SECTION 11 Leaves of Abs

SECTION 11  LEAVES OF ABSENCE

11.1 Paid Leaves

11.1.1 General Eligibility

11.1.1.1 A faculty member becomes eligible for leaves on assuming an appointment with the university and commencing employment.

11.1.1.2 Faculty members are not eligible for benefits beyond the end of their contract period, or as defined more specifically below.

11.1.1.3 Faculty members employed for the summer session are eligible for benefits during that summer such that the total of salary and benefits does not exceed their summer contract.

11.1.1.4 Further eligibility requirements apply to certain paid leaves as specified below.

11.1.1.5 If the faculty member is not employed during the summer and the condition starts between June 16 and September 15 of a given year, benefits begin September 16.

11.1.2 Definition of Terms

“Family members” shall mean members of the same immediate or extended family, such as spouse, domestic partner, sibling, parent, legal guardian, or child.

11.1.3 Short-term Medical Leaves

11.1.3.1 Definitions

11.1.3.1.1  A short-term medical illness or accident is one that prevents a faculty member from discharging his or her responsibilities for two weeks or less. Procedures for covering a faculty member’s responsibilities during a short-term medical leave are developed by each department or college to cover the unique conditions of that unit. A short-term medical leave may be used by faculty who must care for a family member who is injured or ill.

11.1.3.1.2 A faculty member is deemed to have a recurrent short-term illness when the total number of days of service missed as a result of the medical condition exceeds two weeks in an academic year but a disability is not claimed to exist. When a faculty member has a recurrent short-term illness, the Provost or designee may require verification of the illness by the treating physician. The Provost or designee may also require that the faculty member present evidence that he or she is receiving treatment to remedy the condition. The faculty member shall be referred to Human Resources to determine eligibility for protected medical leave and/or extended medical leave in coordination with the Provost’s Office.

11.1.3.2 Eligibility

All faculty members are eligible for short-term medical leave benefits beginning with the first day of the medical condition.

11.1.3.3 Benefits

While eligible for benefits, faculty members on short-term medical leaves will receive:

11.1.3.3.1  Full pay and full status.

11.1.3.3.2 Standard contribution to retirement and health and disability plans.

11.1.3.3.3 Continuation of all other financial benefits.

11.1.4 Maternity Leave

11.1.4.1 Definition

Leave for maternity will cover the period in which a mother is unable to perform her faculty duties prior to, during, and after childbirth.

11.1.4.2 Benefits

11.1.4.2.1 Paid leave for maternity will cover the period of disability prior to, during, and after childbirth as determined by the faculty member’s attending health professional and will be for one quarter or its equivalent, but not to exceed twelve weeks. More leave may be granted if needed for medical reasons. (See also Sec. 7.7.1.1.2.1 regarding delay of tenure decision.)

11.1.4.2.2 In the event an extended leave is medically necessary, the maternity leave period is considered as part of the 180 calendar days maximum medical leave described in section 11.1.5. Paid maternity leave will run concurrently with any state or federally protected leave benefits for which the faculty member may be eligible.

11.1.4.2.3 Faculty members on maternity leaves will receive benefits as in sections 11.1.3.3.

11.1.4.2.4 Up to three quarters of maternity or related extended medical leave will be counted in determining eligibility for professional leave.

11.1.4.3 Parental Leave
Tenure-line faculty and non-tenure-track faculty with multi-year contracts will be entitled to up to six weeks of paid leave to care for a new child, a newly adopted child, or a child placed into foster care. Parental leave shall begin with the birth or placement of the child, and will run concurrently with available medical leave. Faculty members are expected to provide at least 30 days written notice of anticipated parental leave when possible. With approval from the supervising dean, parental leave may be extended as unpaid leave. This leave must be taken within one year following the placement.

11.1.5 Extended Medical Leaves

It is the intent of this policy to aid faculty through periods of disability and to encourage full and speedy recovery.

11.1.5.1 Definition

An extended medical condition means the incapacity to perform faculty duties for a period of more than two weeks, resulting from accident, illness, or recurrent short-term illness. Use of medical leave up to 180 calendar days may be part or full time depending on medical documentation.

