Professional Leave Regulations
|The leave regulations applicable to employees in the Professional Service are contained in Article XIII of the Policies of the Board of Trustees and in Article 23 of the Agreement between the State and the United University Professions. The various types of leave available to members of the professional staff and the specific campus procedures relating to each type of leave are described in the various sections of this site.||Click on any topic below for more information:|
Article XIII, Title I of the Policies of the Board of Trustees states that:
Employees shall be required to certify their presence and record any absences on forms to be provided by the State. Employees shall also be required to record on such forms any charges to or accruals of vacation or sick leave credits. Such forms shall be submitted to the chief administrative officer, or designee, for review on a monthly basis.
An Attendance Report is distributed to every professional employee (monthly) and every academic employee (semester end). Employees are required to certify their presence and record their usage of sick leave and vacation leave (if applicable) and their actual dates of absence for the previous month. Employees are required to obtain the signature of their supervisor on the reports. The signed report should then be returned to Human Resources prior to the due date for the month being reported. Based on the usage reported each month, the employee's leave credit balance is updated. Submittal of attendance reports provides the basis for certification of an employee's name on the college payroll. Failure to submit attendance reports can ultimately result in the withholding of salary payments. New employees should be advised of the attendance reporting procedure as part of their initial orientation.
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Pursuant to Article XIII, Title G, Section 1(a) of the Policies of the Board of Trustees, upon being discontinued from service in accordance with
provisions of the State University Group Disability Insurance Program, an employee
shall be granted a leave without pay for disability and shall be continued on such
leave without pay until the disability ceases, the employee reaches age 65, or death,
whichever event occurs first. Disabled employees may elect to use all or any portion
of their leave credits prior to being discontinued from service under Title G, subject
to provisions of the New York State Employees' Retirement System (ERS) or Teachers'
Retirement System (TRS), if applicable, concerning disability retirement. In the event
the application for disability retirement is approved by ERS or TRS, the disabled
employee shall be removed from the payroll and granted a leave without pay effective
with the date disability retirement benefits are payable. For the purposes of of the
State University Group Disability Insurance Program, the President may require an
employee to be examined by a physician selected by the college at its expense. Determination
that a disability exists may be made by the President upon the advice of the college's
examining physician. Notwithstanding the failure of an employee to cooperate with
the college's examining physician, a determination that a disability exists may be
made by the President upon advice of the college's examining physician that there
are reasonable grounds to assume that a disability benefit would be payable in accordance
with of the State University Group Disability Insurance Program. If the President
determines, in accordance with the provisions of Title G, that a disability exists,
the employee must apply for disability benefits under of the State University Group
Disability Insurance Program. In the event the employee does not apply for disability
benefits, the employee shall be placed on disability leave without pay. If, upon finding
that an employee is not disabled, the disability insurance carrier disapproves an
employee's application for benefits, the employee shall be restored to regular employment
status. The provisions for discontinuation from service of employees not covered by
the State University Group Disability Insurance Program are contained in Article XIII,
Title G, Section 1(b) of the Policies of the Board of Trustees and are similar to those cited above. If the President determines
that a disability exists which would prevent an employee from performing the employee's
duties, the employee shall be placed on leave without pay. Where appropriate, the
President, after consulting with the college's examining physician, may refer the
employee to the Employee Assistance Program or to other service agencies. The employee,
however, shall be permitted to use any and all accumulated sick leave credits and
may request additional sick leave as described previously. An employee who has been
placed on disability leave without pay under these provisions may subsequently request
to be restored to regular employment status subject to the provisions cited in Article
XIII, Title G, Section 1(b) of the Policies of the Board of Trustees
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The Agreement between the State and the United University Professions, Inc. provides for the granting of employee organization leave (with pay), for designated employees to attend UUP meetings, process grievances and participate in negotiations with the State. The requesting employee initiates the leave by contacting HRM.
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On proof of necessity of jury service, an employee shall be granted leave with pay without charge to leave credits. The President has designated department heads to authorize leave with pay for jury service.
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The Policies of the Board of Trustees and the Agreement between the State and the United University Professions, Inc. do not address maternity leave as a separate category. However, the State policy entitled "Leave for Pregnancy, Childbirth and Child Care" is applicable to members of the Professional Services Negotiating Unit and M/C employees. Under this policy, maternity leave is sick leave with pay, for that period of time that the employee is disabled due to pregnancy and childbirth, and other leave, for that period after the employee is no longer disabled but wishes to remain on leave of absence without pay for the purpose of child care. The approval process outlined for sick leave and other leave should be followed when requesting maternity leave. The period of sick leave will be determined based upon a statement from the employee's physician indicating the anticipated period of disability. In most instances, this period should not exceed four weeks before the anticipated delivery date and six weeks after delivery. Periods of sick leave beyond these general limits will require a detailed statement from the employee's physician. During the period of disability, the employee shall be permitted to use accumulated sick leave credits. If the employee does not have sufficient accumulated leave credits to cover the entire period of disability, the employee may request additional sick leave at full or partial salary, or without salary as described previously. Following the period of disability, approval of other leave without pay for the purpose of child care will generally not be approved for a period beyond seven months after the birth of the child.
