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Earned Sick Time Act Policy

Earned Sick Time

This policy complies with Michigan’s Earned Sick Time Act (“ESTA” or “the Act”) and reflects our commitment to support employee health and safety. The College will adhere to these guidelines while maintaining a respectful approach to employee privacy.

What is ESTA?

ESTA provides paid leave to employees when they are unable to perform their scheduled work responsibilities due to illness or for ESTA-covered absences.

Who is Eligible for ESTA Leave?

The Earned Sick Time Act is applicable to all eligible CCS employees whose work is performed in Michigan:

  • Full-time Staff
  • Part-time Staff
  • Full-time Faculty
  • Stipend Paid Employees—Adjunct Faculty, CE Mentors, RA’s
  • Part-time Variable Hours Paid Employees — Models, Temporary, CAP, CE, Work-Study, Graduate Assistantships

If you are unsure of your eligibility, please contact Human Resources.

Eligibility does not include:

Individuals who are employed in accordance with the Youth Employment Standards Act, 1978 PA 90, MCL 409.101 to 409.124. 15

In states where other leave laws are required, the state in which the employee resides and works will prevail.

How is ESTA Leave Requested?

Employees will continue to follow their internal department absence/leave process for requesting or notifying about time off.

Further, if ESTA-related leave is foreseeable, an employee shall provide at least seven (7) days advance notice of the intention to use the leave; however, if the leave is not foreseeable, an employee shall give notice as soon as practicable, which is generally the same or next business day.

Employees who are required to record work hours in TimeClock Plus (TCP) are expected to record hours weekly. For employees utilizing TimeClock Plus (TCP), the ESTA hours code is to be used to record absences taken for ESTA-related reasons.

For earned sick time of 3 or more consecutive days, the College may require reasonable documentation that the earned sick time has been used for a purpose described in the Act. If requested, the employee must provide the documentation to the College in a timely manner, not more than 15 days after the College’s request. The College shall not delay the commencement of earned sick time because the employer has not yet received documentation.

Acceptable Forms of Documentation if Requested:

  • Medical-Related Absence: A note from a healthcare provider confirming a visit or need for care, without a description of the illness or specific diagnosis details.
  • Domestic Violence/Stalking: A court document, police report, or letter from a counselor/victim advocate confirming the situation, without details of the violence.
  • Public Health Emergency: A notice of school closure or an employer’s email about workplace shutdown due to a health emergency.
  • Family Member Care: A note verifying the employee’s presence for a family member’s appointment or care, again without health specifics.

How is ESTA Leave Earned?

Employees may earn ESTA hours through the following methods and as reflected in the below table:

  • Within Employee’s PTO Calculation: For employees who currently receive PTO benefits, ESTA hours are already included in your current PTO calculation. In other words, employees may use their earned PTO for ESTA-related reasons. There are no additional hours allocated. Employees are either front-loaded PTO at the beginning of the calendar year or accrue PTO annually based on hours worked as identified in the below table.
  • Front Load – Full-Time Employees: The College will provide salaried exempt employees who do not currently receive PTO benefits (as reflected in the table below) with 72 hours of paid earned sick time at the beginning of the calendar year for immediate use. For 2025, employees received a prorated amount of ESTA hours for the 2025 calendar year on February 21, 2025 (which was ESTA’s effective date). There will be no carryover of unused hours to the following benefit year.
  • Front Load – Part-Time, Temporary, Seasonal Employees: The College will provide certain part-time, temporary, and seasonal employees who do not currently receive PTO benefits (as reflected in the table below) with a prorated amount of paid earned sick time that can be taken for qualifying reasons under the ESTA, up to a maximum of 72 hours, based upon the amount of sick time the employee would otherwise be expected to accrue during the benefit year. Employees will be notified of this amount in writing. If a part-time, temporary, or seasonal employee works more hours than expected, the Company will provide additional hours accordingly on the basis of 1 hour of earned sick time for every 30 hours worked. These employees may not carry over accrued, unused PTO from one benefit year to the next.
  • Accrual Method: The College will provide certain employees who do not currently receive PTO benefits (as reflected in the table below) accrual of one (1) hour of paid ESTA Leave for every 30 hours worked, but employees may use no more than 72 hours of PTO annually. The College’s benefit year is a calendar year running from January 1 – December 31.
    • Employees may carry over up to 72 hours of unused earned sick time to the following benefit year.
    • Accrual begins on February 21, 2025 or upon commencement of the employee’s employment, whichever is later.

