by maternity and sick leave may be granted by the President, but this will be leave without pay.
Part-Time Workers: Maternity leave for part-time workers will be calculated based on their eligibility for Dominica Social Security benefits.
Responsibilities:
Employee Responsibilities:
- Employees must ensure they meet the eligibility criteria and submit all necessary documentation on time.
- Employees should communicate their expected return date and any changes in their health condition that may affect their leave.
Supervisor Responsibilities:
- Supervisors must facilitate the processing of maternity leave applications and coordinate with the Human Resources Department to ensure compliance with this policy.
- Supervisors are responsible for managing departmental workflow during the employee’s absence and preparing for her return.
Administrative Details:
Record Keeping: The Human Resources Department will maintain records of all maternity leaves to ensure compliance with labor laws and coordination with Dominica Social Security.
5. Special Leave
Special leave may be granted at the discretion of the President with or without pay for purposes not specifically highlighted in the Policy, on application by the employee. The President shall determine the terms of Special Leave.
Purpose:
To outline the provisions and procedures for granting special leave to employees, ensuring equitable access and transparent administration.
Scope:
Special leave is applicable to all full-time and part-time employees of the Dominica State College.
Eligibility:
Eligible Employees include all full-time and part-time employees who have completed two years of continuous service.
Contractors and temporary employees are not eligible for special leave.
Types of Special Leave:
Special leave may be granted for:
Professional Development: Opportunities beneficial for employee growth and college enhancement.
Cultural and Community Participation: Engagement in significant cultural, sports, or community events.
“Urgent” Personal Emergencies: Situations that surpass what is covered by other leave policies.
Application and Approval Process
Application Procedure:
The employee will make a written request to the immediate supervisor at least four (4) weeks in advance where possible. In any event, all special leave applications must be made through the immediate supervisor.
The application will include details such as the nature of the leave, its relevance, and the intended duration. Where applicable the request should be accompanied by supporting documentation
The Supervisor will review the application and forward the application with a recommendation to the President through the HR Manager as soon as possible following the receipt of the application. The Supervisor shall satisfy the President of mitigating measures to cover the absence of the employee.
In extreme emergencies, the employee may apply electronically through the Supervisor, forwarding proof to substantiate the extremity of the circumstances.
Approval Procedure:
The President will review the application considering the documented reasons, the impact on the College, the recommendation of the supervisor and supporting documentation.
The employee will be notified in writing within five (5) days’ receipt of the application.
Conditions of Special Leave
Paid Leave: May be granted for instances that provide exceptional benefits to the College’s mission.
Unpaid Leave: May be considered based on individual circumstances and potential benefits.
Accrual and Carryover: Special leave does not accrue, nor is it carried forward into the next year.
Responsibilities:
Employee Responsibilities:
- Ensure coverage of duties and complete necessary handover procedures.
Supervisor Responsibilities:
- Assess leave impact on department operations, and coordinate with HR to manage absences.
6. Personal Leave
Purpose:
This policy outlines the provisions for employees needing to conduct urgent personal business during work hours and establishes guidelines for managing such requests.
Scope:
Applicable to all employees of the Dominica State College.
Policy Statement
Employees are encouraged to schedule appointments for personal business, such as meetings with doctors, dentists, lawyers, school administrators, and other similar commitments, outside of regular working hours or during the semester break to avoid affecting the smooth operations of the DSC. However, it is recognised that this may not always be possible. The employee is eligible to receive (No of occasions) of special leave.
Procedures for Requesting Leave
Advance Notice: Employees must provide as much advance notice as possible when requesting time off for personal business during regular working hours.
Approval Process:
The employee must submit a leave request to the department head detailing the nature of the appointment and the time required.
The department head will assess the request and make every reasonable effort to accommodate the leave with pay.
Conditions of Leave:
Duration of Leave: Personal leave for urgent business may only be granted for a maximum of one-half day.
Evidence Requirement: The department head may require the employee to provide evidence supporting the need for the leave.
Responsibilities
Employee Responsibilities:
- Ensure that the request does not disrupt operational efficiency.
- Provide required evidence if requested by the department head/supervisor.
Supervisor Responsibilities:
- Review and respond to leave requests promptly.
- Ensure that leave is granted fairly and without undue impact on department functions.
7. Leave for Union Purposes
Purpose:
This policy establishes guidelines for granting paid leave to designated union representatives to participate in union-related activities.
Scope:
Applicable to designated union representatives employed by Dominica State College.
