Management and Supervisory Essentials SPA/EPA Non-Faculty Special Leave Programs

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Management and Supervisory EssentialsSPA/EPA
Non-Faculty Special Leave Programs
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These Policies Pertain To

• SPA Employees
• EPA Non-Faculty Employees

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Members of faculty should consult their Faculty
Handbooks or Department Heads for information on
leave provisions pertaining to facutly.
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We Will Cover

• Family and Medical Leave
• Community Service Leave
• Voluntary Shared Leave
• Civil Leave
• Military Leave
• Adverse Weather Leave
• Leave Without Pay

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Family and Medical Leave
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Family and Medical Leave

• Family Medical Leave Act
• An employee who has worked with the State at
  least 12 months and in pay status for at least
  1040 hours (halftime) during the last 12 months
  may be eligible for up to 12 work-weeks of family
  and medical leave.

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Family and Medical Leave

• Guidelines are very specific for leave options
  under FMLA. It may be used for the following
  absences
• A serious health condition which makes you unable
  to work.
• The birth of a child for either parent.
• To care for a parent, spouse or child who has a
  serious health condition.

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Community Service Leave
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Community Service Leave

• Community Service Leave is available to all
  eligible employees (permanent full-time and
  part-time employees with the latter being
  prorated) to encourage volunteerism in support of
  North Carolina's schools, communities, citizens
  and non-profit organizations.

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Community Service Leave

• Eligible employees are awarded twenty-four (24)
  hours of Community Service Leave annually which
  may be used for
• Volunteering for organizations which meet IRS
  Code 401(c)
• Mentoring/Tutoring students in North Carolina
  schools (1 hour per week when school is in
  session)

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• Community Service Leave cannot be used for
  political activities or any activity that
  promotes religious beliefs.

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Voluntary Shared Leave

• Extended leave may become necessary due to a
  medical condition of the employee or of one of
  the employees immediate family members.
• Any leave earning employee may donate leave to
  another employee who has been approved to receive
  voluntary shared leave.

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Voluntary Shared Leave
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Voluntary Shared Leave

• Qualifying Circumstances
• A medical condition which will cause an employee
  to be absent from work for a prolonged period of
  time (typically 20 consecutive workdays)
• The absence will be the result either of personal
  illness or of caring for an immediate family
  member
• The employee will incur substantial loss of
  income due to limited accumulation in his/her
  leave account.

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Voluntary Shared Leave

• Voluntary Shared Leave Provisions
• An eligible employee may apply or be nominated by
  a fellow employee for participation in the
  program.
• The vice chancellors and the Assistant to the
  Chancellor will approve or disapprove
  participation by employees from their respective
  divisions.

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Civil Leave
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Civil Leave

• Jury Duty
• It is the responsibility of the employee to
  inform the supervisor when jury duty is scheduled
  and the expected duration.

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Civil Leave

• Jury Duty
• An employee who serves on a jury is entitled to
  leave with pay, regular compensation, and
  fees received for jury duty

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Civil Leave

• Jury Duty
• The employee
• should report back to work as soon as jury
  duty is completed, and
• must report back to work the day following
  completion of the duty

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Civil Leave

• Jury Duty
• When a second shift employee serves on a jury,
  the employee will not be required to work on the
  day that jury duty occurs. 

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Civil Leave

• Court Attendance
• When an employee is subpoenaed or directed by
  proper authority to appear as a witness, the
  employee may choose one of the following options
  

Option 1 Charge no leave and turn fees received
in to the University.
Option 2 Use vacation leave and retain any fees
received.
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Civil Leave

• Court Attendance

An employee who is a party (plaintiff or
defendant) in a court procedure is not considered
as a witness therefore, vacation leave must be
used, or leave without pay, for purpose of
attending court.
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Military Leave
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Military Leave

• Leave is granted to eligible employees for
  certain periods of service in the uniformed
  services.
• No agent or employee of the State shall
  discriminate against any State employee or
  applicant for State employment because of their
  membership, application for membership,
  performance of service, application for service
  or obligation for service in the Uniformed
  Services.

