Isothermal Community College

Learning College Manual

Human Resources

Shared Leave

I.    PURPOSE

An employee may donate leave to another employee who has been approved to receive shared leave in accordance with this policy.

II.    POLICY

In the case of a prolonged medical condition, an employee may apply to receive shared leave from another employee’s accumulated annual or sick leave.  To qualify for shared leave an employee shall meet the following conditions:

  1. Classified as a full-time employee.
  2. The employee has a serious or prolonged medical condition.  For purposes of this Policy, a serious or prolonged medical condition means a medical condition of an employee or his/her immediate family member that will require his/her absence from duty for a period of at least twenty (20) consecutive workdays.  This leave does not apply to short-term or sporadic conditions or illnesses that are common, expected or anticipated.  This includes such things as sporadic, short-term, recurring medical or therapeutic treatments.  These examples are illustrative, not all inclusive.  Each case will be examined and decided based on its conformity with the intent of this Policy and must be handled consistently and equitability.
  3. Employee shall exhaust all available leave balances.
  4. Provide medical evidence to support the need for leave beyond the available accumulated leave.

An employee who received benefits from the Disability Income Plan of North Carolina (DIPNC) is not eligible to participate in the shared leave program.  Shared leave, however, may be used during the required waiting period and following the waiting period provided DIPNC benefits have not begun. 

Participation in the shared leave program may not exceed 450 hours within a 12 month period. 

Applications and medical forms for shared leave may be obtained from the College’s intranet site.  The President of the College shall review the merits of the request and approve or disapprove the leave.  The President’s decision is final.  Approval of shared leave is subject to the availability of funds.

An employee may not directly or indirectly intimidate, threaten, coerce, or attempt to intimidate, threaten, or coerce any other employee for the purpose of interfering with any right which such employee may not have with respect to donating, receiving, or using annual leave under this program.  Such action by an employee shall be grounds for disciplinary action up to and including dismissal on the basis of personal conduct.  Individual leave records are confidential and only individual employees may reveal their donation or receipt of leave.  The employee donating may not receive remuneration for the leave donated.

The minimum amount of annual or sick leave that may be donated is 7.5 hours.  The maximum amount of annual leave that may be donated may not be more than the amount of the donor’s annual accrual rate and may not reduce the donor’s annual leave balance below one-half of the annual accrual rate.  The maximum amount of sick leave that may be donated is 450 hours, but the donation of leave may not reduce the donor’s sick leave balance below 37.5 hours.

Any unused donated leave will be returned to the donors at a pro-rated basis at the end of the medical condition for which the shared leave was approved.

The College allows employees to share annual and sick leave with immediate family members who are in other state agencies provided that agency is willing to accept leave from outside agencies.  The College also allows employees to receive sick leave from immediate family members from outside state agencies.

Shared leave is prohibited for any purpose other than specified by this policy.

Policy No: 302-03-05BP

Reference:  GS 115D 25.3
Cross Reference: 
Adopted:  December 15, 1994 
Amended:  February 3, 1998; June 29, 2010