Paid Time Off

Geneva offers paid leave to eligible employees. Paid leave does not accrue over the course of the School’s fiscal year but is conferred upon employment and at the beginning of the academic year on August 1 of each year thereafter for active employees.

Geneva does not “bank” paid leave or roll over remaining balances to the next year. Paid leave is to be used during the year in which it is awarded. No employee will be compensated for unused leave, and unused leave does not accumulate from year to year.

Paid leave is granted, as follows:

• Academic year employees, including but not limited to all teaching faculty, specialists, school nurse and librarian, are granted eight (8) workdays of paid time off (PTO) for the academic year (August 1 through May 31).
• Staff who work 12 months a year:
  • With less than five years employment with the School are granted three (3) weeks of paid time off (PTO) for the year (August 1 through July 31).
  • With five or more years employment with the School are granted four (4) weeks of paid time off (PTO) for the year (August 1 through July 31).
• Seasonal/stipend employees are allowed up to three (3) excused absences without a reduction in pay during the contracted term. He/she must inform his/her supervisor or designee as soon as possible prior to the absence so alternate arrangements can be made. Additional absences may lead to a reduction in pay as well as corrective action, up to and including termination of employment.
• Substitute teachers are not eligible for paid leave.

Paid time off (PTO) is adjusted for part-time employees and for 12-month staff working a reduced schedule during the summer months. The calculation to determine the number of PTO days granted is based upon the percentage of the employee’s scheduled workdays to total workdays for the full-time equivalent position.

Requests for PTO leave must be made through the Time Off Request system in Paycom and will be approved by the supervisor in the same manner. Exempt salary employees submit PTO in full-day or half-day increments. Non-exempt employees submit PTO in half-hour increments.

Any absence beyond the days granted, as outlined above, generally results in a loss of pay. If an employee’s situation requires a prolonged absence from work, consult with Human Resources for applicable leave benefits, requirements for medical certification, communicating with the school, salary and substitute issues.

Planned Absences (Discretionary)

If an employee knows in advance that time off work is needed, he/she should notify his/her supervisor as soon as possible. Minimum required notice for a planned absence (discretionary) is three days, or 72 hours. The timing of a planned absence should take into consideration the school calendar, coordination of department needs, position requirements and individual work obligations.

Faculty members must complete the required departmental paperwork for securing classroom coverage and approval for the absence (see Faculty Absences for more detailed information). Staff members must have approval from his/her supervisor for the absence.

All employees are required to enter a Time Off Request into the Paycom system in advance of the absence for a planned absence. Absences for School-sanctioned activities performed in the line of duty and related specifically to the position, including approved Professional Development or conferences, are considered work-related activities. Although School-sanctioned activities require supervisor approval, they do not need to be entered into the Paycom Time Off system.

Unplanned Absences

If for any reason an employee is unable to come to work or will be late, he/she must inform his/her supervisor or designee as soon as possible prior to the absence. For faculty members, this is particularly crucial, so that a substitute teacher may be brought in to cover classes. Failure to follow procedures for reporting an absence or tardy may be cause for disciplinary action. If required, a Time Off Request must be entered into the Paycom system as soon as practicable.

Faculty Absences

In the event of a teacher needing a substitute teacher for any portion of the day, the following procedures apply:

• The teacher must complete a Substitute Request Form or contact his/her School Office as soon as an absence is determined. All Grammar School substitute teachers must be scheduled through the Grammar School office. All Logic and Rhetoric School substitute teachers must be approved by the Logic Headmaster and/or the Rhetoric Headmaster and scheduled through the LS/RS Administrative Assistant.
• The teacher must enter a Time Off Request into the Paycom system, if required. PTO should be entered in full-day or half-day increments and should be determined based on the teacher’s schedule for that day, taking into consideration all classes, preparation periods and other required duties or meetings.
• The teacher must make lesson plans, the daily schedule, and any necessary materials available for the substitute teacher. Such materials must be put in a folder labeled “Substitute” and placed in a prominent position on the teacher’s desk.
• It is the teacher’s responsibility to keep the school informed as to how long a substitute will be needed. The teacher must contact his/her school office prior to the end of the business day (before 4:00pm) if the substitute is needed the next day.

Blackout Days

Blackout days are those in which employees must be on duty and planned absences (discretionary) are not allowed. Blackout days vary by division and may include, but are not limited to, the following:

• All-School Employee Inservice days
• First day of school
• Last day of school
• Parent conference days
• Division specific events, as per the division calendar, e.g., special in-service or teacher training days, standardized testing, annual Benefit, Logic Tolkien Day, Grammar teacher retreat, etc. (see Supervisor for details)

Absences on Blackout Days will be unpaid unless the Supervisor has approved the absence in advance and in writing, or if the absence is unplanned due to illness and a doctor's excuse is provided. If absences on Blackout Days will be recurring, approval by HOS is required.