ESTA hours are paid at the employee’s normal base rate and does not include overtime pay, holiday pay, bonuses, commissions, supplemental pay, piece-rate pay, tips or gratuities.

A maximum of 72 hours of PTO may be used for ESTA-related purposes annually.

Please reference table below for further details:

Employee TypeMethodHoursTracking MethodUsageCarryover
Full-Time SalaryCovered by existing PTO Bank – Front Load72TCP – ESTA CodeImmediateNone
Full-Time HourlyCovered by existing PTO Bank – Front Load72TCP – ESTA CodeNone
Full-Time FacultyFront Load AnnuallyDepartment OfficeNone
Part Time HourlyAccrual – Earn based on hours worked and included in existing PTO calculationsAs earnedTCP – ESTA CodeAs accruedYes, up to 72 hours of unused PTO
Adjunct FacultyFront load based on course tally ea. Semester of 15 weeksLecture =3.38 hours per course/semester
Studio = 7.75 hours per course/semester		Substitute form or Gold formImmediate with true up at semester endNone
RA’sFront Load based on estimated hours worked each semester of 15 weeks7.5 hours per semesterOne-time payment formImmediate with true up at semester endNone
CE Mentors-StipendFront load based on estimated hours worked each program session5 hours per program sessionOne-time payment formImmediate with true at session endNone
Graduate AssistantshipAccrual – earn based on hours workedPlease contact payrollTCP – ESTA CodeAs accruedUnused ESTA hours
Work StudyAccrual – earn based on hours workedPlease contact payrollTCP – ESTA CodeAs accruedUnused ESTA hours
CAP Instructors, CE Instructors, Models, Temporary & other hourlyAccrual – earn based on hours workedPlease contact payrollTCP – ESTA CodeAs accruedUnused ESTA hours

How is ESTA Leave Used?

  • ESTA leave, and PTO taken for ESTA-related reasons, must be taken in one (1) hour increments.
  • Employees are entitled to use no more than 72 hours of ESTA leave, or PTO for ESTA-related reasons, per year.
  • Reasons for ESTA Leave are detailed below.
  • An employee’s ESTA leave bank will be available under Self-Service – leave bank. If ESTA hours are recorded in TCP, information will be on pay statements.

Reasons for ESTA Leave Usage

ESTA Leave may be used only for the following reasons:

  • The employee’s mental or physical illness, injury, or health condition; medical diagnosis, care, or treatment of the employee’s mental or physical illness, injury, or health condition; or preventative medical care for the employee.
  • For the employee’s family member’s mental or physical illness, injury, or health condition, medical diagnosis, care, or treatment of the employee’s family member’s mental or physical illness, injury, or health condition or preventative medical care for a family member of the employee.
  • If the employee or the employee’s family member is a victim of domestic violence or sexual assault, for medical care or psychological or other counseling for physical or psychological injury or disability, to obtain services from a victim services organization, to relocate due to domestic violence or sexual assault, to obtain legal services, or to participate in any civil or criminal proceedings related to or resulting from the domestic violence or sexual assault.
  • For meetings at a child’s school or place of care related to the child’s health or disability, or the effects of domestic violence or sexual assault on the child.
  • For closure of the employee’s place of business by order of a public official due to a public health emergency, for an employee’s need to care for a child whose school or place of care has been closed by order of a public official due to a public health emergency, or when it has been determined by the health authorities having jurisdiction or by a health care provider that the employee or employee’s family member’s presence in the community would jeopardize the health of others because of the employee’s or family member’s exposure to a communicable disease, whether or not the employee or family member has actually contracted the communicable disease.

For purposes of ESTA Leave, “family members” include:

  • A biological, adopted or foster child, stepchild or legal ward, a child of a domestic partner, or a child to whom the employee stands in loco parentis.
  • A biological parent, foster parent, stepparent, or adoptive parent or a legal guardian of an employee or an employee’s spouse or domestic partner or an individual who stood in loco parentis when the employee was a minor child.
  • An individual to whom the employee is legally married under the laws of any state or a domestic partner.
  • A grandparent.
  • A grandchild.
  • A biological, foster, or adopted sibling.
  • An individual related by blood to the employee.
  • An individual whose close association with the employee is the equivalent of a family relationship.

