The College currently provides certain benefits for its eligible employees. The descriptions in this handbook are only brief summaries for your general information. Contact People, Belonging & Culture for more information on benefits.

Please remember that the College’s benefit plans are defined in legal documents, such as insurance contracts and official benefit plan documents. The nature and extent of the group benefits are therefore expressly dictated by those documents, which are available for your inspection by request to PB&C. Each employee should read the official benefit plan documents for all relevant terms, conditions, eligibility requirements rights and benefits. The official benefit plan documents solely determine your rights and responsibilities, and nothing in this handbook can be construed to alter or amend those documents or the rights stated and defined therein.

The existence of these employee benefits and plan documents, in and of themselves, does not signify that you will be employed for the requisite time necessary to qualify for these benefits and plans, as your employment is “at-will.” The College may change, modify or discontinue these benefits and contribution amounts at any time, as permitted by law.

Group Insurance

The MICA Benefits Program includes: Core, Shared, and Voluntary Benefits.

• Core Benefits include: life insurance, short-term disability, long-term disability, liability insurance, and employee assistance program. Core benefits are provided at no cost to full-time benefit-eligible employees.
• Shared Benefits include: medical insurance, dental insurance, and retirement plan
• Voluntary Benefits include: vision care, personal short-term disability plans, reimbursement accounts, and additional life insurance for individual and spouse/partner, and children.

Eligible employees may apply for College benefits on the first of the month following or coinciding with their hire date. Employees may refer to the plan booklets to determine the eligibility requirements for college benefits. Eligibility information and other plan details can also be found in the plan documents. The College may modify or discontinue these benefits at any time.

During your orientation process, you will receive plan booklets detailing all group insurance benefits. Employees will receive instructions from the Benefits Manager as to how to enroll in benefits. Enrollment should be completed as soon as possible but no later than 31 days from your hire date to ensure that your coverage begins as soon as you become eligible. If you choose not to join the College offered programs, you must complete the waiver form to decline the benefits.

Annuity

MICA's Annuity retirement plan (403b) a "Defined Contribution Plan" gives all full-time employees the opportunity to participate in the plan once they are benefit eligible, which is the first of the month following or coinciding with the hire date. You participate by making contributions into the plan, receiving matching dollars each pay cycle. Once you are a participant in the plan, you may change your contribution at any time during the year. You are immediately vested into the retirement plan, which means you are eligible for 100% of the College's contributions. For each 1% contribution made by you, the employee, MICA will contribute 1 ½%, up to 9%. You may choose to make traditional 403(b) pre-tax contributions and/or Roth 403(b) post-tax contributions. Each year the Federal Regulations change regarding the annual maximum contribution an individual can contribute. If you are over the age of 50, you are allowed to contribute an additional amount each year. The minimum contribution to participate in the retirement plan is 1% of your income. The maximum match by the College is 9% (see chart below):

Employee Pre/Post-Tax Contribution %	MICA match %
1%	1 ½%
2%	3%
3%	4 ½%
4%	6%
5%	7 ½%
6+%	9%

HIPAA Privacy

MICA acknowledges participants’ privacy rights as specified in the Privacy Rule of the Administrative Simplification Provisions of the Health Insurance Portability and Accountability Act of 1996, and has implemented policies and procedures to ensure these privacy rights are protected.

In conducting the operations of the MICA Health Plan, the College will manage Protected Health Information (“PHI”) in a manner that prevents unnecessary or inadvertent access to, use of, or disclosure of PHI.

Participants in the College Health Plan have the right to review their PHI, as well as request restrictions on how and to whom their PHI is communicated. Any violation of this policy should be reported to the Health and Safety Manager, who is designated as the College HIPAA Privacy Officer. The College will not discriminate or retaliate against any participant for making such a request or reporting a violation of this policy. Complete information regarding the College’s HIPAA Privacy Policy and Procedures may be found on MICA’s benefits website. Any violation of this policy may result in disciplinary action, up to and including termination.

Insurance Continuation After Employment

The Consolidated Omnibus Reconciliation Act of 1985 (COBRA), as amended, requires that most employers sponsoring group health plans offer employees and their families the opportunity to obtain a temporary extension of health coverage, called Continuation Coverage, at group rates, in certain circumstances when coverage under the group health plan would otherwise end.

If you are an employee covered by our group health plan, you have the right to choose Continuation Coverage (COBRA) if you lose your group health coverage because of a qualifying event, such as a reduction in your hours of employment or termination of your employment, except for reasons of gross misconduct on your part. Certain family members also have rights to Continuation of Coverage if you lose group health coverage.

If you have any questions regarding Continuation Coverage, Human Resources will provide you with the information you need and with the necessary forms to continue your coverage. More detailed information is provided to all employees upon the occurrence of a qualifying event.

Vacation

MICA’s vacation plan for staff employees is designed to provide an opportunity to rest, recuperate and get away from everyday routine. For that reason, the College believes it is important to take vacation when it is earned, and encourages all employees to do so. 