11.1.5.2 Eligibility

11.1.5.2.1 Tenured and tenure-track faculty are eligible for extended medical leave based on the FTE at the time of the leave and medical documentation. Non-tenure track faculty with .5 or greater appointment with a year or more of cumulative service are eligible for 180 calendar days of medical leave or until the end of the contract, whichever is shorter. Benefits for non-tenure-track faculty will be provided only during the contracted service period and may not exceed the length of service with the University.

11.1.5.2.2 Any faculty member on extended medical leave must submit to the office of the President or President’s designee a verification of the medical condition.

11.1.5.3 Benefits

11.1.5.3.1 Leave shall be given for each separate case as required for recovery to resume normal duties up to the maximum time specified in 11.1.5.2.1.

11.1.5.3.2 In general, benefits are awarded for a period of 180 calendar days or for the period in which the individual is unable to perform assigned duties, whichever is shorter.

11.1.5.3.3 Faculty members on extended medical leaves will receive benefits as in Section 11.1.3.3.

11.1.5.3.4 If the need for medical leave continues beyond 180 calendar days, the faculty member may receive long-term disability insurance benefits, provided that the faculty member has elected to carry such long-term disability coverage as part of his/her insurance package and qualifies under the rules of that plan.

11.1.5.3.5 Up to three quarters of extended medical leave will be counted in determining eligibility for professional leave.

11.1.5.4 Administration of Extended Medical Leaves

11.1.5.4.1 Human Resources will inform faculty members of documentation required for extended medical leave. In coordination with the Provost's office, Human Resources will confirm necessary documentation and employment status for eligibility for extended medical leave.

11.1.5.4.2 Before resuming normal duties, the university may require a certificate of ability to return to normal duties.

11.1.5.4.3 Termination of extended medical leave benefits shall be preceded by advance written notice to the individual concerned and such termination is made through an official Personnel Action form.

11.1.5.4.4 In the event that a faculty member is assigned the teaching duties of a colleague taking extended medical leave, the dean and chair shall confer regarding appropriate release time or compensation.
 

11.1.6 Compassionate Leave

11.1.6.1 At the discretion of the President or President’s designee, a faculty member may be granted a paid compassionate leave of up to one month to allow the faculty member to attend to family matters. This leave may be taken for the care of a family member.

11.1.6.2 Family matters are those involving family members (see 11.1.2).

11.1.6.3 Faculty members on compassionate leaves will receive benefits as in Section 11.1.3.3.

11.1.7 Bereavement Leaves

11.1.7.1 Definition

A bereavement leave is a leave to attend the funeral, memorial service, or other ceremony after the death of a family member, as defined in 11.1.2.

11.1.7.2 Benefits

11.1.7.2.1. A bereavement leave may last up to a period of no more than one (1) week.

11.1.7.2.2 Benefits are as in Section 11.1.3.3.

11.1.8 Leaves for Jury or Court Duty

11.1.8.1 Eligibility

11.1.8.1.1 Faculty members serving on juries or as witnesses in legal actions shall attempt to arrange their court obligations to minimize interference with their classes and other University responsibilities.

11.1.8.2 Benefits

11.1.8.2.1 Faculty shall retain full pay and status during such periods, less that amount received as remuneration for service on the jury.

11.1.8.2.2 The period of leave for jury or court duty (excluding compensated service as an expert witness) will be counted as full-time service in determining eligibility for professional leave.

11.1.8.2.3 In the event that a faculty member assumes the teaching duties of a colleague on jury duty for more than two weeks, the dean and chair shall confer regarding appropriate compensation.

11.2 Leaves Without Pay

Extended leave without pay or benefits may be granted at the discretion of the President and the Board of Trustees upon the recommendation of the chairperson and dean. The types of such leave include unpaid compassionate leave, extended military leave, leave for elective office, and leaves for academic pursuits.

11.2.1 Definitions

11.2.1.1 Unpaid compassionate leave: A leave of up to a month may be granted for the care of someone other than a family member as defined in 11.1.2 who is injured or ill. If such a leave is granted, the parties to this agreement will be notified of the decision. This leave may also be taken for (i) the administration of the estate or the disposition of other legal matters on behalf of a family member, or (ii) extended bereavement.

