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Absence Policy

Context

Federal Work-Study (FWS) is a need-based, financial aid program that provides part-time work for students. Under federal regulations, students can only receive FWS payments for the hours they actually participate in the program. This means:

  • Students cannot be paid for time missed due to illness, personal reasons, or vacation.
  • Sick days, holidays, or other time off are not compensated under FWS.

According to federal regulation34 CFR 675.16(a)(5), “a student’s FWS compensation is earned when the student performs the work.”

 

Purpose

To provide student colleagues with fair and consistent support when bereavement, illness, or emergencies prevent them from participating in the program while upholding the requirement to complete 160 hours per term as a condition of their enrollment at the college.

 

Sick Days and Mental Health Time

Students are required to complete a minimum of 160 hours per term as part of their Work-Learning-Service (WLS) commitment. To support student well-being, Berea College allows up to 10 hours of unpaid time off per term for illness, mental health days, or other unexpected health-related needs without requiring documentation.

  • Use of Sick and Mental Health Time-Off: Students must notify their supervisorpriorto missing a scheduled WLS obligation. Students are not required to disclose personal health details.
  • Timekeeping: Students should email their supervisor to ensure that time off is properly recorded in the timekeeping system.

Policy Notes

  • These hours are unpaid but count toward the 160 hour term requirement.
  • The 10 hours of unpaid time-off is not accrued or banked. It exists as built-in flexibility for short-term needs like illness, mental health, or emergencies.
  • Any hours beyond the 10 sick/mental health hours must be made upby the end of the term unless it is a prolonged or documented medical absence (see below)
  • These hours may not be used to leave a WLS position early. Students are expected to remain engaged through the end of the term.

Prolonged or Documented Medical Absences

If a student experiences a prolonged illness or medical condition that prevents them from participating in the WLS program for an extended period, the absence may be excused beyond the 10-hour limit, based on proper documentation.

 

  • What to Provide: Documentation should confirm the dates the student is unable to participate, any restrictions, and when the student is cleared to return.
  • Single-Day Appointments: For individual medical appointments, documentation must include the date of the appointment in order for the absence to be excused.
  • How It Works: Excused absences with documentation will be credited toward the 160-hour requirement but will remain unpaid.

 

Guidance for Non-Traditional Students

Students who are pregnant, parenting, or responsible for the care of a child or dependent are encouraged to communicate with their supervisor and the WLS Program regarding any absences related to caregiving responsibilities. This may include medical appointments, CDL closures, or other situations that prevent participation during scheduled WLS hours.

 

These absences are supported under the Program’s excused hours policy and are consistent with Title IX protections. Students are encouraged to reach out early to the WLS Program so that appropriate support and documentation can be provided. 

 

Bereavement Leave

Students may take up to six unpaid hours per term in the event of the death of a family member or loved one. This time may be used for funeral attendance, travel, and/or grieving.

 

Allotment and Scheduling

  • The Program Office allows students to use up to 2 unpaid bereavement hours per day, in line with the typical 10-hour minimum weekly work schedule. Students may still work more than 10 hours in a week if approved by their supervisor. 

Impact on WLS Requirements 

  • Bereavement hours do not count toward the 10 hours of sick and mental health time, but they do count toward the 160-hour requirement.

Notification and Documentation

  • Students should notify their supervisor as soon as they are able.
  • No documentation is required for up to six hours of bereavement leave. 
  • If a student needs to take more than six hours in a term, the additional time must be approved by the Program Office and supported by documentation. 

 

Policy Approved by the Administrative Committee on Tuesday, August 5, 2025.