Policy Statement:
Leave with pay will be provided to designated representatives to enable participation in conferences, educational seminars, and other functions that contribute to the advancement of good industrial relations.
Eligibility and Conditions:
Only designated union representatives recognized by both the Board and the Union are eligible for this leave.
Leave for union-related activities must be mutually agreed upon between the Board and the Union before it is granted and before the employee proceeds on the said leave.
Procedures for Requesting Leave:
Advance Notice: Representatives must submit a leave request to their department head at least four (4) weeks in advance.
Approval Process:
The request will detail the nature of the union activity, the location, dates, and how it is expected to contribute to good industrial relations.
The supervisor will forward the request to the President through the HR Manager for consideration.
The President, in consultation with the Chairman of the Board will review the request and make a decision.
Responsibilities:
Employee Responsibilities:
- Submit the request within the required timeframe with supporting documentation.
- Ensure that responsibilities are covered during their absence, including arranging for a handover if necessary.
Supervisor Responsibilities:
- Assessing the operational impact of the leave request.
- Coordinating with the Board and the Union to facilitate a decision.
8. Certified Sick Leave
Purpose:
This policy outlines the guidelines and procedure for granting sick leave to employees. It aims to ensure that employees have adequate time to recover from illness while maintaining fairness and compliance with applicable regulations.
Scope:
This policy applies to all employees of the DSC, including management, support staff, administrative staff and faculty members.
Policy Statement:
Employees are entitled to sick leave with pay according to the schedule provided, based on their length of service and the terms outlined herein. The policy ensures support for employees during periods of illness while balancing the operational needs of the DSC.
Eligibility and Conditions:
Employees who have worked for the DSC for a continuous period of six (6) months and over from the date of application are eligible to receive payment for certified periods of sick leave.
Paid sick leave will be provided according to the schedule below, subject to the submission of a Medical Certificate issued by a registered Medical Practitioner in Dominica, acceptable to the social Security Scheme, provided always, that there is a reasonable chance of the employee returning to duty.
| Length of Service | Paid Sick Leave Per Annum |
| One to two years | 10 weeks |
| More than 2 years not less than 4 years | 12 weeks |
| 4 years and over | 24 weeks |
Uncertified Sick Leave: Employees are permitted six absences per annum for illnesses of up to two days per occasion without a medical certificate. Absences for illness exceeding two days require a medical certificate. No payment will be made for any uncertified leave due to illness in excess of two days except it is supported by a medical certificate from a registered medical practitioner in Dominica. Uncertified medical leave should not exceed more than twelve (12) days for a calendar year. Any such leave exceeding this maximum shall be considered as no-pay leave.
Family Care: Employees may request and use medical leave to care for a sick child, spouse, parent, dependent or household member with a medical certificate. Further periods of sick leave may be granted at the discretion of the President on the advice of a medical practitioner. No more than five (5) working days may be allowed for this and the employee should offer documentation to support this request.
Procedures for Reporting Certified Sick Leave:
Support Staff: Must notify their supervisor as early as possible on the first day of absence due to illness preferably before the start of business. A medical certificate is required by the third day if the illness continues.
Faculty Members: Must report their absence through illness to their Dean/Head of Department as soon as possible on the first day of absence due to illness. A medical certificate is required by the third day if the illness continues.
Responsibilities:
Employee Responsibilities:
- Employees must adhere to the notification and certification requirements of this policy.
- Employees must provide timely and accurate communication to their supervisors or department heads regarding their absence to avoid disruption to the teaching schedule.
Supervisor Responsibilities:
- Supervisors are responsible for ensuring that sick leave is recorded accurately and that the provisions of this policy are followed.
- Supervisors must forward all documentation related to the illness immediately to the HR department for processing.
- Supervisors must handle all information related to the employees’ health sensitively and confidentially.
Administrative Details
Medical Certification: Sick leave beyond two days requires a valid medical certificate from a registered medical practitioner acceptable to the Social Security Scheme.
Compensation During Illness: The DSC will pay the difference between the benefits obtained from the Social Security Scheme and the employee’s average earnings for the period of their sick leave entitlement, which is 40% of the salary.
Extended sick leave: If additional leave is required beyond that which is allowed in the schedule, the employee may be granted no pay leave. Further payments may be made by social security.
9. Occupational Sick Leave
Purpose:
This policy outlines the guidelines and procedure for granting sick leave to employees due to work-related illnesses and injuries. It aims to ensure the health and safety of all employees by promoting a safe work environment, facilitating timely medical care, and reintegration of employees after a work-related illness or injury.
