Source: http://web1.dhrm.virginia.gov/itech/hrpolicy/pol4_05.html
Timestamp: 2020-02-28 00:50:11
Document Index: 335008045

Matched Legal Cases: ['§63', '§ 18', '§ 18', '§ 18', '§ 18', '§ 18', '§ 18', '§ 18', '§ 24', '§ 19', '§ 18']

Policy Number: 4.05 - Civil and Work-Related Leave
Application: Covered employees.
This policy provides guidelines to agencies for granting paid and/or unpaid leave time to employees who are performing certain civic duties, and to employees who are participating in the formal resolution of workplace conflicts and certain other work-related activities.
Administrative Summons An official document requiring the presence of the named individual for a specified legal procedure. For example, the Division of Child Support Enforcement of the Department of Social Services has the authority to issue summonses and compel compliance under Code of Virginia §63.2-1903 F.
A program of the Department of Human Resource Management that provides assistance to employees in job searches and career development, and to state agencies in recruitment, selection, and retention activities.
A person who has suffered physical, psychological or economic harm as a direct result of the commission of a felony or of assault and battery in violation of Virginia Code § 18.2-57 or § 18.2-57.2, stalking in violation of § 18.2-60.3, sexual battery in violation of § 18.2-67.4, attempted sexual battery in violation of § 18.2-67.5, maiming or driving while intoxicated in violation of § 18.2-51.4 or § 18.2-266; (ii) a spouse or child of such a person; (iii) a parent or legal guardian of such a person who is a minor; (iv) a current or former foster parent or other person who has or has had physical custody of such a person who is a minor, for six months or more or for the majority of the minor's life; or (v) a spouse, parent, sibling or legal guardian of such a person who is physically or mentally incapacitated or was the victim of a homicide.
Grievance Process The formal process administered by the Department of Employment Dispute Resolution by which an employee may bring workplace concerns to upper management.
Jury Summons An official document requiring an individual to appear in court and potentially to serve on a jury. Failure to comply may result in legal consequences, including a finding of contempt of court.
Officer of Election A person appointed by an electoral board pursuant to Code of Virginia § 24.2-115 to serve at a polling place for any election. Does not include other poll workers, political workers, or volunteers.
Subpoena An official document requiring an individual to appear in court as a victim, witness or other participant in a legal proceeding. Failure to comply may result in legal consequences, including a finding of contempt of court.
Undue Hardship A significant difficulty and expense to an agency which includes the consideration of the size of the agency and the critical need of the employee.
Civil and Work-Related Leave is a non-accruing leave type for use under the specific circumstances explained in this policy. There are two broad categories; paid and unpaid leave related to the employee’s civic duty, and; paid leave related to workplace issues.
Charging Time to Civil and Work-Related Leave Employees should request use of Civil and Work-Related Leave as far ahead of time as possible. Employees may charge to Civil and Work-Related Leave only the time away from work that is necessary to perform the appropriate duties plus reasonable travel time. Agencies may require documentation of the event to verify that it qualifies the employee to use Civil and Work-Related Leave.
Employees whose duties under Civil and Work-Related Leave conclude in time to complete a work shift should either return to work or request approval to charge the remainder of the shift to an appropriate leave type such as annual or family and personal leave.
Whenever possible, agencies should reschedule employees who regularly work the evening or night shift to a day shift schedule during the periods when they are required to appear in court proceedings to facilitate compliance with legal and policy provisions.
To accompany the employee’s minor child when the child is legally required to appear in court.
Agencies shall allow an employee who is a victim of a crime to be present at all criminal proceedings relating to a crime against the employee, as long as the employee has provided the agency with a copy of the form provided to the employee by the law-enforcement agency pursuant to subsection A of § 19.2-11.01 and, if applicable, provided the agency a copy of the notice of each scheduled criminal proceeding that is provided to the employee as victim.
Paid Civil Leave shall apply when the employee’s presence at legal proceedings is compelled by subpoena or summons. Employees may use existing annual, overtime, and/or compensatory leave balances for court proceedings that do not qualify for paid leave, however agencies must provide unpaid leave if requested.
Annual and Traditional Sick Leave will not accrue in any semi-monthly pay period in which an employee takes unpaid Civil Leave.
Provision for Jury Duty and Officers of Election
As required by the Code of Virginia §§ 18.2-465.1 and 24.2-118.1, employees who appear for jury duty or who serve as officer of election for four or more hours in one day, including travel time, will not be required to start a work shift that begins on or after 5:00 p.m. on the day of that service or that begins before 3:00 a.m. on the day following the jury duty or officer of election service. No adverse employment action shall occur as a result of employee use of Civil and Work-Related Leave for these purposes, and employees may not be compelled to charge the time off to personal leave. Work shifts missed in compliance with this provision will be charged to Civil and Work-Related Leave.
Compensation/ Reimbursement for Civil Service
payment for services as a juror, witness, or officer of election.
Employees assigned to an evening or night shift who cannot be rescheduled to the day shift during the period of these civic obligations may retain payment for services rendered without loss of pay for their scheduled shift if:
they work the entire shift, or
they work a portion of the work shift and charge the remainder to annual, family and personal, compensatory, or overtime leave, or to leave without pay.
Time spent in court by employees acting in the following categories is considered work time and is not charged to Civil and Work-Related Leave or to accrued leave:
Employees attending court as part of their job duties. Examples include law enforcement officers, health care compliance officers, and child support enforcement personnel.
To attend one initial session at DHRM’s Career Center and one subsequent visit per leave year thereafter.
Civil and Work-Related Leave will be granted to employees for the following:
to prepare as grievant for the grievance procedure. Agencies may establish reasonable limits for this use of Civil and Work-Related Leave to prevent abuse of state time.
to meet with the Office of Equal Employment Services (OEES) of the Department of Human Resource Management for the purpose of discussing work problems related to violations of the state’s Equal Employment Opportunity Policy (Policy 2.05).
Employee Assistance Program An employee may use Civil and Work-Related Leave for his or her initial meeting for any covered service with a counselor from the Employee Assistance Program (EAP), or with another behavioral health service provider if: (1) the supervisor has advised the employee to modify workplace behavior and has recommended certain counseling, such as anger management; or, (2) the employee has waived state health insurance coverage and does not have access to the EAP. Absence from work for subsequent meetings or appointments will be charged to the employee’s available leave balances, as appropriate, or to leave without pay.
Unemployment Compensation and Workers’ Compensation Hearings Civil and Work-Related Leave is granted for claimants and witnesses to attend hearings in compliance with an official notice from the appropriate authority. Employees whose job responsibilities include attendance at unemployment or workers’ compensation hearings will have time spent at such hearings included in their hours worked.
Agencies are responsible for permitting employees to use leave in accordance with this policy and for establishing appropriate practices for verifying the reasons for use of this leave time.
Agencies should establish reasonable amounts of leave permitted for voluntary activities such as interviewing for other state positions.