11.2.1.2 Leave for elective office is a leave that allows a faculty member to campaign for office or to serve in an elected office.

11.2.1.3 Leave for academic pursuit is a leave that allows a faculty member to engage in scholarly or creative activity, in special studies, or in professional development.

11.2.1.4 Military leave is defined in 11.4 below. Extended military leave is one whose period exceeds 15 days.

11.2.2 Eligibility

11.2.2.1 Leaves without pay may be granted to faculty members with one or more years of service.

11.2.2.2 Requests for leaves without pay shall be made through the faculty member’s chair or dean, as appropriate, and shall contain a statement of the applicant’s purpose and plan.

11.2.2.3 When possible, requests for leave shall be made at least two quarters in advance of the beginning of the leave. Requests for extension of leave shall follow the same rule.

11.2.3 Benefits

11.2.3.1 A faculty member securing a leave without pay shall receive a written statement from the President or President’s designee indicating the times when the leave is to begin and end. For probationary faculty, leave without pay does not count toward the period of service for tenure, unless an agreement to the contrary is made in writing.

11.2.3.2 Leave may be granted for a period of time of up to one year, upon the recommendation of the chairperson or dean and approval by the President or President’s designee. Leave may be extended for an additional two years. In case a faculty member is elected to public office, the leave shall extend through the initial term of that public office.

11.2.3.3 Upon returning, the faculty member shall resume the same position, unless the individual was promoted while on leave.

11.2.3.4 The faculty member’s leave proposal shall specify the date the faculty member will return to work. Any extension must be requested a full quarter before the end of the leave.

11.2.3.5 The faculty member returning from leave shall be entitled to pay at the rate the individual would be receiving if in continuous service.

11.2.3.6 A faculty member who has a work assignment at the university for at least one day a month during a leave without pay will be eligible for continued paid benefits. If this condition is not met, faculty may elect to continue certain benefits on a self-pay basis. A faculty member who takes a leave without pay for academic pursuits may receive certain insurance and retirement benefits while on leave, provided that, in the opinion of the dean and the President or President’s designee, the purposes of the leave directly benefit the institution, and provided that the compensation available to the faculty member on leave is less than the compensation (including benefits) the faculty member would have received had he or she remained in the University’s employ.

11.2.3.7 Up to three quarters of compassionate leave without pay, or of extended military leave without pay, shall be counted in determining eligibility for professional leave. For the remaining types of leave without pay, the faculty member may include in his or her request that up to three quarters of this leave count in determining eligibility for professional leave, and the President or President’s designee will decide this matter and inform the faculty member of the decision in writing at the time the leave is granted.

11.3 Military Leaves

11.3.1 Definition

11.3.1.1 Military leave is leave that allows a faculty member to serve in the military when she or he is drafted, recalled into service, or, in time of war, voluntarily enters military service. This includes leave to undertake military or wartime assignments in a civilian capacity.

11.3.1.2 A short term military leave is one whose period does not exceed 15 calendar days.

11.3.2 Eligibility

Faculty members are eligible for short term military leaves and also for extended military leaves without pay (see 11.2) whenever they meet the definition for military leave.

11.3.3 Benefits

11.3.3.1 The following legal provision applies to faculty and can be used when the faculty member cannot conveniently arrange to serve a period of active duty outside the academic year or summer session for which she or he is employed. Every officer and employee of the state or of any county, city, or other political subdivision thereof who is a member of the Washington National Guard or of the Army, Navy, Air Force, Coast Guard, or Marine Corps Reserve of the United States, or of any organized Reserve Armed Forces of the United States shall be entitled to and shall be granted military leaves of absence from such employment for a period not exceeding 15 calendar days during each year. Such leaves shall be granted in order that the person may participate in active training duty in such a manner and at such time as ordered into active training duty. Such military leaves of absence shall be in addition to any vacation or sick leave to which the individual might otherwise be entitled and shall not involve any loss of efficiency rating, privileges, or pay. During the period of military leave, the faculty member shall receive from the state or the county, city, or other political subdivision, normal pay.

11.3.3.2 Short term military leaves will count as service towards professional leave.