Scope:
This policy applies to all employees who may be affected by work-related injury and health issues.
Policy Statement:
The DSC is committed to providing a healthy and safe work environment. This policy ensures support for employees suffering from work-related health issues through comprehensive sick leave benefits, medical treatment, and rehabilitation services.
Eligibility and Conditions:
Coverage: All employees are eligible for occupational health sick leave if they suffer from an illness or injury that is directly related to their job functions or workplace conditions.
Duration of Leave: The duration of the leave will be determined based on the medical advice received. The employee will be entitled to a maximum of twenty-six (26) weeks of paid sick leave if the illness is linked to the execution of duties, otherwise the certified sick leave policy will apply.
Benefits: Employees will receive full pay during their occupational health sick leave. Additional benefits, including special accommodation and rehabilitation support, may be provided as necessary.
Extended Sick Leave: If an employee is absent for a continuous period exceeding six (6) months due to illness, the College reserves the right to consult with medical practitioners and upon their advice, terminate employment on medical grounds.
Procedures for Reporting Occupational Certified Sick Leave:
Employees must report any work-related illness or injury to their supervisor or the human resources department as soon as possible.
A detailed incident report should be filed within twenty-four 24 hours of the occurrence.
Medical certification will be required to confirm that the illness or injury is work-related and to outline the recommended treatment and recovery period.
Responsibilities:
Employee Responsibilities:
- Employees must report any work-related illness or injury to their supervisor or the human resources department as soon as possible.
- A detailed incident report should be filed within 24 hours of the occurrence.
- Medical certification will be required to confirm that the illness or injury is work-related and to outline the recommended treatment and recovery period.
Supervisor Responsibilities:
- Supervisors must ensure that all employees are trained on and aware of safety practices and occupational health risks associated with their roles.
- Supervisors are responsible for maintaining a safe work environment and for addressing any potential hazards promptly.
- Supervisors must facilitate the employee’s return to work, possibly with temporary adjustments to duties or hours as medically advised.
Administrative Details
The DSC will maintain records of all reported occupational health incidents and sick leaves to monitor trends and improve workplace safety measures.
Regular reviews of workplace practices and the effectiveness of this policy will be conducted to ensure ongoing compliance with health and safety regulations.
Rehabilitation: A structured return-to-work program will be implemented to help employees reintegrate into their work roles effectively after a significant illness or injury.
Return to Work: Modifications to work duties or schedules may be considered to accommodate employees’ health needs based on medical recommendations.
10. Public Holidays
Purpose:
This policy is to outline the observance of Public Holidays at Dominica State College. This policy ensures all employees are aware of their rights and responsibilities regarding holiday entitlements and college operations during these dates.
Scope:
This policy applies to all employees of the Dominica State College.
Public Holidays:
Dominica State College recognises and observes the following public holidays, during which all college offices will be closed, and no academic or administrative activities will take place, except essential services as defined by college management. Employees are required to work the shift that they are assigned to and may be required to report to work on Public Holidays.
In the event that examinations and practicals are scheduled for these days. Employees scheduled to work are expected to attend.
The public holiday schedule includes:
| New Year’s Day Jan 1 Carnival Monday Date variesCarnival Tuesday Date varies Good Friday Date VariesEaster Monday Date VariesMay day First Monday in MayWhit Monday Date VaryAugust Monday First Monday in August Independence Day Nov 3 Community Day of Service Nov 4 Christmas Day Dec 25 Boxing Day Dec 26th |
Holiday Pay:
All employees are entitled to their normal pay for public holidays.
Employees required to work on a public holiday due to their role in essential services will receive additional compensation or compensatory leave as outlined in the employee handbook under the overtime and compensatory time policies.
To be eligible to be paid for the public holiday, employees must report to work on the day before and the day following a public holiday or must be on approved leave.
Responsibilities:
Employee Responsibilities:
- Employees are expected to be aware of and observe public holiday dates.
- Employees scheduled to work on a public holiday as part of essential services must comply with the scheduling requirements unless otherwise arranged with their supervisor.
Supervisor Responsibilities:
- Supervisors are responsible for informing their teams of the operational requirements during public holidays, particularly if any employees are needed for essential services.
- Supervisors must ensure that employees working on public holidays are fairly compensated in accordance with college policies.
Administrative Details:
The Human Resources Department will issue reminders about public holidays at the beginning of each calendar year and will assist in resolving any disputes related to holiday pay or scheduling.