Separation from Employment

Unused, accrued ESTA hours will not be paid out upon separation from employment.

Employees that separate from employment for more than two (2) months lose all accrued, unused earned sick time. Should an employee return to employment prior within two (2) months, the employee’s ESTA hours balance will be reinstated.

Job Protection and Non-Retaliation

Employees are entitled to use ESTA hours without fear of retaliation or disciplinary action. Employees are not required to find a replacement when ESTA hours are used.

Coordination with Other Leave Policies

ESTA hours can be used in conjunction with other leave entitlements, such as FMLA or Short-Term Disability, where applicable. Employees should consult HR for specific guidance on combining leaves.

Administration and Contact

For more information regarding your rights under the ESTA, see the legal posting located in the following buildings across the Ford and TC campuses and also outside of the Human Resources Office and on the Human Resources Office Page.

For questions about this policy, contact the HR Department. Questions regarding your PTO hours or ESTA hours, contact the Payroll Department.

Promotion

Definition of Promotion

College for Creative Studies defines a Promotion as a move to a job with greater responsibility which may either fall within the same pay band or include an elevation to a higher pay band (e.g. a move from Professional Support 2 to Professional Support 3). To assure all employees are treated equitably, it is the College’s policy that all employees will be evaluated for promotion in accordance with the follow criteria:

  • Promotions must meet or address a need within the college/business unit.
  • When considering an employee’s experience and education, the employee must meet at least the minimum requirements outlined in the job description, evaluation criteria, and skill assessments.
  • The College and/or department unit funds promotions. Promotions are based on the College’s strategic and operational plans and must meet or address a critical need within the College. The appropriate departmental budget must be able to support the promotion.

Promotion Policy

College for Creative Studies believes in providing opportunities for employees to advance within the College. Promotion opportunities to positions of higher responsibilities for existing staff members will be limited only by the individual’s ambition, attitude and qualifications in experience, education and capabilities. Promotions may come in the form of reclassification, reorganization or through competitive recruitment.

Approved promotions go into effect once the approval and selection process is complete. All promotion requests will be submitted by the applicable department supervisor to the Director of Human Resources.

In accordance with the applicable laws and the College’s commitment to access, equity and diversity, the College does not discriminate against any employee for employment or promotion on the basis of age, color, citizenship status, covered veteran status, disability, gender, gender identity and expression, genetic information, national origin, marital status, race, religion, sexual orientation, or for any other reason protected by federal, state, and county laws and regulations. The College also prohibits retaliation against employees who, in good faith, bring complaints regarding perceived discrimination.

CCS is committed to providing equal employment opportunities for all employees and applicants.

Confidentiality will be maintained at all times during this process, where appropriate.

Promotion Criteria

Promotions come with greater job expectations and the addition and/or expansion of significant duties and/or key areas of responsibility.

When considering a promotion, the first two items to review are:

  • Does a need exist within the college for a higher-level position?
  • Is there money available in the budget to fund a promotional increase?

In addition, the supervisor must assess a staff member’s readiness for a promotion. To ensure an employee is ready to take on additional responsibility, a promotion must be supported by performance, experience and/or education. When considering an employee’s performance, managers should consider a mix of criteria that reflect the larger picture of an employee’s work.

An employee is required to meet the following criteria to be considered for a promotion and should be submitted with the Memorandum of Support:

  • Meet at least the minimum required qualifications on the position description and have a skill set that matches the requirements of the position description as determined by their supervisor.
  • Is in good standing and shows high and sustained performance levels in at least the two most recent review cycles.
  • If there has been any record of past disciplinary or performance issues, there is documented evidence to support that said issues have been resolved.
  • Has demonstrated steps taken to gain new skills and continued growth in their career.
  • Has demonstrated personal motivation and willingness for an increase in level and responsibility.