Eligibility

All exempt and non-exempt benefit-eligible staff employees working at least 20 hours per week are eligible for vacation leave. 

Part-time staff employees (those regularly working at least 20 hours per week and up to 29 hours per week are eligible for vacation leave on a pro-rated basis).

Vacation Leave Accruals

• Vacation accrual begins on the first pay period of employment.
• Vacation leave is accrued on a per-pay period basis each accrual year (June 1 to May 31) for a maximum of 20 calendar days (4 weeks).
• Vacation accruals will not be earned when the maximum of 30 calendar days (6 weeks) is reached and will resume when vacation accruals fall below the stated maximum.
• Vacation leave can be used after it has been accrued and after the employee has successfully completed their introductory period (at least 90 days).
• Vacation pay will not be counted as "time worked" for purposes of calculating overtime pay.
• Vacation leave will be substituted for sick leave when an employee's sick leave balance has been exhausted.
• An employee’s vacation accrual balance cannot hold a negative balance.
• Employees are not eligible to use vacation leave during the last two weeks of employment after an employee has provided notice of resignation.

Procedures

• Leave requests: Employees must submit a vacation leave request in Workday to their supervisor at least two weeks before the requested leave. Employees must ensure that they have enough accrued leave available to cover the time off requested.
• Approval for all vacation leave requests is at the discretion of supervisors, based on the business needs of the College. Requests will be evaluated based on a number of factors, including department operating and staffing requirements.

Vacation leave pay

• Vacation will be paid at the employee's base rate at the time the leave is taken.
• Vacation pay does not include overtime or any special forms of compensation such as incentives, commissions, bonuses or shift differentials.
• If a holiday falls during an employee's approved vacation, the day will be charged to holiday pay, if applicable, rather than to vacation pay.
• Upon separation from the College, staff employees will be paid for up to 30 calendar days (6 weeks) of unused vacation that was accrued through the last day of active employment and computed at the rate of pay at separation. 

Part-Time staff employees: Part-time staff employees (those regularly working less than 20 hours per week) are not eligible for vacation leave.

Temporary, Casual and Student employees are not eligible for vacation leave.

MICA staff and faculty covered by collective bargaining agreements should refer to the appropriate article in their contract.

Sick Leave

MICA’s sick leave plan allows employees paid time off work to recover from an illness, to address medical needs or to address the medical needs of a family member.

Eligibility

All exempt and non-exempt benefit-eligible staff employees working at least 20 hours per week are eligible for sick leave. 

Part-time staff employees (those regularly scheduled to work at least 20 hours per week and up to 29 hours per week) are eligible for sick leave on a pro-rated basis).

Sick Leave Accruals

• Sick leave accrual begins on the first pay period after employment begins.
• Sick leave is accrued on a per-pay period basis per accrual year (June 1 to May 31) for a total of 10 calendar days (2 weeks).
• Sick leave accrual balance will be capped at a maximum of 20 calendar days (4 weeks).  Sick leave accrual will resume when sick accruals fall below the stated maximum 20 calendar days.
• Sick leave can be used after it has been accrued.
• Sick leave pay will not be counted as "time worked" for purposes of calculating overtime pay.
• An employee’s sick leave accrual balance cannot hold a negative balance.
• Employees who have provided notice of resignation are required to provide supporting medical documentation to the Office of People, Belonging and Culture (PB&C) in order to use sick leave during the last two weeks of employment.

Procedures

• Leave requests: Employees must submit a leave request in Workday as soon as possible and ensure that they have enough accrued sick leave available to cover the time off requested.
• Employees are expected to notify their immediate supervisor on each occasion of absence from work due to an illness. While emergencies may occur, employees are expected to call in before the start of the employee's regular scheduled shift or as soon as practical.
• Employees who are absent due to illness or injury for three (3) or more consecutive workdays must provide a doctor's certificate to the Office of PB&C to support an absence. All supervisors must ensure that sick leave requests are documented in Workday.
• The College retains the right to review how an employee is using sick leave. A pattern of using sick leave on days preceding or following scheduled time off or a holiday is an indication of possible misuse of sick leave. In such circumstances, the College may require additional documentation to verify the legitimacy of the absence.
• Inappropriate use or abuse of sick leave can and will be addressed via MICA’s progressive disciplinary process.
• While on vacation, days on which the employee is confined to a hospital or a residence because of illness or injury may be charged to sick leave. A doctor’s certificate from the attending physician is required.

Sick leave pay

• Sick leave will be paid at the employee's base rate at the time the leave is taken.
• Sick leave does not include overtime or any special forms of compensation such as incentives, commissions, bonuses or shift differentials.
• Unused and accrued sick leave will not be paid out to employees upon separation from the College. 

Return to Work

If you are on a medical leave of absence lasting three (3) or more consecutive days, you must return to work upon release to do so by your physician. MICA requires such a release before reinstatement to your position. The College requires a work release with or without accommodation for any illness or injury of three (3) days or more prior to allowing an employee to return to work. Please contact PB&C with questions or to provide return-to-work information.

