|
| |
 |
Longwood
University
Chief Administration and Finance Officer:
Human Resources
201
High Street, Lancaster 335, Farmville, VA 23909
Phone:
434.395.2074 Fax: 434.395.2666 |
Policy 5206
CLASSIFIED AND NON-INSTRUCTIONAL EMPLOYEE LEAVES
I. PURPOSE
The purpose of this policy is to describe the various forms of leave
available to eligible classified employees.
II. POLICY FOR
FULL-TIME CLASSIFIED EMPLOYEES
A. Annual Leave
(Vacation): Full-time classified employees accrue annual leave per
pay period as follows:
Years of Service - Earned Semi-monthly:
Less than 5 years: 4 hours
5 to 9 years:
5 hours
10 to 14 years:
6 hours
15 to 19 years:
7 hours
20 to 24 years:
8 hours
25 or more year: 9 hours
Leave time
will be posted to employee records as it is earned on a semi-monthly
basis.
1. All employees will secure
the permission of their supervisors before taking
vacation. The
request should be made to the supervisor sufficiently in advance
to allow for workload planning.
2. All full-time classified
employees are encouraged to take their authorized
vacation. However, the State recognizes that some employees will not be able
to utilize
all their leave
each year. Accordingly, the State policy allows for
leave to accumulate, but not to exceed, at the end of any calendar year:
Years of Service/Maximum Carryover:
Up to 5 years:
192 hours
5
years:
240 hours
10 years:
288 hours
15
years:
336 hours
20 years:
384 hours
25 years:
432 hours
3. All full-time classified employees will be paid for their annual leave
accrued
to the date of termination of service, but never more than they would have
legally carried forward.
4. No leave of absence with pay shall be granted in anticipation of future
leave
credits.
5. All leave reporting is handled in the Human Resources (HR) Office. However,
the
system places leave reporting responsibility at three levels within a department
-
on the individual who has to report to the department head, on the department
head who has to sign the new leave reporting form (copy attached) and on the
person responsible for the day-to-day completion of the form, the "Leave
Recorder," who also has to sign the form. In most situations the leave recording
responsibility
will be assigned to the departmental secretary, although this is
not a requirement.
The Leave Reporting form is to be sent to HR
every two (2)
weeks which coincides with our pay-periods.
6. In addition, there are twelve (12) legal State holidays. These are:
New Years Day (January 1)
Lee-Jackson Day
King Day (Third Monday in January)
Washington's Birthday (Third Monday in February)
Memorial Day (Last Monday in May)
Independence Day (July 4)
Labor Day (First Monday in September)
Columbus Day (Second Monday in October)
Veteran's Day (November 11)
Thanksgiving Day (Fourth Thursday in November)
The Friday after Thanksgiving
Christmas (December
25)
7. The institution will close on New Year's Day, Memorial Day, Fourth of July,
Thanksgiving Day and the Friday following, and Christmas Day. Essential
employees for operating the heating plant and providing security will be required
to
work. During the Christmas season, the institution will be closed
from just
prior to Christmas until January 2, or the next working day after New Years' Day.
Annual leave, holiday leave, compensatory leave, or overtime
leave must be taken
for
the work days the Institution is closed. Effective March 1999, the institution
will close either the Monday or Friday of Spring Break using
the Washington's
Birthday holiday as a floating holiday.
8. The institution will operate a normal schedule on the other legal State holidays
because students will be on campus. Credit for these holidays will be given to
employees on their leave records. Account for time worked on leave report.
B. Sick Leave:
1. Accrual: Full-time classified employees accrue sick leave at the rate
of five (5)
hours per completed semi-monthly pay period for employees hired before
January 1, 1999. This leave accumulates until used or service is terminated. The
Virginia
Sickness and Disability Program is mandatory for classified employees
hired
on or after January 1, 1999. For a complete description of this program,
see policy
4.57 of the Department of Human Resource Management (DHRM)
Policies and
Procedures Manual,
http://www.dhrm.state.va.us/hrpolicy/policy/sickdisab.htm
2. Notification: Employees will make every effort to notify their
supervisor by
telephone within thirty (30) minutes of the start of their work day on the first day
of
an illness so that workload can be adjusted during their absence.
3. Verification: The justification for any sick leave use shall be
subject to
verification by the HR Office by requirement of the certificate of
a physician
describing the disability, stating that the employee was unable, by
reason of the
disability, to be on duty during the entire period covered by the application, and,
where extended absence is indicated, the probable duration of
the disability. All
illnesses of more than three (3) days require a physician's
statement.
