Employee Glossary


Absences: Absences from work must be taken as paid or unpaid leave. Use of leave must be approved by the employee's supervisor. Leave benefits vary by employee type.

Administrative Leave: The president or designee may approve leave with pay for an employee for illness, hospitalization, or death of a member of the employee immediate family or for an emergency.

Alternate Work Schedule: See Work Schedule.

Annual Leave (Vacation Leave): All classified and administrative/exempt staff earns annual leave hours for each full month of their employment. Employees working less than a full time schedule accrue annual leave hours on a prorated basis.

Annual Leave Accrual Month: The calendar month when the annual leave accrual rate changes in accordance with the accrual schedule for the employee's appointment type. For administrators/exempt this will always be June. Classified staff = six months after beginning a full-time position. Faculty = the month they begin a full-time contract.

Annual Leave Accrual Rate: The number of hours of annual leave credited to an employee per month of active service. Administrators/Exempt = 16 hours per month. Classified employees: Per the Classified Bargaining Agreement, accrual begins at 8 hours per month, increasing with each year to a maximum of 14.67 hours per month at 15 years of service. If employed less than 100%, accruals are based on percentage working.

Attendance Incentive Program: For employees whose sick leave balance exceeds 480 hours, the Annual Attendance Incentive Program allows for monetary compensation for any accrued and unused sick leave accumulated during the previous calendar year in excess of 480 hours. Payment is made at the rate of 25%; all hours compensated are deducted from the sick leave balance.


Bereavement Leave: Bereavement is paid time off from work that is in addition to annual leave or sick leave as provided by collective bargaining agreement for classified staff and Department of Personnel rules for Faculty and Administrators/Exempt employees.

If your family or household member has passed away, you will need to consider the following items in order to request bereavement leave:

Up to three (3) days of paid bereavement leave will be granted for the death of any family member or household member that requires the employee's absence from work. Individuals considered to be family/household members are: mother, father, sister, brother, mother-in-law, father-in-law, domestic partner's mother and father, husband, wife, domestic parent, grandparent, grandchild, son, daughter, stepchild, a child in the custody of and residing in the home of an employee.

View a spreadsheet of who is covered by bereavement leave. Sick leave may be used for individuals not covered by Bereavement leave. Vacation leave may be used for an individual not defined as eligible for bereavement or sick leave.


Child Care Emergency Leave: A paid or unpaid leave granted to classified and professional staff for situations causing an employee's inability to report for or continue scheduled work because of emergency child care requirements, such as the unexpected absence of the regular care provider, the unexpected closure of the child's school, or an unexpected need to pick up the child at school earlier than normal.

Civil Duty Leave: Paid leave granted to employees to serve on a jury or as trial witnesses, or to exercise other subpoenaed civil duties in accordance with the provisions of the applicable collective bargaining agreement or employment program. Employees may retain any compensation paid for his/her jury duty or trial witness service and certifications of attendance are required to be submitted with time sheet or leave slip.

Compensatory Time: Leave time credited to eligible employees who request and receive supervisor approval to receive such time in lieu of cash payment for overtime or holiday work time.

Classified Staff: Monthly paid employees holding a .50 FTE or more appointment who occupy jobs that are covered by the civil service rules and/or labor contracts.

Cyclic Year Positions: A position scheduled to work less than 12 full months each year due to known, recurring periods of leave in the annual cycle. Such positions are most commonly created for 9, 10, or 11 month appointments.

Cyclic Yearly Leave: Scheduled periods of leave without pay each year due to known, recurring periods in the annual cycle when the position is not scheduled to work. For classified staff who have completed a probationary period cyclic year leave without pay does not constitute a break in service and is not deducted from the employees' length of service in granting periodic salary increments or in computing the employees' vacation leave accrual rate.


Disability Leave: Leave of absence granted to an employee who is precluded from performing his/her job duties because of a disability, including those related to pregnancy and child birth.

Domestic Violence/Sexual Assault/Stalking-Related Leave: If you are a victim of, or have a family/household member who is a victim of domestic violence, sexual assault or stalking, you can take reasonable leave from work, intermittent leave, or leave on a reduced schedule.
Read the full article.