Due to business needs, the College cannot guarantee any employee’s position upon return from any non-FML leave of absence, except as required by law. If an employee fails to report to work the first day after the leave expires, he/she will be considered to have terminated his/her employment with the College.

Part-Time staff employees: Part-time staff employees (those regularly scheduled to work less than 20 hours per week) are not eligible for sick leave.

Temporary, Casual and Student employees are not eligible for sick leave.

MICA staff and faculty covered by collective bargaining agreements should refer to the appropriate article in their contract.

Sick and Safe Leave

Sick and Safe Leave provides the employee the opportunity to take paid time off to tend to their health and well-being or that of their family member. For the purposes of this policy, a family member includes a spouse, domestic partner, child, parent, grandparent, grandchild, or sibling. These include biological, adoptive, foster, step-relationships, as well as physical and legal guardianships.

Eligibility

• All regular part-time faculty or staff employees (those regularly working less than 30 hours per week), temporary, casual and student employees.
• Employees who work more than 24 hours a pay period are eligible to accrue Sick and Safe Leave. This leave is accrued on a per pay period basis each accrual year (June 1 to May 31) beginning from the employee’s date of hire.
• All full-time exempt and non-exempt benefit-eligible staff employees working at least 30 hours per week are NOT eligible for sick and safe leave benefits. These employees are eligible for Sick Leave.

Sick and Safe Leave Accruals

• Employees accrue sick and safe leave in any pay period in which they work 24 hours or more. An employee in this category will earn one (1) hour of leave for every 30 hours worked, up to a maximum of 40 hours per year.
• If an employee works less than 24 hours in a pay period, they are not eligible to accrue leave.
• An employee is allowed to carry over a maximum of 40 hours from the previous year and accumulate a maximum of 64 hours of sick and safe leave in any given year. The year, for the purposes of this policy, begins on June 1 and ends on May 31. Any sick and safe leave that exceeds the limits and is not utilized by May 31 will expire as of June 1 each year.  
• Sick and Safe Leave pay will not be counted as "time worked" for purposes of calculating overtime pay.
• An employee’s sick and safe leave accrual balance cannot hold a negative balance.
• Employees are eligible to use sick and safe leave during the last two weeks of employment after an employee has provided notice of resignation and will be required to provide supporting documentation.

Utilizing Sick and Safe Leave

An employee is eligible to use their accrued sick and safe leave beginning 106 calendar days (approximately 3.5 months) after the employee’s hire date. Sick and Safe leave may be used for the following purposes:

• To care for or treat the employee’s own mental or physical illness, injury, or condition;
• To obtain preventative medical care for the employee or the employee’s family member;
• To care for a family member with a mental or physical illness, injury, or condition;
• For parental (maternity or paternity); or
• For absences due to domestic violence, sexual assault, or stalking committed against the employee or the employee’s family member. Examples include securing assistance such as:

(1) to obtain medical or mental health attention;

(2) to obtain services from a victim services organization;

(3) for legal services or proceedings; or

(4) because the employee has temporarily relocated as a result of domestic violence, sexual assault, or stalking. 

Procedures

• Leave requests: To schedule sick and safe leave time, employees must submit a leave request in Workday as soon as possible and ensure that they have enough accrued leave available to cover the time off requested.
• Documentation: Employees who are absent for three or more consecutive workdays must provide documentation to the Office of People, Belonging and Culture (PB&C) to support their absence. Please contact PB&C should you have any questions or concerns regarding the type of documentation needed. The reason for utilization will be held confidential.
• Employees are expected to notify their immediate supervisor on each occasion of absence from work. While emergencies may occur, it is expected that an employee calls in before the start of the employee's regular scheduled shift or as soon as practical. If an absence is foreseeable, the employee should provide reasonable advance notice given the circumstances. For example, an employee should notify their supervisor of an upcoming medical appointment, scheduled procedure, or court date as soon as it is scheduled so the department can prepare accordingly. It is the supervisor’s responsibility to determine coverage for the employee’s absence. A supervisor cannot require an eligible employee requesting leave under this policy to search for or find coverage during their absence.
• A supervisor may deny a request for a foreseeable absence if the employee does not provide reasonable advance notice and the absence will cause a disruption. 
• Employees who are absent due to illness or injury for three or more consecutive workdays must provide a doctor's certificate to the Office of PB&C to support an absence. All supervisors must ensure that sick and safe leave requests are documented in Workday.
• The College retains the right to review how an employee is using sick and safe leave. A pattern of using sick and safe leave on days preceding or following scheduled time off or a holiday is an indication of possible misuse. In such circumstances, the College may require additional documentation to verify the legitimacy of the absence.
• While on vacation, an employee may request to substitute their vacation leave with sick and safe leave for purposes covered under this policy. Appropriate documentation that supports the reason for the absence will be required.
• Employees rehired within 37 weeks after separating from MICA will have any earned and unused sick and safe leave reinstated into their leave banks. Employees will need to wait the 106-day introductory period before they are eligible to use accrued leave. The introductory period is waived for employees with no break in service.

