VCOM Faculty Handbook

faculty member does not have a course or teaching assignment(s)). Vacations should not be taken when faculty would miss assigned teaching responsibilities that would change faculty to student ratios in the laboratories or small group assignments. In general, vacation times should be taken so that they do not interfere with the delivery of the VCOM educational program. If leave is approved in advance, an employee may use their annual leave however they wish, including for vacation and other personal purposes. Future leave not yet earned; however, cannot be “borrowed” for present use. Departments may not always be able to grant an employee’s request for leave, so the employee is encouraged to make the request as soon as possible. It is essential that employees schedule their vacation time throughout the year so that they use their allotted vacation days; leave does not carry forward from year to year. Leave without pay occurs if an employee is absent for/during a pay period, and consequently loses pay because of insufficient leave balances. Disruption of the academic program through unexcused absences is a reason for dismissal. Unearned Leave Leave is awarded at the beginning of each fiscal year on July 1; however, is based on the expectation that the employee’s anticipated work schedule will continue throughout the entire fiscal year. Employees who leave the institution early will be paid only for the number of leave days awarded for the period the employee worked. Regardless of the number of annual days reflected on TimeClock Plus, the employee is only eligible for the annual awarded days divided by the period of actual time worked. If the employee has taken more time than awarded for time worked, the employee may be subject to a reduction in the final pay period. Unanticipated Leave If an employee’s leave is unanticipated, it may, within the discretion of the supervisor or officer, be approved after the absence. However, if it has not been previously approved, the employee must report their absence as soon as possible. In most departments, it should be reported no later than two hours after the time that the employee is supposed to report to work. Even if leave is reported early, it still may be unapproved. If the employee’s leave is not approved, the employee will not be paid for their time off and will not receive sick or annual leave for that period. Failure to follow departmental procedures regarding leave that has been taken may be grounds for disciplinary action, even dismissal, depending on the circumstances of the absence. Unless an employee is physically unable, they should report their leave and not have a friend or family member call. If an employee feels he or she is being unfairly denied annual leave or sick days, he or she may appeal to the Division Officer or Human Resources without fear of retaliation. Administrative Leave VCOM permits employees administrative leave, which is time off to serve on jury duty, appear in court as a witness under subpoena, or attend work-related hearings. This time must be requested in advance and approved by the supervisor with final notification to the President that the time has been granted. If an employee is called for jury duty, they should ask their supervisor or the Human Resource Director about specific departmental requirements and information about the fees that an employee may retain. Employees will receive full pay for administrative leave if they turn in service fees paid for court duties, such as jury or witness fees. Employees may also periodically miss worktime to serve on certain community organizations, councils, commissions, boards, or committees as requested or approved by the employee’s supervising officer. If approved by the Officer, such time is considered business duties and/or business travel and time worked.

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