Policy

Colorado College (CC) offers paid bereavement leave to employees who have experienced the loss of a loved one and need time to grieve and manage related responsibilities. Supporting the well-being of our employees during times of loss is a core value at CC.

Employees should notify their supervisor and/or Human Resources (HR) as soon as possible following a loss to request bereavement leave. If the employee is unable to notify HR, it becomes the supervisor’s responsibility to do so. This notification prompts the HR team to initiate the bereavement leave process to capture time in Banner. CC reserves the right to request documentation of the loss. This documentation is used for verifying eligibility for bereavement leave and is kept strictly confidential in accordance with applicable privacy laws. If the employee refuses to submit the requested documentation, the leave may be considered unpaid or unauthorized. The bereavement leave is paid and prorated based on the employee’s full-time equivalent (FTE) status. For example, an employee who works 60% of the time (3 days per week) would receive prorated leave for immediate and extended family losses. The one-day leave available for other close individuals is not prorated.

Colorado College offers up to three (3) working days paid through Bereavement Leave following the death of a loved one with whom the employee shared a close relationship. Oftentimes additional time away is needed, and in these cases, employees should speak with their supervisor or HR to explore options, including the use of vacation, sick, or personal leave. For this sake of this policy, a close relationship includes immediate family members such as a spouse or domestic partner, child, parent, or sibling, as well as extended family members such as a grandparent, grandchild, aunt, uncle, cousin, niece, nephew, or in-law. It also includes individuals with whom the employee had a family-like bond or for whom the employee had legal or primary caregiving responsibilities, such as a foster parent, guardian, or someone who played a significant parental or caregiving role. The policy recognizes that family and meaningful relationships can take many forms, and employees are encouraged to speak with their manager or HR if they believe their relationship qualifies for bereavement leave.

In addition, employees may take up to one (1) working day of paid bereavement leave for the loss of a close individual not covered above, such as a friend, co-worker, or pet. A maximum of three (3) days per calendar year may be used under this one-day category.

Employees who experience a miscarriage, pregnancy loss, or disrupted adoption are eligible for up to three (3) days of bereavement leave. This leave is available to both parents regardless of gender or primary caregiver status.

Bereavement leave may be taken at the time of the loss or within six (6) months of the event. Leave may be used either consecutively or intermittently, based on the employee's needs and in coordination with their supervisor. If additional time away is needed, employees should speak with their supervisor and HR to explore options, including the use of vacation, sick, or personal leave.

Employees are encouraged to seek support through Colorado College's Employee Assistance Program (EAP), which offers counseling and resources to support emotional and mental wellbeing during times of grief and loss.

Procedures

Please contact the human resources team for assistance or questions regarding the policy

I. For staff:

1. Notify your supervisor immediately and/or HR: 719-389-7660  hr@coloradocollege.edu
2. If the employee is not able to contact HR, it becomes the supervisor’s responsibility
3. HR will initiate the bereavement leave process to capture time in Banner. The supervisor will determine a coverage plan while the employee is out (e.g. an athletics coach when in season – determine who supports vs. when out of season)
4. If additional time is needed, contact your supervisor and/or HR to explore other options, including the use of vacation, sick, or personal leave
5. For a staff member who is the instructor of record during the leave, please also inform the department chair and the Dean of the Faculty as soon as possible to initiate discuss how to arrange staffing to maintain academic continuity for the students

II. For faculty: the application of bereavement leave depends on whether the loss occurs during a teaching block or outside of one:

1. If bereavement occurs outside of a teaching block:
   Faculty may take bereavement leave—typically up to three days, depending on the circumstances—without performing teaching, research, or service duties during that time. Faculty may also use sick leave, as appropriate, and should discuss their needs with their department chair and the Dean of the Faculty. Faculty should notify their department chair to discuss any adjustments to research or service activities and to ensure appropriate communication with affected colleagues. The department chair should forward a brief memo to the Dean of the Faculty for records.
2. If bereavement occurs during a teaching block:
   Faculty may take the designated number of bereavement days and may also use sick leave, as appropriate. Faculty who are teaching should notify their department chair and the Dean of the Faculty as soon as possible to initiate this process, determine how to support the faculty member, and arrange any necessary adjustments to maintain academic continuity for students. Faculty should also confer with their department chair regarding research and service responsibilities during this period. The department chair should send a memo to the Dean of the Faculty for records.
3. Faculty traveling with students:
   Faculty who are traveling with students should contact their supervisor immediately. Arrangements and coverage will be made on a case-by-case basis.

Definitions

Bereavement Leave

Paid time off provided to employees to grieve, attend services, and manage personal affairs following the death of a loved one or a significant loss.

Immediate Family Member

Includes a spouse or domestic partner, child, parent, or sibling, regardless of biological, adoptive, foster, step, or legal relationship.

Extended Family Member

Includes grandparent, grandchild, aunt, uncle, cousin, niece, nephew, or in-law relationships (e.g., parent-in-law, sibling-in-law).

Family-Like Bond

A close, personal relationship with an individual that mirrors the emotional significance of a family relationship. This may include people who lived in the same household or played a central role in the employee's life, such as a mentor, chosen family member, or long-term caregiver.

Legal or Primary Caregiving Responsibilities

Refers to situations where the employee is legally responsible for another individual (e.g., legal guardian) or serves as the primary person providing care, support, or oversight for the individual's daily living or well-being.

Close Individual

A person not covered under immediate or extended family but who held significant personal meaning to the employee, such as a close friend, colleague, or pet.

Disrupted Adoption

The termination of an adoption process after a match has been made but before legal finalization, resulting in emotional loss or trauma for the prospective parent(s).

Miscarriage or Pregnancy Loss

The spontaneous or medically induced end of a pregnancy before full term, including stillbirths. This applies to all affected parents, regardless of gender or caregiver status.

Prorated Leave

Leave that is adjusted based on the employee's full-time equivalent (FTE) status. For example, an employee working 60% time is eligible for 60% of the standard bereavement leave days, except where noted ( e.g., the one-day category is not prorated).

Employee Assistance Program (EAP)

A confidential service that provides employees with counseling, mental health resources, and support during times of personal or professional difficulty, including grief and loss.

Banner

The college's administrative system used to manage employee records, including time off and leave tracking