Sick and Safe Leave pay

• Sick and Safe Leave pay will be paid at the employee's base rate at the time the leave is taken.
• Sick and Safe Leave pay does not include overtime or any special forms of compensation such as incentives, commissions, bonuses or shift differentials.
• Unused and accrued sick and safe leave pay will not be paid out to employees upon separation from the College. 

Personal Leave

Personal leave provides employees with authorized paid absences from work for the purpose of attending to personal business and emergencies. These days are determined by the employee whether a particular situation is serious enough to warrant the use of a personal day.

Eligibility

All full-time exempt and non-exempt benefit-eligible staff employees who are regularly scheduled to work at least 30 hours per week are eligible for personal leave benefits. 

Personal Leave balance

Employees are granted for up to four (4) personal leave days each year (June 1 - May 31). During an employee's first year of employment, personal leave will be granted as indicated below:

Hire Date	Number of Days Granted
June 1 - August 31	4
September 1 - November 30	3
December  1 - February 28 (29)	2
March 1 - May 31	1

• Personal leave days are granted on June 1 each year. 
• Personal leave can be used anytime after it has been granted.
• Personal leave pay will not be counted as "time worked" for purposes of calculating overtime pay.
• Personal leave pay will be substituted for sick leave when an employee's sick leave balance has been exhausted.
• An employee’s personal leave balance cannot hold a negative balance.
• Employees who have provided notice of resignation are not eligible to use personal leave during the last two weeks of employment.

Procedures

• Leave requests: Employees must submit a personal leave request in Workday to their supervisor as soon as practical. Employees must ensure that they have enough accrued leave available to cover the time off requested.
• Employees are expected to notify their immediate supervisor on each occasion of absence from work. While emergencies may occur, it is expected that an employee calls in before the start of the employee's regular scheduled shift or as soon as practical.
• Unused personal leave days will expire on May 31 each year.

Personal leave pay

• Personal leave pay will be paid at the employee's base rate at the time the leave is taken.
• Personal leave pay does not include overtime or any special forms of compensation such as incentives, commissions, bonuses or shift differentials.
• Upon separation from the College, unused personal leave days will not be paid out to separating employees.

Part-Time Employees: Part-time and temporary employees are not eligible for personal leave days.

MICA staff and faculty covered by collective bargaining agreements should refer to the appropriate article in their contract.

Bereavement/Compassionate Leave Policy

Policy Statement and Purpose

MICA’s bereavement/compassionate leave policy outlines provisions for staff and faculty employees who lose a loved one.  If this happens, MICA wants to support its employees and allow them time to mourn and cope.

Staff and faculty members are provided with time off, without loss of pay, for the following reasons:

• making service/burial arrangements,
• serving as executor of an estate,
• settling family affairs,
• fulfilling family obligations,
• bereavement/personal mourning,
• attending the funeral or memorial service of a loved one (inclusive of extended family members, family not related by blood and/or pets), and/or
• miscarriage or stillbirth

MICA reserves the right to require documentation of the death (e.g., death certificate, obituary, documentation from funeral home). 

Eligibility

• Full-time and part-time staff members who are scheduled to work 20 hours or more per week.
• Full-time faculty

Time Allowances

• A maximum of five (5) days off with pay will be granted upon the death of an eligible employee’s:
  • Spouse/domestic partner/civil union partner
  • Child including adopted, foster, legal ward, bonus or step (i.e., child of a spouse, domestic or civil union partner)
  • Child due to miscarriage or stillbirth
  • Brother or sister
  • Parent or guardian (including step parent)
  • In-law (Son, daughter, mother, father, brother, sister) 
  • An employee who serves as executor and/or is responsible for planning/coordinating service, memorial and/or burial arrangements

An eligible employee’s bonus (i.e., step or family not related by blood) relations are also included in the aforementioned category.

• A maximum of three (3) days off with pay will be granted upon the death an eligible employee’s:
  • Grandparent
  • Grandchild
  • Aunt or uncle
  • Niece or nephew
  • In-law (grandparent, grandchild, aunt, uncle)
  • Pet

An eligible employee’s bonus (i.e., step or family not related by blood) relations are also included in the aforementioned category.

• One (1) day off with pay will be granted upon the death of an eligible employee’s:
  • Cousin
  • Extended family member

An eligible employee’s bonus (i.e., step or family not related by blood) relations are also included in the aforementioned category.

• Eligible employees will be granted up to four (4) hours of paid bereavement leave to attend the funeral of a colleague or retiree of MICA, provided such absence will not interfere with the normal operations of a department, program, division or the College.