11. Compassionate Leave: – Paternity Leave
Purpose:
This policy outlines the provisions and procedures for paternity leave at DSC. The policy supports the involvement of male employees in the care of their newborn or newly adopted child and promotes work-life balance.
Scope:
This policy applies to all married or cohabiting male employees of the DSC.
Paternity Leave Entitlement:
Duration: Eligible male employees are entitled to three (3) days of paid paternity leave in any given year.
Eligibility: To qualify for paid paternity leave, employees must have completed one year of continuous employment with the DSC.
Procedure for application:
Notice Requirement: Employees must apply for paternity leave by submitting a written request to their direct supervisor and the Human Resources Department.
Timing: Applications for paternity leave should be made at least thirty (30) days prior to the expected date of the birth of the child or the scheduled adoption date, when feasible.
Responsibilities:
Employee Responsibilities:
- Employees are expected to provide sufficient notice to their supervisors to minimise disruption to the operations of their department.
- Employees should ensure all necessary documentation is submitted along with their paternity leave application.
Supervisor Responsibilities:
- Supervisors are responsible for reviewing paternity leave requests and coordinating with the Human Resources Department to ensure timely processing.
- Supervisors should plan for the temporary absence of the employee and arrange adequate coverage during the leave period.
Administrative Details:
Record Keeping: The Human Resources Department will keep accurate records of all paternity leave requests and utilisation to ensure compliance with this policy.
Policy Review: This policy will be reviewed periodically to ensure it continues to meet the needs of employees and align with organisational goals.
Additional Provisions:
Early Return: If an employee wishes to return to work earlier than the scheduled end date of his paternity leave, he must notify his supervisor and the Human Resources Department in advance of his expected return.
Postponement of Leave: If unforeseen circumstances require the postponement of paternity leave, the employee must discuss the situation with his supervisor to reschedule the leave.
12. Compassionate Leave: – Bereavement Leave
Purpose:
This policy provides guidance and support to employees who experience a death in the immediate family. This policy ensures that employees are given time to grieve, attend funeral services, and manage immediate affairs related to their loss.
Scope:
This policy applies to all employees of the DSC, including full-time, part-time, and temporary staff.
Bereavement Leave Entitlement:
Eligibility: All employees are eligible for bereavement leave.
Duration: Employees are entitled to up to two (2) working days of paid bereavement leave upon the death of an immediate family member (spouse, child, parent, sibling, grandparent, mother-in-law, father-in-law, dependent or close relative in the immediate household).
Extended Leave: Where the employee requires time to travel outside Dominica, additional paid leave of up to seven (7) may be granted at the discretion of the President of the College. Employees requesting extended leave of absence due to bereavement may be required to furnish evidence to justify claims for the absence.
Procedures for Requesting Bereavement Leave:
Notification: Employees should inform their supervisor of their need for bereavement leave as soon as reasonably possible.
Documentation: While formal documentation (like a death certificate) is generally not required, the supervisor may request additional information to understand the situation and determine the appropriate leave duration.
Responsibilities:
Employee Responsibilities:
- Employees must communicate their need for bereavement leave to their supervisors promptly and respectfully.
- Employees should provide estimated dates of absence and stay in communication with their supervisor as circumstances develop.
Supervisor Responsibilities:
- Supervisors must handle requests for bereavement leave with sensitivity and confidentiality.
- Supervisors are responsible for arranging work coverage during the employee’s absence and for supporting the employee’s transition back to work.
- Supervisors must notify HR of all requests for bereavement leave.
Administrative Details:
Record Keeping: The Human Resources Department will maintain records of bereavement leaves to ensure policy compliance and to assist in workforce planning.
Support Services: The DSC may provide or refer employees to professional counseling services if needed.
Application for bereavement Leave: Bereavement leave is not automatic, and employees must apply to their immediate supervisor for bereavement leave.
13. Time Off to Vote
Purpose:
This policy supports the democratic process by providing employees with sufficient time off to vote in elections, and ensuring that work schedules do not prevent employees from exercising the constitutional right to vote.
Scope:
This policy applies to all employees of the DSC who are eligible to vote.
Time Off to Vote Entitlement:
Eligibility: All employees who are registered voters are eligible for time off to vote.
Duration: Employees will be granted up to three (3) hours of paid leave to vote. The amount of time off will be based on the voting schedule and the constituencies in which employees are registered to vote.
