4161.1 AR - Personal Illness and Injury Leave

Certificated and Management Personnel
Administrative Regulation No. AR 4161.1/4361.1
Reviewed:  May 1, 2017

The following regulation is not intended to supersede any
provisions of collective bargaining agreements.


Certificated employees working five school days per week are entitled to 10 days leave of absence for personal illness or injury (sick leave) per school year, with full pay. Employees working less than five days per week (part-time employees) shall be granted sick leave in proportion to the time they work.  However, any part-time employee who is entitled to less than three days of paid sick leave due to the amount of time worked shall be granted sick leave pursuant to Labor Code 246.  (Education Code 44978)

Certificated employees may use sick leave for absences due to:

l.       Accident or illness, whether or not the cause of absence arises out of and in the course of employment; quarantine which results from contact with other persons having a contagious disease during the employee’s performance of his/her duties; or temporary inability to perform assigned duties because of illness, accident, or quarantine. (Education Code 44964)

2.      Pregnancy, miscarriage, childbirth and recovery (Education Code 44965, 44978)

3.      Personal necessity (Education Code 44981)

         (cf. 4161.2/4261.2/4361.2 - Personal Leaves)

4.      Medical and dental appointments, in increments of not less than one hour

5.      Industrial accidents or illnesses when leave granted specifically for that purpose has been exhausted (Education Code 44984)
            (cf. 4161.11/4361.11 - Industrial Accident/Illness Leave)

 6.      In any calendar year, an employee may use the amount of sick leave he/she would accrue during six months at his/her current rate of entitlement for the following:  (Labor Code 233, 246.5)

a.   Need of the employee or his/her family member, as defined in Labor Code 245.5, for the diagnosis, care or treatment of an existing health conditions or for preventative care

b.   Need of the employee to obtain or seek any relief or medical attention specified in Labor Code 230(c) and 230.1(a) for the health, safety, or welfare of the employee, or his/her child, when the employee has been a victim of domestic violence, sexual assault, or stalking.  (Labor Code 246.5)

 An employee may take sick leave at any time during the school year, even if credit for sick leave has not yet been accrued. (Education Code 44978)

 An employee shall reimburse the district for any unearned sick leave used as of the date of his/her termination.

Unused days of sick leave shall be accumulated from year to year without limitation. (Education Code 44978)

 At the beginning of each school year, employees shall be notified of the amount of sick leave they have accumulated.

The district may not require new employees to waive their leave accumulated in a previous district. (Education Code 44979, 44980)

 The Superintendent or designee shall notify any certificated employee who leaves the district after at least one year of employment that if the employee accepts a certificated position in another district, county office of education or community college district within one year, he/she may request that the district transfer his/her accumulated sick leave to the new employer.

An employee shall notify the district of his/her need to be absent as soon as such need is known, so that substitute services may be secured. This notification shall include an estimate of the expected duration of absence. If the absence becomes longer than estimated, the employee shall so notify the district. If the duration of absence becomes shorter than estimated, the employee shall notify the district not later than 3 p.m. of the day preceding the day on which he/she intends to return to work.  If failure to so notify the district results in a substitute being secured, the cost of the substitute shall be deducted from the employee’s pay.

Additional Leave for Disabled Military Veterans

In addition to any other entitlement for sick leave with pay, a newly hired certificated employee who is a military veteran with a military service-connected disability rated at 30 percent or more by the U.S. Department of Veterans Affairs shall be entitled to sick leave with pay of up to 10 days for the purpose of undergoing medical treatment for his/her military service-connected disability. An eligible employee employed less than five days per week shall be entitled to such leave in proportion to the time he/she works. (Education Code 44978.2)

The amount of leave shall be credited to the employee on the first day of employment and shall remain available for the following 12 months of employment. Leave not used during the 12-month period shall not be carried over and shall be forfeited. (Education Code 44978.2)

The Superintendent or designee may require verification, in accordance with the section "Verification Requirements" below, that the employee used the leave to obtain treatment of a military service-connected disability.

Continued Absence After Sick Leave is Exhausted/Differential Pay

During each school year, when a certificated employee has exhausted all available sick leave, including all accumulated sick leave, and due to illness or injury, continues to be absent from his/her duties due to illness or accident for an additional period up to five school months, the employee shall receive his/her regular salary minus the actual cost of a substitute to fill the position. If the district has made every reasonable effort to secure the services of a substitute and has been unable to do so, the amount that would have been paid to a substitute shall be deducted from the employee’s salary. (Education Code 44977)

An employee shall not be provided more than one five-month period per illness or injury.  However, if the school year ends before the five-month period is exhausted, the employee make take the balance of the five-month period in a subsequent school year.