Procedures

• Eligible employees who need to take time off due to the death of a loved one should notify their immediate supervisor as soon as possible via email or telephone call. If the employee leaves work early on the day they are notified of the death, that day will not count toward bereavement leave.
• Eligible employees needing additional days off in excess of the allotted time allowances outlined above due to the loss of a loved one, may use available vacation, personal or unpaid leave. Sick leave may not be used.
• For time reporting purposes, all bereavement time and any related additional days must be entered into Workday by the employee for approval by their supervisor.  If the eligible employee is unable to enter their time, their supervisor may enter the request in Workday on behalf of the staff or faculty member.
• Bereavement pay is calculated based on the base rate of pay at the time of absence and does not include TPI, overtime, shift differentials, bonuses or any other auxiliary pay.
• Bereavement pay is not considered for purposes of overtime calculation.
• The allotted days off with pay do not have to be consecutive.  However, the allotted time must be used within one year of the death of the family member.
• Upon separation from the College, unused bereavement leave days will not be paid out to separating employees.
• Staff and faculty who are covered by collective bargaining agreements
• MICA staff and faculty covered by collective bargaining agreements should refer to the appropriate article in their contract.

Other

Losing a loved one is never easy. Grief isn’t a linear process – it comes in stages, and ebbs and flows.  Managers are expected to be flexible and supportive of employee bereavement during difficult times. 

Staff and faculty may also seek support from the Employee Assistance Program (EAP)

Holidays

MICA observes the following paid holidays:

• New Year's Day
• Martin Luther King's Birthday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Thanksgiving Day
• Friday after Thanksgiving
• Christmas Eve Day
• Christmas Day

Eligibility for paid holidays

All regular, exempt and nonexempt, full-time employees are eligible for paid holidays upon hire. Part-time employees are eligible on a prorated basis. 

Procedures

• If a holiday falls on a Saturday, the College will be closed on the preceding Friday. If a holiday falls on a Sunday, the College will be closed on the following Monday.
• The College may designate additional holidays and/or days when the College closes early, as well as modify the holiday schedule as deemed appropriate.
• A paid holiday does not count as a day worked in calculating overtime for the week.

Holiday Pay

• Full-time non-exempt employees must work the scheduled workday before and the scheduled workday after the holiday in order to be paid for the holiday unless the holiday is taken as part of a scheduled and approved vacation or other absence or otherwise approved in advance by the employee’s supervisor.
• Paid holidays that fall during an employee’s scheduled vacation will not be counted against the individual's vacation allotment.
• The College reserves the right to schedule employees to work on any holiday to meet business, operational and student needs. A full-time non-exempt employee who is scheduled to work a holiday will receive holiday pay in addition to regular pay for the hours worked on the holiday.
• Part-time employees will be paid for holidays on a prorated basis, based on their standard hours of work if the employee regularly works on the day of the week that the holiday falls, provided the employee works their scheduled workdays before or after the holiday or is on approved leave.
• Part-time employees who do not regularly work on the day of the week that the holiday falls will receive holiday pay in the following amounts:
  • In departments that work a standard 35-hour week, 3.5 hours of holiday pay for each of the MICA holidays, provided the employee works their scheduled workdays before or after the holiday or is on approved leave.
  • In departments that work a standard 40-hour week, 4 hours of holiday pay for each of the MICA holidays, provided the employee works their scheduled workdays before or after the holiday or is on approved leave.
• Employees covered by collective bargaining agreements will receive paid time off for holidays in accordance with that agreement.

Winter Recess Week

Winter Recess refers to the closing of the College’s academic and administrative offices between Christmas Eve and New Year’s Day.  Winter Recess days are not holidays but are floating days provided in addition to the already scheduled College holidays. This is done in recognition of the season and to give the community time to rest and re-energize while letting go of some stress.  

The goal of Winter Recess is to close the College. However, a few areas of the College provide critical, essential services and therefore will not close during the Winter Recess. Those areas will maintain appropriate levels of staffing for operations and continuity of service during this period.  Employees in those areas who are not able to be off during the Winter Recess period will be allowed to take the equivalent number of Winter Recess days off prior to the end of that fiscal year.  

All MICA benefits-eligible, full and part-time, staff are eligible to participate in Winter Recess. 

Student RA’s who are hired to work and support students in winter break housing will be paid for hours worked but are not eligible for an equivalent number of Winter Recess days.  All other students are not eligible and should not be scheduled to work during the Winter Recess period.

Temporary and casual employees are not eligible and should not be scheduled to work during the Winter Recess period.

Essential employees provide services that relate directly to the health, safety, and welfare of the MICA community and ensure the continuity of key operations.  Employees in the following areas have been classified as essential during the Winter Recess: Facilities Management, Building Services, and Campus Safety.  Some employees in the Registrar’s Office, Open Studies, Student Affairs, and Advancement may also be deemed essential by their managers. 

Employees not designated as essential may not work during the Winter Recess.

