Administrative Leaves

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I. Policy Summary

Administrative leave may be granted to eligible employees to participate in specified administrative, University, and civic activities, or because of natural or other emergencies.

Administrative leave status shall not be required for exempt employees for absences of less than one full day; or for part-time exempt employees for absences less than their part-time schedule.


II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) – employees not covered by a collective bargaining agreement:

    • PPSM 2.210-Absence from Work Policy

  2. Contract Articles - employees covered by a collective bargaining agreement


III. Authority

  • Paid administrative leave for emergencies and University functions is approved by the Chancellor or Executive Vice Chancellor.

  • Unit Head/Supervisor/Designee may approve other administrative leaves with pay (e.g., Jury Duty, Voting, and Blood Donations), in accordance with Personnel Policies for Staff Members (PPSM) and/or collective bargaining agreements.


IV. Criteria

BLOOD DONATIONS

Policy-covered employees and employees represented by a collective bargaining agreement may be granted up to a maximum of two hours leave with pay to donate blood during their regularly scheduled work hours.

COMPLAINT RESOLUTION ACTIVITIES

Refer to the appropriate Personnel Policies for Staff Members (PPSM) and/or collective bargaining agreements for information regarding administrative leave with pay for time spent in complaint resolution activities.

CURTAILMENT LEAVE

The Chancellor may authorize curtailment periods for a specific time to:

  • Save energy or operational costs
  • Observe a traditional, seasonal or holiday period in the academic calendar
  • Address an emergency situation that adversely affects normal University operations
  • Address any other purpose in the best interest of the University

In the event of such a total or partial closure or curtailment of operations, whether or not the University is able to anticipate such an event, affected employees may select one or more options to cover their status during the curtailment period. Refer to the appropriate Personnel Policies for Staff Members (PPSM) and/or collective bargaining agreements for information regarding options to cover status during curtailment periods.

EMERGENCIES

The Chancellor may grant administrative leave with pay for a specified duration due to natural or other emergencies. To be eligible, policy-covered employees and employees represented by a collective bargaining agreement must be scheduled to work and are not on paid or unpaid leave on the day(s) of the emergency.

Additionally, employees with special skills (e.g. medical personnel, scientific and technical personnel) who are a member of a University-sponsored response team organized on a University-wide or local basis to assist with relief efforts associated with a state-declared or federally-declared disaster may be granted administrative leave with pay for the duration of the assignment. To be eligible, an employee must be scheduled to work and is not on paid or unpaid leave on the day(s) when they are providing this assistance.

INVESTIGATORY LEAVE

The University may place an employee on investigatory leave with or without prior notice in order to review or investigate actions; including but not limited to dishonesty, theft or misappropriation of University property, fighting on the job, insubordination, acts endangering others, or other conduct which warrants relieving the employee immediately from all work duties.

If the leave is instituted:

  • The leave shall be confirmed in writing, stating the reason and the expected duration of the leave.
  • Upon conclusion of the investigation, the employee shall be informed in writing of the actual dates and pay status of the leave.

Refer to the appropriate Personnel Policies for Staff Members (PPSM) and/or collective bargaining agreements since there is variation regarding the length of time of an investigatory leave, compensation, noticing, and employee response entitlement.

JURY DUTY and GRAND JURY DUTY

Refer to the appropriate Personnel Policies for Staff Members (PPSM) and/or collective bargaining agreements for information on specific information regarding eligibility criteria for payment for jury duty service and/or grand jury duty service.

TRAINING AND PROFESSIONAL DEVELOPMENT

The University supports training and professional development activities for employees. Refer to the appropriate Personnel Policies for Staff Members (PPSM) and/or collective bargaining agreements for specific information regarding eligibility and paid leave entitlements.

UNION BUSINESS

Leave with pay for union business for periods of one day up to a maximum of three years may be granted to eligible employees.  Refer to the appropriate collective bargaining agreements to determine eligibility criteria.

UNIVERSITY FUNCTIONS

Policy-covered employees and employees represented by a collective bargaining agreement may be granted administrative leave with pay to attend University meetings or functions during regularly scheduled hours of work as designated by the Chancellor or the EVC.

VOTING LEAVE

Policy-covered employees and employees represented by a collective bargaining agreement may be granted leave with pay up to a maximum of two hours to vote, if the employee is scheduled to work eight (8) hours or more on that day, and if the employee does not have time to vote outside their normal working hours.

WITNESS DUTY

Refer to the appropriate Personnel Policies for Staff Members (PPSM) and collective bargaining agreements for specific information regarding witness duty pay.


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Revised February 2013: F.9