Family & Medical Leave Act (FMLA): Federal entitlement for up to 12 weeks of unpaid leave per year for eligible employees as a result of any of the following conditions:

Parental leave for the first year care of the employee's newborn or newly placed adopted or foster child;

Personal medical leave due to the employee's own serious health condition that requires the employee's absence from work.

Leave to enable the employee to care for the employee's family member who suffers from a serious medical condition that requires on-site care or supervision by the employee

FMLA and Family Care Act Information
Definition of a "Serious Health Condition"
FMLA and Military Leave
FMLA Request for Employee

FMLA Request for Family/Household Member
FMLA Request/Military

Family Member: The term "family member" means the employee' s spouse or same or opposite sex domestic partner, child, parent, grandparent, grandchild, sister or brother. Family Member also includes individuals in the following relationships with the employee's spouse or domestic partner: child, parent, or grandparent, and family members include those persons in a “step” relationship.

Family and Medical Leave: parent, child*, spouse

Family Care Leave: parent, child*, spouse, grandparent, parent-in-law

Shared Leave: parent, child*, spouse, grandparent, grandchild, or household members

Sick Leave: Depending on the circumstances an employee may be eligible to use sick leave to care for a parent, child, spouse, grandparent, grandchild, parent-in-law, brother, sister or household member.

*Child means a biological child, adoptive or foster child, or a child for whom an individual stood in loco parentis.

Fixed Duration Appointment: A specific type of limited duration appointment that may be authorized by collective bargaining agreement. Employees in a fixed duration appointment who meet eligibility requirements accrue leave but do not have layoff/seniority rights.

Full-Time Employment: Work consisting of 40 hours per week.

Full-Time Equivalent (FTE): The percentage of full-time employment.


100% = 1.0 FTE = 40 hours/week

75% = 0.75 FTE = 30 hours/week

50% = 0.5 FTE = 20 hours/week


Holiday: Faculty, Administrators/Exempt and Classified staff receive 10 paid holidays each calendar year.

Household Members: Persons who reside in the same home as the employee and have reciprocal duties to and provide financial support for one another. Household members shall also include foster children and legal wards.


Interspersal (of leave): The use of 1 accrued paid leave day (8 hours) per month during approved disability or parental leave without pay for the purpose of maintaining the employee's health insurance coverage.


Job Class Title & Code: Each position is assigned a job class title. Each class title has a unique and corresponding job class code. Classified job class titles, codes, and their corresponding salary ranges are located here.


Leave of Absence Without Pay: Unpaid leave which may be allowed for time that an employee is absent for such reasons as disability, parental leave, child care emergencies, and education.

Leave Without Pay: Leave without pay may be granted for prolonged illness, maternity causes, educational pursuit, or other valid reasons. Though the employee retains his or her relative job status, no pay or other compensation is received during leave without pay. Leave without pay hours will also affect your seniority date. See negotiated agreements for specific rules.

Leave Without Pay Cyclic: Leave without pay will be granted to cyclic employees during their off season.


Maximum Annual Leave Balance: All employees may carry a maximum annual leave balance of 240-hours. Anything over 240 hours is "use or lose". Administrators use or lose date is June 30th. Classified staff is the same as their Annual Leave Accrual Month.

Military Leave With Pay: A maximum of 20 working days between October 1 and September 30 is allowed for military training leave with pay. The employee must be under military orders, a copy of which should be given to the department at the time of the leave request. This leave is in addition to vacation/sick leave and does not result in any reduction of accrued leave balances, benefits, performance ratings, privileges, or pay.

Military Leave Without Pay: Under federal and state law all UW employees are entitled to military leave of absence without pay for active service in the uniformed services of the United States or the State of Washington. The employee is also entitled to reinstatement to the former position with restoration of seniority and adjustment of salary for missed increments, if applicable.


Overtime: Additional compensation given in the form of either cash or compensatory time to overtime-eligible OC employees when the hours worked exceeds the threshold for overtime eligibility.


Parental Leave: Leave of absence granted to an employee for first year care of the employee's newborn or newly-placed adopted or foster child.

Periodic Increment Date: The date upon which a classified employee is scheduled to move to a higher salary step within the range for his/her current job class.

Personal Holiday: An annual paid leave day selected by the employee to be used at a time mutually agreeable to the employee and supervisor, if the employee has been continuously employed by the college for more than four months. .