Pay and Recording time in Workday

• Employees must be in a full-time benefits-eligible position in order to receive pay for time not working during Winter Recess.
• Employees in regularly scheduled part-time positions will receive pay for time not worked during Winter Recess on a prorated basis based on their standard hours of work.
• All employees who are eligible for paid Winter Recess will have floating days (Winter Recess days) added in Workday.  If you do not work during Winter Recess, then you will enter these floating days in Workday.
• If you are an essential employee and work during the Winter Recess, you will enter your hours worked as you normally do.
• Employees MAY NOT use a floating holiday (Winter Recess Day) on a day that they also work.
• Please note:  Floating holidays will expire at the end of the Fiscal year on May 31, will not roll over to the following fiscal year, will have no cash value, and will not be paid out in lieu of using them or at the separation of employment.

•  

Family and Medical Leave (FML)

Employees who have worked for the College for at least twelve (12) months and at least 1,250 hours during the prior twelve (12) months may be eligible to take up to twelve (12) weeks of unpaid leave within a rolling twelve-month period for the following reasons:

• Birth and/or care of a newborn child of the employee;
• Placement of a child into the employee's family by adoption or by a foster care arrangement;
• In order to care for the employee's spouse, partner, child or parent who has a serious health condition;
• A serious health condition that renders the employee unable to perform one of the essential functions of the employee's position
• Family Member Active Duty Leave:  "qualifying exigency" arising out of the fact that a spouse, partner, child, or parent is on active duty or is about to be called for active duty;
• Service Member Family Leave:  Care for a spouse, partner, child, parent, or next of  kin (the nearest blood relative of the employee) who is undergoing medical treatment, recuperation, or therapy for a serious illness or injury incurred in the line of duty that potentially renders the service member unfit to perform his or her military duties (employee may take up to 26 weeks).
• The amount of leave available to an eligible employee at any given time will be calculated by looking backward at the amount of leave taken within the twelve (12) month period immediately preceding the requested leave. 

Accrued vacation or other available paid leave options such as sick leave must be applied before FML is unpaid.  If no paid time is available, FML is unpaid.  In either situation, the twelve (12) week FML period will begin upon commencement of the approved leave. 

In the case of unpaid leave for the birth or placement of a child, intermittent leave or working a reduced number of hours is not permitted unless both the College and employee agree.  If the College employs both spouses/partners, the combined leave will not exceed twelve (12) weeks.

In the case of unpaid leaves for serious health conditions, the leave may be taken intermittently or on a reduced hours basis only if such leave is medically necessary.  If intermittent or reduced hours leave is required, the College may, in its sole discretion, temporarily transfer the employee to another job with equivalent pay and benefits that better accommodates that type of leave.

During the employee's FML, the College will continue to provide health insurance coverage under the same conditions as to its employees who are not on FML.  If the employee is eligible for paid time off, his/her portion of the insurance premium will be deducted from his/her paycheck in the usual manner.  If the employee is on an unpaid FML, however, he/she will remain responsible for paying his/her portion of the insurance premium.  Payments may also be made prior to the leave and must be submitted to PB&C. 

The employee must make arrangements to pay all benefits during a period of unpaid leave throughPB&C.  If the employee does not make such payments, he/she will nevertheless be restored to the health insurance plan with no break in service upon return from leave; however, he/she must repay the College for any additional expense incurred by the College for reinstating his/her coverage.  If he/she does not return to the College following an unpaid leave period, he/she may be required to repay any insurance premiums paid by the College during the leave, unless he/she does not return because of the presence of a serious health condition that prevents the employee from performing his/her job or circumstances beyond the control of the employee.  If you have any questions about the application of this policy to your particular situation, contact PB&C.

During a FML of absence, the employee will not accrue employment benefits, such as vacation pay and sick/personal pay, etc.  Employment benefits accrued by the employee up to the day on which the FML of absence begins will not be lost.  Also during the leave, the employee will not receive pay for holidays.

Employees who return to work from a FML of absence before or on the business day following the expiration of the twelve (12) weeks are entitled to return to their job or an equivalent position without loss of benefits or pay.  An employee who fails to return to work immediately following expiration of the authorized leave period may be considered to have voluntarily resigned.  All leave taken under this policy, and leave for any other reason which could qualify under FML, will be designated by the College as FML to be counted toward the employee's leave entitlement under FML. 

An employee who is out on FML of absence cannot work during this timeframe for another employer.  Confirmation of outside employment during an FML absence will be grounds for immediate dismissal.

Applications for FML must be submitted to The Hatford here.  Applications should be submitted at least thirty (30) days before the leave is to commence, or as soon as possible if thirty (30) days' notice is not possible.  Appropriate forms must be submitted to initiate FML and to return the employee to active status. Misrepresentation of facts concerning the need for a leave of absence may result in disciplinary action, up to and including termination. 

Click here for information on submitting a claim to The Hartford.

Extended Leave of Absence (ELA)

An extended leave of absence (ELA) of up to six (6) months may be granted at the College’s discretion to eligible full-time employees who have completed six months of continuous employment; part-time employees who have completed one year of continuous employment and in instances where circumstances require an absence not covered under the vacation, Sick Leave, Family and Medical Leave, Jury Duty, Military Leave or other leave policies. Occupational injuries not otherwise covered under the preceding policies would be covered by the ELA policy.