4. Justifications: The absence of an employee for the reasons stated
shall be a
charge against earned sick leave credits:
a. An illness or injury incapacitating the employee to perform his duty.
b. An exposure to contagious disease such that presence on duty would
jeopardize the health of fellow employees or the public.
c. Sick leave allowances may be used for all disabilities including maternity
leave or complications thereof. The employee who desires to continue
working during pregnancy must furnish the HR Office with
a statement
from her physician of the date she and her physician feel that
she must
cease work because of medical disability caused by or
contributed to by
her pregnancy. Only that period of the employee's
absence prior to and
following delivery which is certified as medically
disabling by the physician
can be charged to sick leave accumulations.
Any other absence following
cessation of work during which the employee elects to be absent from
work must be charged to annual or
compensatory leave accumulations,
if any, or leave without pay. In the
case of the employee
who elects to be
absent, the institution reserves the right to limit periods of leave without pay.
A note from the employee's
physician is also required in order to return to
work (applies to all
disabilities with extensive time lost). In the case of the
employee who
elects to be absent, the institution reserves the right to limit
periods of leave
without pay.
d. Family Sick Leave: An employee may elect to charge against earned sick
leave credits an absence required by illness or death in the immediate family.
The "immediate family" in this application includes only: the
employee's
parents, step parents, spouse, children, step-children, siblings, and any
relative living in the employee's home. The period of absence which may be
charged against sick leave in this application may not exceed twenty-four (24)
hours for an illness, an injury, or for a death, and may not exceed a total of
forty-eight (48) hours
within a calendar year because of illness, injury, or
death in the immediate
family.
e. Sick Leave for Adoption: Sick leave may also be used for the adoption
of a
child. This leave, when combined with unpaid leave under the Family and
Medical Leave Act, granted for this purpose, should not exceed twelve (12)
weeks. Leave under this provision may be used to care for an employee's child
immediately after adoption, or for care immediately after placed for adoption
or foster care in the employee's home. The employee must ordinarily provide
thirty (30) days advance notice when the leave is reasonably foreseeable.
5. No sick leave shall be allowed when it is determined that the absence
was a
result of working for an employer other than Longwood.
C. Leave Under the Family
and Medical Leave Act of 1993:
1. The institution will grant unpaid leave to employees who have worked for the
institution at least one year and have worked at least 1,250 hours over the
twelve
(12) month period immediately prior to the leave, for the following reasons:
a. To care for the employee's child after birth, or placement for adoption or
foster care;
b. To care for the employee's spouse, son, daughter, or parent who has a serious
health condition; or
c. For a serious health condition that renders the employee unable to perform
his
or her job.
2. For the duration of the leave, the institution will maintain the employee's
medical
insurance coverage under its group health plan, under the same conditions
coverage would have been provided if the employee had continued working. This
means that portions of any monthly premiums which are employee-contributory
will remain so during a leave under this policy.
3. Additional information on this federally mandated benefit is available in the
HR Office.
D. Administrative Leave:
The Commonwealth permits employees administrative leave,
which
is paid time off to serve on a jury, appear in court as a witness under
subpoena,
attempt
resolution or work-related problems, attend work-related hearings, and serve
on
certain State councils, commissions, boards, or committees. Employees also may
take a
reasonable amount of administrative leave to interview for positions in State
service. For absence due to court appearances, employees will receive full
pay for
administrative leave if they submit to their employing agencies service fees
paid for
court
duties, such as jury or witness fees. (If an employee charges his or her absence
to
annual,
overtime, or compensatory leave, or leave without pay, he or she may keep the
service
fees.) Employees may keep any travel or other expense reimbursement
received relating to the appearance in court.
E. Military Leave:
1. Active Duty: Employees are entitled to up to fifteen (15) days of paid
military
leave for each tour of active duty. In addition, employees may choose to use
their annual, overtime, or compensatory leave balance during this time. Any
leave in excess
for the initial fifteen (15) days or other paid leave will be
considered to be unconditional leave without pay. If an employee is scheduled
to report for a physical examination for military service during work hours, he or
she may be granted the time off with pay (up to eight [8] hours). Employees
should contact the HR Office for information regarding veterans' reemployment
rights.
2. Reserve Duty: Employees are eligible for leave with pay for up to
fifteen (15)
workdays in
a federal fiscal year (October 1 through September 30) for military
duty, to include training, if they are members of any reserve component of the
Armed
Forces or the National Guard. To qualify for reserve duty leave,
employees
must
furnish their supervisors with copies of their orders or other
documentation
from a responsible military official. Only the dates specified in
these orders may be charged to reserve duty leave. Employees should give
supervisors as much notice as possible before leaving for training. If an employee
needs to be away
from work for more than the allowed fifteen (15) workdays,
the other days must be charged to annual, overtime, or compensatory leave
balances, or to leave without pay. An employee may be granted leave with pay
for the time required (not to exceed
eight [8] hours) for a physical examination
if it must be scheduled during work hours. Note: Paid military leave for active
duty and other military duty may not exceed fifteen (15) days, in the aggregate,
in a federal fiscal year. For a more detailed
treatment of Military Leave, refer
to DHRM policy 4.50 on the DHRM website.