Procedures for Requesting Time Off to Vote:
Notification: Employees must notify their supervisor at least two working days in advance of the election if they require time off to vote.
Scheduling: Supervisors will work with employees to schedule voting leave, depending on the employee’s voting location and work responsibilities.
Responsibilities:
Employee Responsibilities:
- Employees are encouraged to check their voting status and poll location in advance to ensure time off to vote is appropriately and efficiently allocated.
Supervisor Responsibilities:
- Supervisors should prepare a schedule of time off to vote that includes all eligible employees who have applied for time off, ensuring that the department’s work load is fairly ad efficiently managed must ensure that all requests for time off to vote are handled fairly and without any impact on the employee’s performance evaluations or other job-related consequences.
- Supervisors should plan for adequate staffing on election days to accommodate absences due to voting.
Administrative Details:
Record Keeping: The Human Resources Department will maintain records of all time off granted for voting to ensure compliance with this policy and applicable laws.
Communication: This policy will be communicated to all employees prior to every election to remind them of their rights and responsibilities regarding voting.
14. Jury Duty
Purpose:
This policy provides guidelines for employees who are summoned to serve jury duty and to clarify their responsibilities during such service.
Scope:
Applies to all employees of Dominica State College.
Jury Duty Obligation
Duty to Serve: It is the responsibility of the employee to attend court when summoned for jury duty.
Attendance Requirements: Employees must return to work on days when they are not required to sit on a case.
Company Support and Exemptions
Requesting Exemptions: The DSC may request an exemption from jury duty on the employee’s behalf.
Discretion of Exemption: The granting of any exemption is at the discretion of the magistrate, not the College.
Compensation and Leave
Jury Duty Leave: Employees are entitled to time off for jury duty. The DSC will provide paid leave for jury duty of up to two (2) weeks. However, this time off in excess of two (2) weeks will be unpaid unless otherwise specified.
Extended Absences: Time off without pay may be granted for circumstances which exceed the limits of this policy, subject to approval by the HR department.
Responsibilities:
Employee Responsibilities:
- Notify the HR department and their supervisor as soon as they receive a jury summons.
- Provide documentation of the jury duty summons to the HR department for record-keeping.
- Return to work during periods they are not required to attend jury duty.
HR and Supervisor Responsibilities:
- Review and process requests for jury duty leave and exemptions.
- Manage work schedules to accommodate an employee’s absence due to jury duty.
- Ensure compliance with relevant labour laws regarding jury duty leave.
15. Administration of Leave – Study Leave /Training
Purpose:
This Study Leave policy supports the professional development of employees by providing opportunities to undertake further education that enhances their skills, knowledge, and effectiveness in their roles. This policy aims to facilitate employee growth aligned with the strategic goals of the DSC.
Scope:
This policy applies to all full-time employees who have completed three (3) continuous years of service at the College. It covers both Study Leave with pay and Study Leave without pay.
Policy Statement:
The DSC is committed to the ongoing development of its employees and recognises the value of further education and training. The College supports employees who wish to pursue approved courses of study by providing study leave under specified conditions for the mutual benefit of the employee and the organisation.
Eligibility and Conditions:
Eligibility Criteria:
- Employees must have completed at least three years of continuous service to be eligible for Study leave with pay.
- Employees must be in good standing with performance evaluations.
- The proposed course of Study must be relevant to the employee’s current role or professional development plan and be directly beneficial to the College’s operations.
- Study leave with pay shall not exceed twelve (12) months unless an extension is approved.
- Employees granted Study Leave with pay for six (6) months or longer are required to sign a bond agreement. The bond agreement will be for the duration of the course of study plus an additional year.
- Each application for study leave with pay will be considered on its own merit.
Conditions for Study Leave Without Pay:
Study Leave without pay may be granted in exceptional circumstances at the discretion of the College.
Procedures for Application
Application Process:
The employee submits a formal application to the HR department, including details of the course, relevance to their job, and a statement of support from their department head.
The application should be submitted at least six months prior to the intended start date to allow adequate time for review and planning.
The HR department reviews the application against the policy criteria and consults with relevant department heads for approval. The application will be forwarded to the President for consideration and approval.
The employee will be notified of the decision in writing within four weeks of application submission.
Documentation:
Proof of enrollment in the course.
A detailed course outline.
A proposal of how the knowledge gained will be applied in the workplace.
Other Provisions:
Reporting Obligations: Employees on Study Leave with pay are required to submit progress reports and a final report upon completion of the course.
