How do I deal with a Workers Compensation issue? What is the process for reporting an injury?
- If an employee is injured in an accident while at work, Davidson College has arranged for the payment of medical care. But it is the employee and supervisor's responsibilities to immediately report the injury.
- If life-threatening injury, go directly to the ER--Lake Norman Regional or Presbyterian (Huntersville)
- If not life threatening—call HR first! Human Resources should be notified within 48 hours from the occurrence of the accident
- HR will advise the employee on where to receive medical treatment to ensure the employee's expenses are paid for in accordance with NC Worker’s Compensation laws.
- The Supervisor should complete the Accident Reporting Form (interactive pdf).
- DO NOT go to the Nurse Practitioner or the Student Health Center for work-related injuries.
If an employee is absent due to illness, the supervisor should be called in accordance with the department’s call-in procedure. Medical or dental appointments should be scheduled in advance (if possible) and scheduled for times that cause the least disruption to the daily work schedule. Supervisors may ask that requests for sick leave pay be reasonably documented with a doctor’s statement.
As a general rule, the college seeks to allow staff members to schedule vacations as desired. This is not always possible due to the department's work cycle.
- Arrangements to take vacation must be made with the supervisor prior to use.
- Due to specific operational needs, some college departments may adopt specific guidelines for requesting and scheduling vacation (for example a department may adopt a guideline requesting two weeks prior notification and approval for normal vacation requests).
- Any staff member who believes that he or she has been unfairly prevented from taking vacation should discuss the issue with the second level supervisor; likewise, supervisors should counsel staff members not taking advantage of the vacation benefit.
Short Term Disability
To request short term disability, the employee should submit a written request to the Director or Associate Director of Human Resources. The written request should be accompanied by a doctor’s statement which:
FMLA (Family Medical Leave Act)
- Fully outlines the medical condition
- Clearly specifies that the employee is unable to work
- Includes an estimated return to work date.
Davidson College grants up to 12 weeks of unpaid leave during a twelve-month period for
- the birth or adoption of a child,
- to care for a spouse, child or relative with a serious health condition or
- for a personal serious health condition.
What do I need to do if an employee wants time off for FMLA? Notify HR of the employee's situation. Eligibility will be determined, as well as how much will be paid/unpaid leave.
- The employee must submit a form, completed by a doctor, to HR.
Employees are granted up to five days paid leave, depending on the relationship to the deceased.
- Requests for bereavement leave should be made to the immediate supervisor. Supervisors should review the full policy.
- Requests for additional leave due to death of spouse, child or parent will usually be granted within reason. If granted, additional time should be charged to accrued vacation, accrued sick leave, personal time or leave without pay.
- A supervisor may request proof of relationship to the deceased but is not required to do so.
Jury Duty Leave
Regular employees will continue with salary during service; temporary employees are given time off without pay.
- To qualify for jury or witness duty leave, the employee must submit to the supervisor a copy of the summons to serve as soon as it is received. In addition, proof of service should be given to the supervisor when the period of jury or witness duty is completed.
Employees who are registered voters, if they so request, shall be granted absence of up to one hour with pay for the purpose of voting on Election Days.
- This time off will be scheduled by a supervisor at either the beginning or the end of the work period or other times most advantageous to maintaining work schedules.
Employees serving in the military reserve or National Guard receive up to two weeks leave at half salary to attend required annual training and are not required to take vacation for military leave.
- Employees should give supervisors as much advance notice as possible and should provide a copy of the written orders received.
Leave Without Pay
In limited circumstances, the Department Head and the Director of Human Resources may approve a leave of absence without pay.
Visits to Child's School
State law grants four hours per year leave to any employee who is a parent, guardian, or person standing in loco parentis of a school-aged child so that the employee may attend or otherwise be involved at that child's school. However, any leave under this section is subject to the following conditions:
- The leave shall be at a mutually agreed upon time between the employer and the employee.
- The employer may require an employee to provide the employer with a written request for the leave at least 48 hours before the time desired for the leave.
- The employer may require that the employee furnish written verification from the child's school that the employee attended or was otherwise involved at that school during the time of the leave.