Board weighs change to annual-leave policy to protect accrued days for long‑term employees

Board members reviewed a proposed revision to the Orange County Public Schools staff leave and attendance regulation that would change how annual leave in excess of the 40‑day cap is handled and adjust payout limits for long‑serving employees.

Human Resources staff member Miss Dawson presented a suggested change: maintain a 40‑day maximum accumulated annual leave cap, but convert any days beyond that cap as of July 1 into sick leave rather than forfeiting them. She said the change is intended to avoid penalizing 12‑month employees who could not take earned time because of staffing shortages.

Dawson explained the current system: annual leave (for 12‑month employees) accrues at a rate tied to years of service and is currently paid out at separation up to 30 days. Under the proposal, payout would remain at 30 days for employees with fewer than 20 years of service and increase to 40 days for employees with 20 or more years of service. Sick leave, she said, would still be available for medical appointments and other health‑related absences; supervisors retain authority to deny leave if coverage would be negatively impacted.

Superintendent Dr. Hornick and several board members expressed support, citing a desire not to penalize employees who could not take time because of understaffing. Board members asked questions about maximum sick‑leave banks and payout caps tied to Virginia Retirement System (VRS) rules; staff said payout rules differ by VRS plan and that hybrid employees have a 120‑day payout cap at 25% of daily rate under the district's interpretation.

Why it matters: the change would reduce forfeitures of earned time for employees who are unable to use annual leave because of staffing constraints and would slightly increase separation payouts for long‑tenured employees. The item was presented as a recommendation for board consideration; no final board vote on the policy language was recorded at this meeting.