Return to Work: Employees must return to their position at the end of the study leave period. Failure to return will result in the recovery of paid salary during the leave period and may lead to abandonment of post.
16. Notification of Absence
Purpose
As a teaching institution, DSC expects faculty and staff to report to work on time and be regular. An employee who is unable to report to work at the designated time is required to notify the immediate supervisor as soon as is practicable but no later than the scheduled start time. Persistent absences place an additional burden on your colleagues and may jeopardise the student’s ability to complete the course of study satisfactorily.
This policy defines the procedures and expectations for employees to notify their supervisors or the human resources department of any absences from work. This ensures that the DSC can manage and plan for the absence efficiently, maintaining productivity and continuity of service.
Scope
This policy applies to all employees of the Dominica State College.
Policy Statement
It is the responsibility of every employee to notify their direct supervisor or the human resources department as soon as possible of any anticipated or unanticipated absence from work. This includes absences due to illness, emergencies, personal commitments, or any other reason that prevents the employee from attending work as scheduled.
Procedures
Anticipated Absences:
Employees must notify their supervisor at least twenty (20) days in advance of planned absences.
Notification for leave should be submitted preferably through direct communication, and where circumstances make this impossible, through electronic means, HR system, and approval must be obtained prior to commencing the absence, where practical.
Unanticipated Absences:
In the event of sudden illness, emergencies, or other unforeseen circumstances, employees must notify their supervisor or designated contact person immediately.
Notification should be made via telephone/email/text message, as appropriate, to ensure the message is received promptly.
It is the responsibility of the employee to ensure that the College has been satisfactorily notified of any absence.
Procedure for Notification:
The employee must provide the supervisor with the reason for the absence and the expected duration.
If the supervisor is not available, the employee should send an email to the supervisor, copied to the Human Resources department to ensure the notification is documented.
For absences longer than one day, the employee is required to provide regular updates regarding their status and expected return date unless otherwise specified by their supervisor.
Documentation:
Depending on the nature and duration of the absence, documentation such as a doctor’s note or other supporting documents may be required. The specifics of when and what documentation is needed will be communicated by the Human Resources department.
Failure to Notify:
Failure to properly notify the appropriate parties of an absence as required by this policy may result in disciplinary action, up to and including termination of employment.
Repeated failure to comply with the notification procedures outlined in this policy will be addressed through the disciplinary process.
Responsibilities:
Employee’s Responsibilities:
- Employees are responsible for ensuring timely and appropriate communication of any absences as per the policy.
Supervisor’s Responsibilities:
- Supervisors are responsible for monitoring compliance with this policy and handling any issues in coordination with the Human Resources department.
- When an employee anticipates absence from work, he/she must inform the immediate Supervisor as a matter of urgency by any appropriate means before your normal start time or as soon as possible thereafter on the first day of absence.
- It is your responsibility to ensure the College is notified of any absence. During prolonged periods of absence, you must ensure that management is kept informed of your progress.
17. Job Abandonment and Absence Without leave
Purpose:
To outline the expectations and consequences regarding unscheduled absences and job abandonment for all employees at Dominica State College.
Scope:
This policy applies to all support staff, administrative staff and faculty of the DSC.
Reporting Absences
Immediate Notification Required: Employees who are unable to report to work must notify their immediate supervisor or the HR department as soon as possible prior to the scheduled start of work.
Documentation: Employees absent for medical reasons must submit a certified sick note within three days of being absent for the DSC.
Unscheduled Absence Without Notification:
Three-Day Rule: If an employee does not report to work for three consecutive scheduled days without notifying the College, they will be considered to have voluntarily terminated their employment due to job abandonment.
Exceptions for Extreme Circumstances:
In cases of medical emergencies, natural disasters, or other extreme circumstances preventing contact, the employee or their representative must inform the College as soon as practicable.
The College will review the circumstances and the timing of the notification to determine whether the absence justifies maintaining employment status.
Consequences of Unreported Absences:
Disciplinary Action: Employees who absent themselves without approved leave are subject to disciplinary action, which may include forfeiture of pay for the period of absence.
Job Abandonment: An employee deemed to have abandoned their job will face disciplinary action up to and including termination of employment due to job abandonment.
Responsibilities
Employee Responsibilities:
- Communicate any absence from work to their supervisor or the HR department immediately.
- Provide necessary documentation for absences as required by College policy.
Supervisor Responsibilities:
- Maintain accurate records of employee absences.
- Assess and respond to unreported absences in accordance with this policy.