For you to take such leave without pay, you must have no remaining paid leave options available. Accrued sick leave and vacation time must be utilized before unpaid leave will be granted. For approved ELA as described here, insurance benefits may also be continued if employees continue to pay their portion of the premiums during the absence. No other employee benefits, such as vacation, accrue while an employee is on ELA.

A Leave of Absence Form must be completed requesting the leave and submitted to PB&C as early as possible. Only the president may approve ELA requests in conjunction with Human Resources. Due to the nature and size of our College, reinstatement to any position at the end of any extended leave of absence is subject to the availability of position openings, and, as such, is not guaranteed, except as required by law.

Jury or Witness Duty

If you are called for jury or witness duty on a day you are scheduled to work, you must contact your Supervisor promptly after receiving notification to appear, and present the subpoena or jury summons. You should also notify your supervisor of your selection to serve on a jury as soon as possible.

For up to five (5) days, employees will continue to receive regular pay while serving subpoenaed jury or witness time. The employee must furnish evidence from the Clerk of Court of time served in order to receive his/her regular pay. Under normal circumstances, the College will not ask for deferment of jury duty except where release of a staff member would create a severe hardship for a department.

For jury service beyond five (5) business days, employees may use accrued vacation or may be granted a leave of absence without pay.

If employees require any other time off to appear in Court for personal matters, either as a witness or a party to a lawsuit, traffic violations, arrests, and non-work-related accidents, they will not be paid for that time away from work. Employees must use available vacation or personal time for those situations, with prior authorization from your supervisor.

If you are excused or dismissed from jury or witness duty before the close of business hours, you are expected to return to work at that time.

Military Leave

The College will grant any employee who is called to uniformed service an unpaid military leave of absence in compliance with the Uniformed Services Employment and Reemployment Rights Act (“USERRA”) and applicable state laws. To receive a military leave of absence the employee must be absent from work because of uniformed service in the United States Armed Forces or Reserves, National Guard, Commissioned Corps of the Public Health Service, or any other category of persons designated by the President of the United States in time of war or emergency.

Employees should notify their supervisor and PB&C in advance of any expected military leave of absence, unless military necessity prevents such notice or it is otherwise impossible or unreasonable for the employee to provide advance notice. Employees may use any accumulated sick leave or vacation time in lieu of unpaid leave. As required by USERRA, the College will provide the employee and his or her covered dependents with an opportunity to continue health insurance benefits based on the length of the employee’s leave and subject to the terms, conditions and limitations of the applicable plans for which the employee is otherwise eligible. Vacation time does not accrue during the leave and will resume only upon the employee’s return to active employment with the College. The employee’s time off from work for uniformed service will not count toward the employee’s absenteeism record.

Upon the employee's return from a military leave, reinstatement/reemployment will be provided in accordance with USERRA. The College, at its discretion, may make adjustments and exceptions to this policy, as circumstances require and as permitted by law. The College may require the employee to provide documentation of the length and character of their uniformed service upon the employee’s reinstatement if the service exceeds thirty (30) days.

The College supports the men and women of our armed forces and prohibits discrimination against any employee because of uniformed service.

Voting

MICA encourages eligible employees to exercise your constitutional right to vote in all federal, state, and local elections. You may take up to three hours* paid time off to vote including voting on Election Day, voting early in-person, and voting by mail or absentee ballot. If you are going to take time off to vote, notify your supervisor ahead of time.  This policy applies to all employees (full-time and part-time) except students employed in positions that require student status as a condition of employment.

*With the approval of your supervisor, more time may be taken off if needed. MICA recognizes the time it takes to vote has always been unpredictable, and this year will be even more uncertain due to social distancing requirements at polling places, changes to polling locations, and unfamiliarity with dropbox locations. 

Educational Benefits

MICA Classes

Full-time staff members are entitled to one full MICA degree program per family (for spouse/partner or children) after two years of continuous full-time employment, provided they are accepted into the degree program via the normal admission process.  Only one family member is granted a degree program, tuition remission in any one year. All fees, which are charged in addition to tuition, are the responsibility of the employee. Benefits-eligible employees cannot qualify for this benefit as dependents of current employees at MICA.

 

When the above is not utilized, all benefit-eligible employees who have satisfied their introductory period (90 days) are entitled to tuition remission for up to three (3) credits each semester (fall, spring and summer terms) per family (i.e., employee, spouse/partner or children) towards a non-degree-seeking course. In lieu of a credit course, two non-credit courses per semester per family in the Open Studies program can be substituted. All fees, which are charged in addition to tuition, are the responsibility of the employee. Benefits-eligible employees cannot qualify for this benefit as dependents of current employees at MICA. Dependents of current employees can qualify for this benefit through one parent only.