Personal Leave Day: A classified employee may choose one workday as a personal leave day each fiscal year during the life of the current collective bargaining agreement, (2009-2011), if the employee has been continuously employed by the college for more than four months.

Previous State Employment, Crediting for: Employees with previous qualifying state service may apply for and may receive credit toward their annual leave accrual rate based upon the combined total years of state employment. The crediting process is administered by Human Resources.

Probationary Period: For classified employees the initial period of employment established by the collective bargaining agreement consisting of the first 6 months. Classified staffs do not achieve "permanent" status until the probationary period is successfully completed.

Pro-Rating (of Leave Accrual Rates): Pro-rating is the averaging of different accrual rates that apply within a month, based upon the following circumstances:

·A change of percent FTE during the month (both annual leave and sick leave).

·A change in position to one covered by a different leave accrual rate (annual leave only).


Regular Work Schedule: Work period for full-time classified staff consists of 5 consecutive and uniformly scheduled 8-hour days in a 7-day period. This is a daily repetition of the same working hours and a weekly repetition of the same working days. For classified staffs that are less than 100%, a regular scheduled work period consists of the same number of consecutive and uniformly scheduled work days consistent with the percent FTE, and a weekly repetition of the same work hours and work days.


Sabbatical: Sabbatical leave may be approved for one, two or three quarters, consecutively or non-consecutively, after the end of a six-year period of full-time contractual service as an academic employee of Olympic College.

Service Period: Number of months a position is scheduled to work, usually 12 months throughout the year. A cyclic year position is scheduled to work less than 12 full months each year, due to known, recurring periods of leave in the annual cycle; usually between 9 and 11 months.

Shared Leave: A program which allows eligible state employees to donate part of their accumulated annual, sick leave, and personal holiday leave hours to co-workers whose regular paid leave has been depleted because of extraordinary illness.

More Information Here
To Request Shared Leave

Sick Leave: Paid leave granted to salaried employees to be used for illness or injury or as otherwise allowed by collective bargaining agreement, civil service rule or college policy. All faculty and full-time staff earn 8 hours of sick leave for each month of full time employment. Employees working less than a full-time schedule accrue sick leave hours on a prorated basis.

Supervisor: Individual having the authority to hire, transfer, suspend, layoff, promote, discharge, assign, reward, or discipline other employees, or having the responsibility to direct their work. The supervisor is responsible for review of the employee's work and leave record.


Temporary Employee: An hourly paid employee whose appointment may not exceed 1,050 hours in any 12 consecutive month period. Temporary Hourly employees are not eligible for any leave benefits.

Trial Period: A "trial service period" is served when a classified employee moves to another position or accepts an appointment through the layoff process. The terms and length of the trial period are established by collective bargaining agreement. The period lasts six


Vacation: See Annual Leave.

Vacation Accrual Month: The month when the vacation accrual rate changes in accordance with the accrual schedule for the employee's appointment type (e.g., classified non-union, contract-classified, Librarians, professional staff). The vacation accrual month is adjusted for each month that an employee is on leave without pay in excess of 10 working days (80 hours). See Annual Leave Accrual Month.

Voluntary Employee Beneficiary Association (VEBA): VEBA is a tax-free medical expense account funded by the 25% sick leave cash-out at retirement. It can be used by the retiree and eligible dependents to pay medical expenses after retirement. See the VEBA webpage.


Work Schedule: Scheduled work days and hours. Each position is assigned to one of two schedules:

The Regular Scheduled work period for full-time classified non-union and contract-classified staff consists of 5 consecutive and uniformly scheduled 8-hour days in a 7-day period. This is a daily repetition of the same working hours and a weekly repetition of the same working days. For part-time classified non-union and contract-classified staff, a regular scheduled work period consists of the same number of consecutive and uniformly scheduled work days consistent with the percent FTE, and a weekly repetition of the same work hours and work days.

The Alternate Scheduled work period for faculty and staff consists of a consistent schedule per day/week of other than 5 uniform and consecutive 8-hour days in a 7-day period, i.e. four 10's. This schedule is due to operational necessity or employee convenience and is determined by the department.

Work Week: A fixed and regularly recurring period of 168 hours - 7 consecutive 24-hour periods (e.g., Sunday, 12:01 a.m. through Saturday, 12:00 midnight).