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Military Leave

• Military Leave may be paid or unpaid leave
  dependent upon the reason for the military
  activity.
• Reasons for Military Leave include
• Training
• Physical Examination
• Reserve Active Duty
• Full Time National Guard
• Extended Active Duty
• Civil Air Patrol
• State Defense Militia

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Military Leave

• Leave options include
• Differential Pay
• Continuation of Benefits
• Reinstatement from the Military
• For details on these options and all Military
  Leave provisions, please call Human Resources at
  extension 7218.

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Adverse Weather Leave
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Adverse Weather

• Because WCU is a residential campus, services
  must continue to be delivered regardless of the
  weather conditions. As a result, the University
  will likely remain open during periods of adverse
  weather.

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Adverse Weather

• Certain areas must be operational during adverse
  weather conditions, and employees in specific
  departments may be required to report to work.
  These include
• Food Services
• University Police
• Health Services
• Switchboard
• Facilities Management
• Residential Living
• Other departments as circumstances require

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Adverse Weather

• Employees not providing essential services may
  decide not to report for work (or arrive
  late/leave early) during periods of adverse
  weather.

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Adverse Weather

• Employees electing not to report for work (or
  arrive late/leave early) during adverse weather
  may use one of the following forms of leave for
  time missed
• Vacation Leave
• Accrued Overtime
• Leave Without Pay

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Adverse Weather

• Employees may elect to Make Up time not worked
  (charged to Vacation Leave) during Adverse
  Weather conditions.
• Employees wishing to make up Adverse Weather
  time lost must do so within 12 months of the
  adverse weather event.
• Employees subject to overtime may not work more
  than 40 hours in any given week for the purposes
  of making up Adverse Weather. These employees
  may make up Adverse Weather only during weeks
  they are not scheduled to work a full 40 hour
  week (example a week with a holiday).
• Adverse Weather time made up will be credited
  to the employees vacation account.

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Leave Without Pay
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Leave Without Pay

• Leave without pay may be granted to an employee
  for various reasons, including
• family and medical leave
• extended educational purposes
• vacation
• illness
• workers' compensation
• military service
• personal reasons
• At the end of the approved leave, the employee
  is reinstated to his/her prior position, or one
  of like seniority, status and pay.

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Short Leave Without Pay

• With approval of the supervisor, an employee may
  be on leave without pay for less than one-half
  the workdays and holidays in the month or pay
  period and continue to earn benefits.
• These short periods may be deducted from the
  employees pay check without submitting a
  personnel action form.

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Extended Leave Without Pay

• Under leave without pay, employees are
  responsible for paying for both the University
  and employee contributions to their benefits
  packages if they wish to maintain coverage.
• Exception For Leave without Pay occurring under
  the Family and Medical Leave policy, the
  University contribution to the employee's major
  medical health plan in maintained. However, the
  employee continues to be responsible for any
  employee contributions for participation in
  benefits programs.

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• Except for extended illness, extended leave
  without pay normally shall not exceed six months.

Extended Leave Without Pay

• The agency head assumes full responsibility for
  granting LWOP and the amount of time granted
  (except for leave required by FMLA Policy).

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Leave Without Pay

• Employee Responsibility
• apply in writing to the supervisor for leave
  without pay
• give written notice of intention to return to
  work at least thirty days prior to the end of the
  leave
• return to duty within or at the end of the time
  granted
• notify the agency immediately when there is a
  decision not to return
• If the employee does not give notice of the
  intention to return, the agency is not required
  to provide reinstatement but may do so if
  feasible. Failure to report at the expiration of
  a leave, unless an extension has been requested
  and approved, may be considered as a resignation.

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Leave Without Pay

• The agency should consider the following when
  approving Leave Without Pay
• needs of the employee requesting leave
• workload
• need for filling employees job, chances of
  employee returning to duty
• the obligation of the agency to reinstate
  employee to a position of like status and pay
• It is the responsibility of the agency to
  administer leave without pay in a manner that is
  equitable to all of its employees.

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The End
This has been a brief overview of the various
Special Leave Programs available to State
employees. For details on these and other leave
programs, please contact the Office of Human
Resources (227-7218) or consult the Basic Leave
Policies website. A link to this site can be
found within this WebCT module and the WCU Human
Resources homepage.