Personnel Policy

Overview

James Martial Arts Academy recognizes the importance of maintaining a work-life balance and promoting employee well-being. This policy outlines the vacation and sick leave benefits available to eligible employees.

Eligibility

This policy applies to all full-time employees who have completed their initial 90-day probationary period. Part-time employees may be eligible for prorated benefits based on the number of hours worked.

Vacation Time

Annual Allocation

• All eligible employees receive two (2) weeks (10 business days) of paid vacation time annually.
• Vacation time is accrued based on the employee's or volunteer's anniversary date of hire.

Accrual and Usage

• Vacation days accrue at a rate of 0.83 days per month (10 days ÷ 12 months)
• Employees may begin using accrued vacation time after completing 90 days of employment.
• Vacation requests must be submitted at least two weeks in advance for approval.
• Vacation time should be scheduled to minimize disruption to class schedules and academy operations.

Approval Process

• All vacation requests require prior approval from the chief instructor or designated supervisor.
• Requests will be approved based on operational needs, adequate coverage, and on a first-come, first-served basis.
• During peak periods (summer camps, tournament seasons, belt testing periods), vacation approval may be limited.

Carryover and Payout

• Up to 5 unused vacation days may be carried over to the following year
• Vacation days exceeding the carryover limit will be forfeited
• Upon termination of employment, unused vacation time will be paid out at the employee's current rate of pay

Sick Leave

Annual Allocation

• All eligible employees receive two (2) weeks (10 business days) of paid sick leave annually.
• Sick leave is available for use immediately upon completion of the 90-day probationary period.

Acceptable Uses

Sick leave may be used for:

• Personal illness or injury
• Medical appointments that cannot be scheduled outside of work hours
• Caring for an immediate family member (spouse, child, parent, or sibling) who is ill
• Mental health days are necessary for employee well-being

Documentation Requirements

• Sick leave of three or more consecutive days requires a doctor's note
• Employees must notify their supervisor as soon as possible, preferably before their scheduled shift
• For planned medical appointments, advance notice of at least 24 hours is required when possible

Accrual and Limitations

• Sick leave does not accrue; the full 10 days are available at the beginning of each policy year
• Unused sick leave does not carry over to the following year
• Sick leave is not paid out upon termination of employment
• Excessive use of sick leave may result in disciplinary action and require additional medical documentation

Holiday Schedule

Recognized Holidays

The Academy observes the following paid holidays:

• New Year's Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Day
• Any additional federal holiday

Holiday Pay

• Full-time employees receive regular pay for recognized holidays
• If an employee is required to work on a recognized holiday, they will receive holiday pay plus regular wages for hours worked

General Provisions

Abuse of Leave

• Misuse of vacation or sick leave benefits may result in disciplinary action, up to and including termination.
• Patterns of suspicious sick leave usage (such as frequent Monday/Friday absences) may require additional documentation.

Leave Without Pay

• Employees who have exhausted their paid leave benefits may request unpaid leave at management's discretion.
• Extended unpaid leave may affect employment status and benefits eligibility.

Record Keeping

• The Academy will maintain accurate records of all leave taken by employees
• Employees may request their current leave balance at any time

Policy Updates

• This policy may be updated at the Academy's discretion with 30 days' written notice to the employee.
• Changes to this policy will be communicated through employee handbook updates and posted notices.

Contact Information

For questions regarding this policy or to request leave, please reach out with personnel questions:

• Chief Instructor Darryl James
• Email: [email protected]
• Phone: (833) 894-0191