College for Creative Studies will not consider promotion requests due to the following:

  • Based on a manager’s subjective opinion unsupported by performance evaluations.
  • Based solely on an employee’s length of service with the College.
  • Based solely on an employee’s completion of a degree or addition of a new skill.
  • Request is based on discrimination, fraternization, favoritism or nepotism.
  • Employee is on a performance improvement plan.

Managers should keep records of important accomplishments that they might want to consider when it is time to promote one of their team members. To help support an employee’s readiness, managers should begin supporting an employee through mentorship and with education on additional duties delivery.

Employees can be promoted in the following ways:

Job posting: employee applies for an open position and is offered the position upon application and completion of the recruitment process.

Career promotion: department supervisor determines the need within the department, and employee has a demonstrated history of performance and ability to manage increased duties or workload, but the purpose of the job itself is not majorly changed. This can either be a recent vacancy or a newly created position. For Example: Admissions Counselor to Senior Admissions Counselor.

Promotion Process

Job Posting or Transfer to Another Department

  1. When a vacancy occurs within a department, the department Supervisor along with the Vice President of that division and the Human Resources Director should assess opportunities for cross-functional or interdepartmental realignment in the department.
  2. If cross-functional or interdepartmental realignment in the department is not appropriate, the department supervisor should submit the updated job description, along with a Position Request Form outlining recommended salary and job title with a Memorandum of Support recommendation detailed in the comments section via Docusign.
  3. The Human Resources department will perform a review of the position description, appropriate job classification, and recommended compensation taking into consideration CCS’ salary band structure and internal equity for the Position Review Committee (PRC) review. For full consideration of new position requests, all of the following must be included:
    • The type of request (new position, increased job duties, change in compensation to an existing position, or replacement position.
    • Comments in the Memorandum of Support section on the Position Request Form that addresses promotion criteria.
    • Information regarding work station/space for employee and funding plan from evaluating the impact on CCS’ budget.
    • Additional details as needed by Human Resources and/or PRC.
  4. After review by Human Resources, the CCS’s Position Review Committee (PRC) which includes the Vice President of Finance, appropriate Vice President or Dean, and Director of Human Resources, will determine if the recommendation should be supported, modified, or denied. The Committee membership is subject to change periodically.
  5. If the recommendation is approved by the PRC, the job vacancy is posted internally for seven calendar days and is open to all eligible employees of the College.
  6. The position may be posted externally to ensure fairness and equity in the process.
  7. Employees who are interested in a posted position should follow procedures noted in the job posting for applying for positions.
  8. If an internal applicant is interviewed, offered a position in another department and accepts the offer, their current supervisor will be notified of the employee’s application, job offer and employee’s acceptance by HR.
  9. HR will work with both supervisors and the employee on a transition timeline, when necessary.
  10. This process will be updated as determined by the Leadership Team to assess effectiveness, equitable execution and delivery. In the event that modifications are made, updates will be circulated accordingly.

Career Promotion

  1. Department Supervisors wishing to recommend a promotion for an employee because of a vacancy or a change in job duties being performed should review and revise the employee’s job description in accordance with that employee’s actual job duties, making note of major changes in responsibility that would warrant consideration of a promotion. Promotions should be considered at evaluation time or when deemed necessary.
  2. The department supervisor should submit the updated job description, along with a Position Request Form outlining recommended salary and job title with a Memorandum of Support recommendation detailed in the comments section via Docusign.
  3. The Human Resources department will perform a review of the position description, appropriate job classification, and recommended compensation taking into consideration CCS’ salary band structure and internal equity for the PRC review. For full consideration of Career Promotion requests, all of the following must be included on the Position Request Form:
    • The type of request (promotion or job change), increased job duties, change in compensation and any other relevant information.
    • Comments in the Memorandum of Support section on the Position Request Form that addresses promotion criteria.
    • Information regarding work station/space for employee and funding plan from evaluating the impact on CCS’ budget.
    • Additional details as needed by Human Resources and/or PRC.
  4. After initial review by Human Resources, the CCS’s Position Review Committee (PRC) which includes the Vice President of Finance, appropriate Vice President or Dean, and Director of Human Resources, will determine if the recommendation should be supported, modified, or denied. The Committee membership is subject to change periodically.
  5. After PRC concludes the review process, the supervisor will be notified of the decision by HR.
  6. This process will be updated as determined by the Leadership Team to assess effectiveness, equitable execution and delivery. In the event that modifications are made, updates will be circulated accordingly.

