James Martial Arts Academy

Holiday/Vacation and Sick Leave Policy

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 Academy Director 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 employees
• 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 contact:

• Chief Instructor  Darryl James ask@jamesmartialartsacadey.com, 833-894-0191