F. Community Service Leave:
Community Service Leave replaces Leave to Assist
Schools
and Students. Community Service Leave permits agencies to provide
employees time off with pay for service within their communities. Such
services
may be
provided through school assistance or as a volunteer member of community
service
organizations. Employees are allowed sixteen (16) hours of Community
Service Leave
each calendar year. For specific definitions of allowable leave,
refer to DHRM
policy number 4.40.
III. POLICY FOR ADMINISTRATIVE AND PROFESSIONAL (A/P) FACULTY
1. Annual Leave: Annual leave accrues at a rate of sixteen (16) hours per month.
a. Effective Date: July 1, 1994
b. Participation: All full-time A/P faculty except coaches are
subject to the
provisions of this section.
c. Eligibility: All full-time A/P faculty except coaches are
eligible for annual
leave. Since coaches operate on the same school year as teaching faculty,
neither they nor teaching faculty receive annual leave.
d. Accrual Basis: Annual leave is accrued for any semi-monthly pay period for
which the employee is in an active payroll status. Therefore, if an employee
is
active for the first semi-monthly pay period but not the second, his or her
accrual for that month would be eight (8) instead of sixteen (16) hours.
Typically, when one is off active payroll status he or she is on "Leave Without
Pay."
e. Accrual Year: Annual leave under this section will be accrued on a calendar
year basis.
f. Purpose: Annual leave may be used for vacations or for other personal
reasons.
Leave should be scheduled and approved as far in advance as possible, to
increase the likelihood of approval by the department head.
g. Approval: Annual leave must be approved before it is taken. The department
head may disapprove annual leave which presents a true hardship on the
department, if taken at that time. Employees should, however, have a reasonable
opportunity to take annual leave earned during any given year.
h. Carry-over: Maximum carry-over from one year to the next is
twenty-four
(24) days.
i. Pay-out at Change in Status, Termination, or Retirement: No Pay-out
at
Change in Status (such as full-time to part-time or A/P Faculty to Classified
Employee), Termination, or Retirement: If not taken prior to the date of
separation from employment or change in status, annual (and holiday leave)
will be lost. Annual and holiday leave for A/P Faculty accrues no cash value
and may never create a leave liability for the institution.
B. Sick Leave: At the beginning of any appointment or reappointment period,
an
employee will be granted
one-hundred-twenty (120) days of sick leave, provided he
or she has not exhausted the entire
one-hundred-twenty (120) day benefit within the
previous six
(6) months. This
leave does not accrue from one period to the next; nor
does any balance from one
appointment period carry-over into the next appointment
period. The intention of this benefit is to provide a guarantee of six
(6) months of benefits
to employees
during any twelve (12) month period. Thus, no more than
one-hundred-twenty (120) days of sick leave can be used in any calendar or fiscal year.
1. Purpose: Sick leave may be used to take time off from work for the
following
reasons:
a. For an employee's illness or non-work related injury which renders the
employee unable to attend work;
b. For medically necessary appointments which cannot be scheduled during
non-working hours;
c. For periods affecting the employee's ability to attend work due to
pregnancy
or childbirth; and
d. For illnesses or death in the immediate family, which render the employee
unable to attend work.
2. Family Sick Leave (Section B.a(4).): Such leave will be limited to a
maximum
of forty (40) hours per occurrence with an annual maximum of eighty (80) hours.
3. Immediate Family: Immediate family is defined as parents (including
step-parents), spouse, children (including step-children and foster children),
siblings (including step-siblings), or any other relative, by blood or marriage,
domiciled indefinitely with the employee.
4. Eligibility: All full-time teaching faculty and A/P employees are
eligible for
sick leave.
5. Verification of Need: The department head may request verification of need
from an employee using more than three (3) days of sick leave during any
particular
absence period. Verification may be a signed physician statement
or evidence
of
medical appointment.
6. Pay-out at Termination or Retirement: There is no pay-out provision for
unused
employee sick leave.
C. Other Leaves, Including Leave
Sharing: The provisions of policy relating
to
Administrative Leave, Educational Leave, Family and Medical Leave (under
FMLA),
Military Leave, Community Service Leave, Holidays, Leave Without Pay, Leave
Sharing, and Workers' Compensation will remain consistent with Department
of
Human Resource Management Policies and Procedures Manual for Classified
Employees.
Revised and approved by the Board of Visitors, September 7, 2002.
Back to the Table of Contents
Next Policy
|
