The University of Texas home page
UTPD logo
Title Operations / Policy A-3
Effective Date 05-01-08
Subject Sick Leave
Purpose To establish policy regarding use of employee sick leave
Scope This directive applies to all personnel
Reference UT Handbook of Operating Procedure, Policy 7.F.11

UT Austin provides paid sick leave to employees in accordance with state law. Each employee is expected to report to work for all scheduled shifts and assigned overtime on time and without fail.

  1. Permitted Usage:
    1. Sick leave may be taken when an employee is prevented from performing duties because of sickness, injury, or confinement due to pregnancy.
    2. Sick leave may be taken when an employee needs to care for an immediate family member who is actually ill because of sickness, injury, or confinement due to pregnancy.
    3. An employee’s sick leave used to care for family who do not reside in the same household is strictly limited to the time necessary to provide care to the employee’s spouse, child or parent who needs such care as a direct result of a documented medical condition.
    4. An employee may use up to eight (8) hours of sick leave each calendar year to attend parent-teacher conferences for the employee’s children who are in pre-kindergarten through the twelfth grade.
    5. Sick leave cannot be used before it accrues. If an employee exhausts all sick leave, any further absence caused by sickness, injury or confinement due to pregnancy must be charged to other accrued paid leave. If all other accrued leave is exhausted, the employee will be placed on leave without pay. If the sickness, injury, or confinement due to pregnancy is catastrophic, the employee may apply for hours from the sick leave pool.
  2. Responsibilities:
    1. All sick calls must be reported at least one hour before all scheduled shifts and assignments, including those outside of Regular Duty, to the on duty shift commander.
    2. Authority is delegated to the employee’s supervisor to approve sick leave use and require medical certification when required.
    3. For an employee to be eligible to use accrued sick leave during a continuous period of three (3) work days or less, the employee may be required by the supervisor to provide a licensed practitioner’s certification or other written statement that the employee was required to be absent from duty because of sickness, injury, or confinement due to pregnancy and the date that the employee is able to return to work. This certification or statement is submitted to the supervisor upon the employee’s return to work.
    4. For an employee to be eligible to use accrued sick leave during a continuous period of more than three (3) work days, an employee shall send to the employee’s supervisor a licensed practitioner’s certification releasing them without limitations to perform their essential job function or the job function of a temporary work assignment. This certification will be provided to the supervisor prior to returning to work.
    5. Falsification of a licensed practitioner’s certification is cause for dismissal from employment.
    6. Employees that fall into a pattern with their sick leave usage may be required to present a licensed practitioner’s certification to return to work. Patterns might include, but are not limited to, multiple calls for weekend shifts, missing multiple days in conjunction with regular days off, missing days before or after holidays or vacation, missing on a monthly basis, and consistently maintaining a sick leave balance of less than 40 hours.
    7. No employee will be allowed to return to work without a licensed practitioner’s certification if one is requested.
    8. The reason for requiring a licensed practitioner’s certification will be documented in the employee’s working file and/or their annual evaluation.
    9. Any document containing medical information about an employee is considered a medical record and is regarded as confidential. Medical records are kept in a file separate from all other employee records and are available to persons other than the department head and immediate supervisor only when there is a legitimate business need to know.