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Pursuant to the New York State Military Law, an employee is eligible for leave(s) of absence with pay for "ordered military duty" for up to thirty (30) calendar days or twenty-two (22) working days (whichever is greater) in a calendar year. Requests for leave of absence with pay for "ordered military duty" should be submitted on a Change of Status Form. A copy of the employee's orders should accompany the request for leave. Employees are entitled to leave in addition to the above. Contact HRM for specific information.
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Other leaves of absence as defined in Article XIII, Title F of the Policies of the Board of Trustees, may be granted to academic or professional employees "for the purpose of professional development, acceptance of assignments of limited duration with other universities and colleges, governmental agencies, foreign nations, private foundations, corporations and similar agencies, as a faculty member, expert, consultant or in a similar capacity, or for other appropriate purposes consistent with the needs and interests of the college. Leave of absence without salary may also be granted under appropriate circumstances for the purpose of child care.
Approvals: Leaves of absence at full or reduced salary are subject to the approval of the President and the Chancellor. Leaves of absence without pay require the approval of the President.[ Back to Top ]
Policy: Article XIII, Title E of the Policies of the Board of Trustees stipulates that the objective of a sabbatical leave "is to increase an employee's value to the University and thereby improve and enrich its programs. All requests for sabbatical leave should clearly and specifically describe how the criteria in Policies will be met or should present alternative criteria and evidence with particular emphasis on the value of the project to the individual and to the college. All requests should be accompanied by a current curriculum vita and by a statement from the chairperson (dean in those units without a departmental structure) assessing the applicant's proposal, previous record, and the importance of the project to the program of the academic unit. Since time is the critical resource in sabbatical leaves, it is expected that faculty will maximize the time available for the sabbatical by not requesting assignments in the summer sessions immediately preceding or following the sabbatical leave if that leave is for one semester only.
Eligibility: Academic employees having continuing appointment who have completed at least six consecutive years of service within the University or who, if they previously had a sabbatical leave, have completed at least six consecutive years within the University from the date of return from their last sabbatical leave. In computing consecutive years of service for the purpose of determining eligibility, periods of leaves of absence, other than vacation leave and sick leave with salary, and periods of part-time service shall not be included but shall not be deemed an interruption of otherwise consecutive service.
Terms and Conditions: There are two types of sabbatical leave as provided in Article XIII, Title E of the Policies of the Board of Trustees:
Applications: Requests for sabbatical leave are to be submitted on the Change of Status Form. Prior to this step, the employee will prepare a written request for sabbatical leave and forward to his/her Chair for review and approval. Applications should be submitted through administrative channels as far in advance as possible of the requested effective date of the leave, but in no event later than six months in advance of the effective date. When signing the application, applicants must agree to the following requirements:
Approvals: Requests for sabbatical leave are subject to approval by the applicant's department
head, dean and vice president. Final approval is confirmed in writing by the President.
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Part-time employees in the negotiating unit shall be eligible to accrue vacation leave as follows:
Under the current academic calendar, academic year obligation employees do not earn sick leave credits during the months of June, July or August.
Family Sick Leave: (Bereavement) The Policies also allow an employee to request use of up to a maximum of thirty days of sick leave
each calendar year necessitated by death or illness in the employee's immediate family.
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Part-time calendar and college year employees in the negotiating unit shall be eligible to accrue credit for vacation leave as follows:
Maximum Accumulation: Accumulation of vacation credits is not limited within any calendar year provided,
however, such accumulations shall not exceed 40 days as of the first day of any calendar
year. In the event of death, retirement, resignation or other nondisciplinary separation
from college service, or change of the period of professional obligation from calendar
year or college year to academic year, an employee is compensated for such accumulated
and unused vacation leave credits not to exceed a maximum of 30 days. Payment may
not be made if the employee moves to a position in another State University unit covered
by the Policies of the Board of Trustees or a position in another State agency which is covered by
the Attendance Rules for employees in the State Classified Service.
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Pursuant to Article XIII, Title A of the Policies of the Board of Trustees, full-time Managerial/Confidential (M/C) employees and employees in the Professional Services Negotiating unit hired prior to July 1, 1982 with a calendar year or a college year obligation are eligible to accrue credits for vacation leave at the rate of one and three-quarter days (1.75) per month or major fraction thereof during the term of their professional obligation. On January 2nd of each year, one vacation day shall be added to the accrual balance of all employees eligible to accrue vacation leave. Commencing December 1, 1982, calendar year and college year employees who serve on a full-time basis in a position in the negotiating unit and are appointed on or after July 1, 1982, shall be eligible to accrue credits for vacation leave each month or major fraction thereof during the term of their professional obligation as follows:
Sick leave is absence with pay necessitated by the illness or disability of the employee, including illness or disability caused by pregnancy or childbirth.
Accrual of Sick Leave Credits: Pursuant to Article XIII, Title C of the Policies of the Board of Trustees, full-time Managerial/Confidential (M/C) employees and employees in the Professional Services Negotiating unit hired prior to July 1, 1982 are eligible to accrue credits for sick leave at the rate of one and three-quarter days (1.75) per month or major fraction thereof during the term of their professional obligation. Commencing December 1, 1982, employees who serve on a full-time basis in a position in the negotiating unit and are appointed on or after July 1, 1982, shall be eligible to accrue sick leave each month or major fraction thereof during the term of their professional obligation as follows: