Other Leave Types

Following are additional types of leave that apply to benefitted faculty and staff. 

Authorized Closings

Authorized closings can occur due to campus events or weather. Some authorized closings are planned and, in those cases, will be communicated in advance. However, the majority of authorized closings are due to weather or other unforeseen circumstances. Please refer to the university's Policy No. 4305: Authorized Closings Leave and Compensation Policy for information on closings. The Authorized Closings page includes more detailed information, including authorized closing scenarios.

Civil Administrative Leave

Civil administrative leave provides time off from work for employees to attend to certain required civic duties or workplace issues. It applies to full-time and part-time faculty, and classified and university staff. Civil administrative leave provides paid leave:

• As required by a summons to jury duty.
• To appear as a crime victim or as a witness in a court proceeding or deposition as completed by a subpoena or summons.
• To accompany the employee's minor child when the child is legally required to appear in court.
• To serve as an officer of election.
• To serve as a member of a state council or board.
• To attend his or her own naturalization ceremony.

Civil administrative leave is not granted for use by an employee who

• Is a defendant in a criminal matter, where the matter means either an alleged misdemeanor or felony.
• Has received a summons to appear in traffic court, except when the employee is serving a witness.
• Is a party to a civil case, either as plaintiff or defendant, or who has any personal or familial interest in the proceedings.
  

Employee requests for civil administrative leave should be made in writing to their supervisor as far in advance of the leave as possible.

The code to use on the leave report is ADM.

Related Policy: DHRM Poliy 4.05 Civil and Work Related Leave

Leave of Absence 

A leave of absence without pay provides a means of documenting and defining periods of time an employee is not working and is not in a paid leave status. These guidelines apply to full- and part-time staff and faculty employees.

A leave of absence without pay of 14 calendar days or less is commonly referred to as a dock. These hours are entered in the Leave Reporting System and then docked from the employee’s pay after leave entry. A leave of absence without pay for longer than 14 consecutive calendar days is either unconditional or conditional leave without pay and can be approved for up to 12 calendar months.

• For staff, leave without pay (LWOP) is approved by the department head.
• Faculty who wish to go on LWOP for any reason must write a memo of request and explanation to the department head. Approval by the department head, dean, and Office of the Executive Vice President and Provost is required. LWOP may be approved for up to one year at a time, to a maximum of two years. See the Employee Transaction for Leave without Pay.
  • The department must submit a form P4B to Human Resources to request this leave. For any partial pay period of LWOP, the monthly leave report should be completed indicating the days of LWOP in agreement with the P4B submitted. If the employee wishes to use all applicable leave, such leave must be reported on the monthly leave report before beginning LWOP. If the employee wishes to retain their leave it should be so noted on the P4B. 

The code to use on the leave report is LWOP.

Related Policy: DHRM Policy 4.45 Leave Without Pay

Military Leave

Military leave permits employees to take leave, with or without pay, for active duty in the armed services of the United States. It also permits employees who are former or inactive members of the armed services, or who are current members of the reserve forces of any U.S. armed services or the Commonwealth's militia or the National Defense Executive Reserve to take military leave in accordance with federal and state law. Military leave provides continued salary for employees in the Commonwealth’s militia called up by the governor to respond to natural or man-made disasters.

Qualifying employees are granted up to 15 work days (120 hours) of paid military leave in a federal fiscal year (October 1 - September 30) and one additional day for a physical exam.

The code to use on the leave report is MIL.

Related Policy: DHRM Policy 4.50 Military Leave

Paid Parental Leave

Salaried employees in faculty and staff positions are eligible for paid parental leave to bond with children in the event of a birth, adoption, or foster or custodial placement of a child under the age of 18.

Full-time employees are allowed up to eight (8) weeks (320 hours) of paid parental leave to be used within six (6) months of the birth or placement. Parental leave must be used in full-day increments based on employment percentage. The total number of parental leave hours available is prorated based on the percentage of hours corresponding to the employee’s normal work schedule. The Paid Parental Leave page contains more information on eligibility and usage guidelines.

Related Policy: DHRM Policy 4.21 Parental Leave