If a certificated employee is not medically able to resume his/her duties after the five-month period provided pursuant to Education Code 44977, the employee shall be placed either in another position or on a reemployment list.  Placement on the reemployment list shall be for 24 months for probationary employees or 39 months for permanent employees and shall begin at the expiration of the five-month period.  If during this time the employee becomes medically able, he/she shall be returned to employment in a position for which he/she is credentialed and qualified.  (Education Code 44978.1)

Verification Requirements

After any absence due to illness or injury, the employee shall verify the absence by submitting a completed and signed district absence form to his/her immediate supervisor.

The Superintendent or designee may, at any time, require additional written verification by the employee’s physician or practitioner.  Such verification shall be required whenever an employee’s absence record shows chronic absenteeism or a pattern of absences immediately before or after weekends and/or holidays or whenever clear evidence indicates that an absence is not related to illness or injury.

In addition, the Superintendent or designee may, at any time, require an employee to visit a physician selected by the district and at district expense in order to receive a report on the medical condition of the employee. The report shall include a statement as to the employee’s need for further leave of absence and a prognosis for when the employee will be able to return to work. If the report concludes that the employee’s condition does not warrant continued absence, the Superintendent or designee may, after giving notice to the employee, deny further leave.

Any district request for additional verification by an employee’s physician or a district-selected physician shall be in writing and shall specify that the report to be submitted to the district shall not contain the employee’s genetic information. 

Any genetic information received by the district on behalf of an employee shall be treated as confidential medical record, maintained in a file separate from the employee’s personnel file, and shall not be disclosed except in accordance with  29 CFR 1635.9.

Before returning to work, an employee who has been absent for surgery, hospitalization or extended medical treatment may be asked to submit a letter from his/her physician stating that he/she is able to return and stipulating any recommended restrictions or limitations.

Healthy Workplaces, Healthy Families Act Requirements

No employee shall be denied the right to use accrued sick days and the district shall not in any manner discriminate or retaliate against an employee for using or attempting to use sick leave, filing a complaint with the Labor Commissioner, or alleging district violation of Labor Code 245-249.

To ensure the district's compliance with Labor Code 245-249, the Superintendent or designee shall:

1.     At a conspicuous location in each workplace, display a poster on paid sick leave that includes the following information:

        a.     That an employee is entitled to accrue, request, and use paid sick days

        b.    The amount of sick days provided by Labor Code 245-249

        c.     The terms of use of paid sick days

        d.    That discrimination or retaliation against an employee for requesting or using sick leave is prohibited by law and an employee has the right to file a complaint with the Labor Commissioner if the district discriminates or retaliates against him/her

2.     Provide at least 24 hours or three days of paid sick leave to each eligible employee to use per year and allow eligible employees to use accrued sick leave upon reasonable request

3.     Provide eligible employees written notice, on their pay stub or other document issued with their pay check, of the amount of paid sick leave they have available

4.     Keep a record documenting the hours worked and paid sick days accrued and used by each eligible employee for three years

Legal Reference:
44964 Power to grant leave of absence in case of illness, accident, or quarantine
44965 Granting of leaves of absence for pregnancy and childbirth
44976 Transfer of leave rights when school is transferred to another district
44977 Salary deduction during absence from duties up to five months after sick leave is exhausted
44977.5 Salary deduction during absence from duties for maternity or paternity leave up to 12 week after sick leave is exhausted
44978 Provisions for sick leave of certificated employees
44978.1 Inability to return to duty; placement in another position or on reemployment list
44979 Transfer of accumulated sick leave to another district
44980 Transfer of accumulated sick leave to a county office of education
44981 Leave of absence for personal necessity
44983 Exception to sick leave when district adopts specific rule
44984 Industrial accident or illness
44986 Leave of absence for disability allowance applicant
220 Sections inapplicable to public employees
230 Jury duty; legal actions by domestic violence, sexual assault and stalking victims, right to time off
230.1 Employers with 25 or more employees; domestic violence, sexual assault and stalking victims, right to time off
233 Illness of child, parent, spouse or domestic partner
234 Absence control policy
245-249 Healthy Workplaces, Healthy Families Act of 2014
5601 Transfer of accumulated sick leave
2000ff-2000ff-11 Genetic Information Nondiscrimination Act of 2008
1635.1-1635.12 Genetic Information Nondiscrimination Act of 2008



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