Sick Leave Extension Policy Example – Volunteer and Charity Policies

Sick Leave Extension Policy Sample

In this article, we’ll look at the key elements that make up an example Sick Leave Extension Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Sick Leave Extension Policy Template

The following are the main elements that should be included in your Sick Leave Extension Policy:

1. Title Page

• Policy Title: Sick Leave Extension Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Sick Leave Extension Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Sick Leave Extension Policy aims to support employees experiencing prolonged illness by providing additional sick leave beyond the standard allocation. This policy ensures that employees have the necessary time to recover without the added stress of financial or job security concerns. Extensions are granted based on individual circumstances and require approval from HR or management, ensuring a fair and consistent approach. By addressing both physical and mental health needs, the policy promotes overall well-being and productivity within the workplace

3. Scope

• A description of who the Sick Leave Extension Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to employees experiencing prolonged illness who require additional sick leave beyond the standard allocation. Extensions are contingent upon approval from HR or management, ensuring that each case is evaluated individually. The policy is part of the broader Sick Leave and Mental Health Policies, emphasizing support for employees’ health and well-being. It aims to provide necessary time for recovery while maintaining clear communication and documentation between the employee and the organization. This ensures a fair and consistent approach to managing extended absences due to health issues

4. Definitions

• Clarify any key terms or jargon used within the Sick Leave Extension Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Sick Leave Extension Policy permits extensions of sick leave for prolonged illnesses, contingent upon approval from HR or management. It falls under the category of Sick Leave and Mental Health Policies

5. Policy Statement

• A detailed outline of the Sick Leave Extension Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Sick Leave Extension Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Employees seeking a sick leave extension due to prolonged illness must submit a formal request to HR or management. The request should include medical documentation supporting the need for additional leave. HR or management will review the documentation and assess the situation to determine eligibility. Approval is contingent upon the validity of the medical evidence and the employee’s current leave balance. Once approved, the extension will be communicated to the employee, outlining the new leave duration. Employees are encouraged to maintain regular communication with their supervisors during this period

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Sick Leave Extension Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

HR and management are responsible for reviewing and approving requests for sick leave extensions due to prolonged illness. Employees must submit a formal request, providing necessary medical documentation to support their case. HR ensures compliance with company policies and maintains records of all extensions granted. Management collaborates with HR to assess the impact on team operations and make informed decisions. Both HR and management must communicate decisions promptly to the employee, ensuring transparency and support throughout the process. This policy also emphasizes consideration for mental health-related absences

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Sick Leave Extension Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Sick Leave Extension Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Sick Leave Extension Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.