 

Employees who retire from the College after completing 35 or more years of continuous full-time employment at MICA are entitled to one full MICA degree program per family, provided the family has not utilized this benefit before and the family member is accepted into the degree program via the normal admission process.  This benefit is limited to one dependent child only. All fees, which are charged in addition to tuition, are the responsibility of the employee. Benefits-eligible employees cannot qualify for this benefit as a dependent. 

 

Part-time staff employees are entitled to tuition remission for one credit-bearing course up to three (3) credits each semester (fall, spring and summer terms) per family (i.e. employee, spouse/partner, or children) towards a non-degree-seeking course after one year of continuous part-time employment (spring/fall) averaging twenty (20) hours per week or greater. In lieu of the credit courses, two non-credit courses per semester per family in the Open Studies program can be substituted.

 

Admission to any course at MICA is on a first-come, first-served basis. Employees will neither be favored nor penalized in this regard. Employees are not permitted to take courses during regularly scheduled work hours unless the immediate supervisor approves the request. All personal time off for class attendance must be reported in accordance with the regular method of reporting vacation leave. Under no circumstances will sick leave be allowed for attending classes.

 

If an employee receiving tuition remission leaves the College through resignation or other termination during the semester when tuition remission is being used, they will be responsible for the cost of the course(s) on a prorated basis. Any eligible employee who wishes to take advantage of the tuition benefit must obtain a tuition remission form from People, Belonging & Culture, Open Studies, or Registrar prior to registration. This form requires a signature from your immediate Supervisor, PB&C, and the Payroll Manager to confirm eligibility. All fees charged in addition to tuition (for example; registration, housing, supplies, before and aftercare, travel) are the responsibility of the employee and must be paid at the time of registration.

 

Tuition remission will not be approved retroactively for courses taken in previous semesters for which no application for waiver of tuition has been made. Under no circumstance will an employee be allowed to take an extended leave of time, which may interfere with their ongoing employment unless authorized by their immediate supervisor.

Graduate Classes 

Full-time staff members, in the first semester beginning after two years of continuous full-time employment and full-time faculty and pro-rata faculty employed for at least one three-year contract are eligible to one full tuition remission in the Graduate degree program are entitled to one full degree program remission per family (for spouse/partner or child (who is considered financially dependent), provided they are accepted into the graduate degree program via the normal admission process. Only one family member is a granted Graduate degree program tuition remission in any one year. All fees, which are charged in addition to tuition, are the responsibility of the employee.

Admission to any course at MICA is on a first come, first served basis provided space is available and open enrollment has begun.

If an employee receiving tuition remission leaves the College through resignation or other termination during the semester when tuition remission is being used, he/she will be responsible for the cost of the course(s) on a prorated basis.

Any eligible employee who wishes to take advantage of the tuition benefit must obtain a tuition remission form from PB&C, Open Studies or Registrar prior to registration. This form requires signature from your immediate Supervisor and a signature from PB&C to confirm eligibility. All credit bearing and Open Studies students are responsible for registration fees and any additional fees associated with the course. All fees charged in addition to tuition (for example; registration, housing, supplies, before and after care, travel) are the responsibility of the employee and must be paid at the time of registration. Tuition remission will not be approved retroactively for courses taken in previous semesters for which no application for waiver of tuition has been made. Under no circumstance will an employee be allowed to take an extended leave of time, which may interfere with their ongoing employment unless authorized by their immediate supervisor.

Professional Organization Membership

In cases where a professional organization is of direct relevance to the College's goals and purposes, employees may be reimbursed for professional membership fees. Employees must receive prior authorization from their supervisor in order to be reimbursed.

Professional Development

Most departments budget a limited amount of money annually to reimburse an employee for the costs of academic courses, workshops, and/or professional development activities, pre-approved and budgeted by the supervisor, provided such courses are job-related. Payment may be made after successful completion of the course with a grade of "C" or better.

Other Benefits

A number of other benefits are available to all employees, including full-time and part-time employees. These include:

• Credit Union Membership with Johns Hopkins Credit Union
• College Store Discount 10% (staff ID required)
• University of Baltimore Athletic Club Discount
• Charitable contributions
• Commuter Choice
• Parking Pre-tax

See People, Belonging & Culture for more information about these programs.

Statutory Benefits

Social Security/Medicare

The Federal Insurance Contributions Act (FICA) directs employers and employees to contribute a percentage of the employees’ wages to Social Security. These funds provide retirement and long term disability benefits. The employees’ share of FICA taxes is deducted from the employees’ paycheck and is sent with the employer's portion to the appropriate government agency.

Workers' Compensation

Workers' Compensation benefits are intended to compensate workers with job-related injuries or illnesses. If you are injured on the job, no matter how minor the injury, or become ill with a job-related illness, you should notify your supervisor, campus safety, and PB&C immediately. Failure to immediately report an injury or job-related illness occurring while on the job, in accordance with this policy, is considered a violation of the College’s safety policy and may result in disciplinary action. The amount and length of workers compensation benefits are established by state law.