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George A. Smathers Libraries: Use of Sick Leave and the
Annual Performance Evaluation

I. Policy: It is the policy of the Smathers Libraries, that when completing the USPS annual Employee Performance Appraisal form, or the Faculty and A & P annual performance evaluation letter, the supervisor must include comments on the use of sick leave in excess of 120 hours during the evaluation period (prorated for part time appointments or probationary employees).

II. Date: May 1, 1997

III. Ref. Documents:

For a complete policy on use of sick leave see the University of Florida A&P and USPS Employee Handbook and University of Florida Faculty Handbook.

IV. Procedure: Employees accrue sick leave at the rate of 4.0 hours per pay period, or 13 days annually. Sick leave is only to be used for legitimate instances of sickness of the employee or a member of the employee's family.

    A. An employee should establish high personal standards and expectations for themselves in terms of sick leave usage. The following are justification for appropriate usage:
      1. Personal sickness or injury or exposure to contagious diseases which would endanger others.

      2. Personnal appointments with doctor, dentist, or other recognized health care provider which could not be arranged during off duty hours.

      3. The care of a member of the employee's immediate family, in reasonable amounts and pending supervisory approval.

      4. For a death in the employee's immediate family.

      5. For Family and Medical Leave Act (FMLA) qualifying events.

    B. A supervisor should counsel an employee on the reasons for responsible use of sick leave.
      1. Employees should be encouraged to accumulate sick leave benefits as a resource from which to draw in the event of a lengthy absence due to illness or illness in the immediate family.

      2. Excessive use of sick leave compromises productivity and inconveniences staff schedules causing undue hardship to coworkers.

    C. University of Florida Application for Leave slips are to be completed for sick leave use immediately upon return to work.
      1. If the employee returnes to work and later must be absent again, a second application for leave must be submitted for the second absence from work.

      2. Use of sick leave application is to be completed in advance when appropriate, i.e. scheduled appointments with a health care practitioner.

      3. In all cases, the application for leave should match the employee's time worked record.

V. Responsibility:

It is the responsibility of the Library Personnel Office to maintain this policy under the direction of the 
Director in accordance with established rules and regulations of University Personnel Services.

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