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ANNUAL LEAVE A-240 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: ANNUAL LEAVE NO: A-240 FILE: ANNUAL LEAVE EFFECTIVE DATE: 03-05-90 REVISED: 08-10-92, 12-25-94, 11-01-98, 07-01-99, 10-01-01, 03-01-07, 09-01-20 AUTHORITY: Sheriff M. Mims APPROVED BY: Assistant Sheriff T. Gattie REFERENCE: Fresno County Personnel Rule 7; Salary Resolution Sections 600 and 700; and Labor Code Section 230.8. PURPOSE: The purpose of this policy is to establish and maintain consistent time parameters for the submitting, review, denial or approval of a Jail Division employee request to utilize annual leave. POLICY: It is the policy of the Fresno County Sheriff's Office Jail Division for each staff member to submit their request for annual leave via the TeleStaff system. The request shall be submitted no more than thirty (30) days in advance but a minimum of ten (10) days prior to the requested day off. The annual leave request shall be reviewed and modified for approval or denial by the Watch Commander or designee, a minimum of five (5) days prior to the requested day off. It is the responsibility of the submitting staff member to check the outcome of the request. PROCEDURES: I. ANNUAL LEAVE REQUEST A. When a staff member wishes to request time off utilizing annual leave, the staff member must- 1. Submit an "Annual Leave Request" via the TeleStaff system. The request must be submitted: a. No more than thirty (30) days in advance, but b. A minimum of ten (10) days prior to the requested day off 2. Send an email to the supervising sergeant notifying them of the request. Page 1 of 5 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: ANNUAL LEAVE NO: A-240 FILE: ANNUAL LEAVE B. The shift Watch Commander (or their designee) shall review and modify the annual leave request noting either the approval or denial a minimum of five (5) days prior to the requested day off. C. Requested time off will be granted at the discretion of the shift Watch Commander to whom the staff member is assigned, based upon the needs of the Unit, Bureau, or Division. It is the responsibility of the submitting staff member to check the outcome of each request. II. EMERGENCIES AND ANNUAL LEAVE A. Nothing shall preclude the granting of requested time off by the Watch Commander outside the parameters of this policy in the event of a personal emergency. B. Emergency annual leave granted shall be documented by the Administrative Sergeant via the TeleStaff system. C. To ensure operations in the event of an emergency, the Watch Commander may revoke previously approved use of annual leave. III. FAMILY-SCHOOL PARTNERSHIP LEAVE A. The Family-School Partnership Act (FSPA) is a California law that allows a parent,* of one or more children in kindergarten, grades 1-12, or in the care of a licensed child care provider to take time off from work for the following reasons- 1. To find, enroll, or reenroll his/her child in a school or with a licensed child care provider. 2. To participate in activities of the school or licensed child care provider. Only activities that are sponsored, supervised or approved by the school, school board or licensed child care provider qualify for FSPA leave. "Parent" means a parent, guardian,stepparent,foster parent, or grandparent of, or a person who stands in loco parentis to,a child. "In loco parentis" is defined as standing in the place of a parent, and charged with a parent's rights, duties and responsibilities. It does not require a biological or legal relationship. Page 2 of 5 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: ANNUAL LEAVE NO: A-240 FILE: ANNUAL LEAVE a. Qualifying activities include: volunteering in the classroom, coaching a school team, parent-teacher conferences, Back-to- School Night, Open House, school recitals, field trips, extracurricular sporting events, graduation ceremonies, etc. b. Activities that are not eligible for FSPA leave include: Little League, Babe Ruth Baseball League, Girl Scouts, Boy Scouts, Pop Warner Youth Football, Li'I Hoopsters Basketball, youth soccer, sport camps, traveling sport teams, and other youth activities that are not offered as part of the normal educational program through the child's school of enrollment. NOTE: Just because the activity involves children or takes place on a school campus does not mean it qualifies under FSPA. 3. To address a child care provider or school emergency. Such an emergency means that the child cannot remain in school or with the child care provider due to one of the following: a. The school or child care provider has requested that the child be picked up, or has an attendance policy that prohibits the child from attending or requires the child to be picked up. b. Behavioral or discipline problems. c. Closure or unexpected unavailability of the school or child care provider (excluding planned holidays). d. A natural disaster (e.g., fire, earthquake, flood). B. All parents working full time, regardless of the shift they work, are eligible to take off up to forty (40) hours of FSPA leave per calendar year, not exceeding eight (8) hours per calendar month. 1. Each parent is eligible to take 40 hours per year, regardless of the number of children (i.e., the total number of hours available to the employee does not increase as the number of children increases). 2. To accommodate employees who work 12-hour schedules, additional hours over the monthly maximum may be allowed (when a full day is needed) with approval of the Watch Commander. C. The employee is required to provide reasonable advance notice of the planned absence. Page 3 of 5 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: ANNUAL LEAVE NO: A-240 FILE: ANNUAL LEAVE 1. Advance notice must be provided a minimum of ten (10) days prior to the event when the scheduled date is known well in advance (e.g., field trips, league games, graduation ceremonies, etc.). 2. When circumstances do not permit an advance notice of ten days (e.g., playoff games, award assemblies, etc.), notice shall be given as soon as possible, but no later than two (2) days prior to the event. 3. A request for FSPA leave submitted less than two (2) days prior to the event may only be authorized with approval of the Watch Commander. D. The employee is responsible to: 1. Email their supervising sergeant and notify them of the planned absence. 2. Make the appropriate "FSPA" entry for the event via the TeleStaff system. E. Timely submissions for qualified FSPA events will not be denied. F. If more than one parent of a child is employed by the Jail Division, only the parent who first gave advance notice need be granted leave, although another parent may participate simultaneously, if approved. G. The employee may be required to provide documentation from the school or licensed child care provider as proof that he/she participated in the authorized activity on the specific date and at a particular time. "Documentation" means whatever written verification of parental participation the school or licensed child care provider deems appropriate and reasonable. Minimally, the documentation should contain a simple statement on school letterhead, indicating the employee's name, date, and brief description of the school activity. H. The employee shall utilize existing vacation or compensatory time off for the purpose of the planned absence. Dock time may be used with approval from the Watch Commander. I. Employees are responsible to keep track of their FSPA leave and shall not request time off that exceeds the allowable limits (i.e., 8-hours in a month, or 40-hours in a year). Page 4 of 5 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: ANNUAL LEAVE NO: A-240 FILE: ANNUAL LEAVE IV. LEAVES (PERSONNEL RULE 7) Leave provisions exist for the convenience of employees who must, or wish to, absent themselves from work for various reasons. Employees who are absent from work must be on an approved leave, sick leave, annual leave or compulsory leave. Other absences are treated as absences without leave and are subject to disciplinary action. The Sheriff's Office abides by County policy for consideration of all types of leave requests (e.g., FMLA, CFRA, Military). Contact the Sheriff's Office Human Resources Unit at (559) 600- 8500, or Fresno County Department of Human Resources — Employee Benefits at (559) 600-1810 for additional information. Page 5 of 5