VCOM Administrative and Classified Staff Handbook

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. Employees may also be given mandatory administrative leave as a warning for need for improvement. When this occurs, it is the intent of administration that the employee issue be resolved prior to returning to work. Granted administrative leave with pay will not exceed the time required for the purpose for which it is taken and may not exceed three days. Any additional time that an employee chooses to take on the same day must be charged to appropriate leave balances or to leave without pay. Documentation of duties and time spent is required. Educational Leave Employees may be allowed to take leave to further their education through courses of study related to their work or that of their department if approved by the officer over that Division. Educational leave may not be approved for a period of greater than five days. It may be leave with full, partial, or no pay, and must be authorized by the supervisor and division/department leader. The division/department leader has the option to determine if an employee may be granted the leave with pay or if it will have to be a leave without pay. The division/department leader may allow an employee to make up time after hours if the work schedule permits. Any altered schedules must be approved by the Campus Dean or Divisional Officer. Leave Without Pay Approval for leave without pay is rare and not guaranteed. However, in addition to military and educational leave without pay, a Division Officer, with approval by the President, may grant reasonable periods of leave without pay for extended illness, sabbaticals, or other personal leave purposes as long as such leave does not interfere with the educational program or the ability to carry out the institutional mission. A VCOM officer, in consultation with the employee and the President, has the discretion to grant or deny an employee’s request to take unpaid leave while maintaining certain leave balances when that employee’s request does not interfere with the educational program or essential functions of the College. However, the Division Officer and President may also require that the employee use their annual leave before going on leave without pay. When a leave without pay has been granted (other than military leave) and reinstatement to the employee’s former position upon their return has been granted, employees

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