Position Review Committee

The Position Review Committee (PRC) at CCS includes the Vice President of Finance and the Director of Human Resources.

The PRC meets weekly to consider new requests and works toward resolving requests that require further deliberation and analysis. From time to time, the PRC may ask for additional information regarding the request. Monthly, the committee clearly communicates status updates to managers with outstanding position requests.

HR will be responsible for initiating job offers, with consultation from the appropriate department supervisors. Employees can choose to accept or decline offers without repercussions in their current position.

The President may, from time to time, promote an employee or create and fill a position without a recruitment procedure in consultation with the Leadership Team.

Pay Changes

All changes in pay should be consistent with the College’s compensation guidelines. Salary offered for a new position will be determined primarily on the employee’s qualifications for the new position and CCS’ Salary Band structure.

Individuals receiving a change in salary related to a promotion are not eligible for a merit increase if that merit increase occurs within six months of the promotion/salary increase. For example, if merit increases are effective on October 1, an employee that has received a promotion/salary increase on or after April 1 of that year will not be eligible. This does not apply to an employee who has made a lateral job change that did not include a salary increase.

Keys

Keys for use on gates, doors, desks, file cabinets, vehicles and other CCS equipment are issued through the Facilities Department.  They remain the property of CCS.  If you are provided with a key, you are responsible for its safekeeping.  You will be required to pay for the replacement of lost or stolen keys that have been assigned to you.  If your job changes or you leave CCS, you must return all keys to the Director of Human Resources.  You may not duplicate keys without authorization.

Access to Buildings and Parking Areas

If you need access to College buildings outside of posted hours, contact the CCS Ford Campus Security Office at 313-664-7444 or the Taubman Security Office at 313-664-1444. You must check in with the Security Office upon arrival and check out when departing.  Your CCS ID must be presented to be admitted to the building.

Please refer to the Traffic and Parking Policies and Guidelines.

Identification Cards

Identification cards are issued to all employees at the time of hire.  You must display your ID card at all times while you are on campus and must present it when asked by Security personnel.  ID cards are issued through the Campus Safety and Security Office, upon completion of new hire employment forms with the Human Resources Office.  You are responsible for your ID card, and if you lose it, you will be required to pay a $20 replacement fee.

Contractual Commitments

Any contract that legally binds CCS or any of its employees to perform a service, pay a fee, or fulfill any other responsibility must be signed by either the Vice President for Administration and Finance or the President.  Administrative staff may not sign contracts on behalf of CCS.  In all matters that require an official signature on a contractual commitment the following steps shall apply in order for CCS to be legally responsible:

  1. Administrative staff members may recommend contractual commitments to their department chairs or directors.
  2. Department Directors may initiate and recommend contractual commitments within their area of responsibility to the Vice President for Administration and Finance.
  3. The Provost and/or the Vice-President for Administration and Finance must review and approve all contractual commitments for official authorization.
  4. The Vice-President for Administration and Finance will determine the necessity for the President’s signature.  In all cases, any contractual arrangements between CCS and another party will only be considered officially approved if signed by the Vice President for Administration and Finance and/or the President, or their designee.

Budget

CCS’s fiscal year is a twelve-month period, beginning on July 1, and ending June 30.  The budget for CCS is prepared annually, with formal Board of Trustees approval in the May preceding the commencement of the next budget year.  The process of preparing the budget begins in the fall preceding the start of the next fiscal year.  At that time, enrollment projections are made for the following year, and by December, the tuition rates for the following year are established and approved by the Board of Trustees.  Following soon thereafter, the process of developing detailed revenue, expense and capital acquisition budgets commences.

In January, all cost center directors, department chairpersons, and other staff with budget responsibilities are given information regarding the budget preparation process.  They prepare revenue, expense and capital budget requests based upon the information in the budget package, as well as needs they might have due to curriculum or enrollment expectations.  These requests are submitted in late February, with individual departmental presentations made to senior management in early March.  Following these presentations, senior management makes final budget decisions, and the budget is prepared for submission to the Finance and Audit Committee of the Board in early April. This is followed by presentations to the Executive Committee of the Board in late April and to the Board of Trustees for final approval in May.