Revisions Made to Staff Leave Donation Program

Return to Issue of March 22, 2010 


There have been changes made to leave donation policies for Kent State staff.
Several revisions have been implemented to the leave donation policy for eligible classified and unclassified employees. The changes to 3342-6-11.4, administrative policy regarding paid leave donation, have been presented to the Kent State University Board of Trustees and will become effective on April 1.

The changes ensure consistency with provisions in the university’s administrative policy regarding the federal Family Medical Leave Act (FMLA). The changes will also increase accuracy in sick leave reporting and help deter extended leaves of absences which can adversely impact a unit’s operational needs and budget.

The revisions impact several areas of the existing policy including:

  • A definition of serious health condition as defined by FMLA laws;
  • New eligibility requirements to request leave donation;
  • Limits on the amount of leave a donor can contribute annually;
  • Limits on the annual amount of leave an employee can receive; and
  • Establishment of an appeals process.

Highlights of the changes are summarized below. More detailed information can be found on the Human Resources Web site. Questions should be directed to the Benefits Office at
330-672-3107 or

Definition of Serious Health Condition
In order to request donated leave, a staff member must show evidence of a medically-documented serious health condition. This is defined as a catastrophic injury, life-threatening impairment or physical or mental injury or illness which totally incapacitates the employee from work for a long period of time.

Examples of a serious health condition include (but are not limited to): cancer, major surgery, AIDS, serious accident, heart attack and hospice care. Short-term illnesses such as a cold, flu or minor injuries are generally not considered a serious health condition.

Eligibility and Usage Requirements

Eligible employees may donate a maximum of 80 sick hours (10 days) to one or more employees in a calendar year (Jan. 1 through Dec. 31); this can be donated to one or more employees. The employee may also donate a maximum of 80 vacation hours to one or more employees during the same time period. Employees separating from the university may donate a maximum of 80 hours of sick and/or vacation time.

Full- and part-time classified and unclassified employees who accrue sick and vacation leave are eligible to receive donated paid leave under the following conditions:

  • Have no remaining accrued sick or vacation leave within one full payroll cycle (usually 10 business days);
  • Have been employed by the university for a minimum of one year and have completed a probationary period (where appropriate); and
  • Have no prior record of disciplinary action related to the abuse of leave time or absenteeism.

The employee may use the donated leave on a continuous or intermittent basis, as long as the total does not exceed 60 days in one calendar year for each approved disability.

Appeals Process
If a request for leave donation is denied, the employee may appeal the decision in writing within 10 business days. The Vice President for Human Resources will have the authority to review and approve exceptions to the policy.

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