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Type: University Policy
Division: Faculty
Office: ACADEMIC & STUDENT AFFAIRS

Contact Phone Number: 503-838-8271
Contact Email Address: provost@wou.edu

TITLE
The Research Institute Vacation/Sick Leave Policy
POLICY NUMBER
ASA-01-086
RESPONSIBLE OFFICER UNIVERSITY CONTACT
Provost and Vice President for Academic Affairs Office of Academic Affairs
SUMMARY

The purpose of this policy is to outline the vacation and sick leave policy of the staff of the Teaching Research Institute for Unclassified Staff funded primarily by grants and contracts. 

APPLICABLE TO
Unclassified Staff funded primarily by grants and contracts
DEFINITIONS
AUTHORITY

Administrative Rule 580-021-0045 (Conditions of Employment on Gift, Grant and Contract Funds) sections 580-021-0200 through 580-021-0245 (Sabbatical Leave)

In addition, sections 580-021-0030 (Vacations) and 580-021-0040 (Sick Leave Plan for Academic Personnel) are replaced or modified as indicated in this document. 

FULL STATEMENT OF AUTHORITY

POLICY STATEMENT

VACATION POLICY FOR 12-MONTH ACADEMIC EMPLOYEE 

ELIGIBILITY All persons appointed (or re-appointed) to a 12-month academic position of .50 FTE or more at Teaching Research Institute shall be entitled to vacation benefits, hereinafter described, unless specifically exempted by conditions and/or qualifications contained in their Notice of Appointment.  New appointments of less than six (6) months duration will not be eligible for vacation benefits. 

VACATION BENEFITS Vacation benefits shall accrue at the rate of 14.67 hours for each full (1.00 FTE) month of service, excluding any months when on leave without pay, to a maximum of 176 regular work hours (22 work days).  Vacation benefits to be earned will be posted to the employee's records at the beginning of the appointment period. 

SCHEDULING OF VACATION Vacation schedules must be compatible with major work assignments and shall be determined by mutual agreement between the employee and his/her supervisor.  Vacation time must be taken during the appointment period in which it is earned. 

UNUSED VACATION Vacation privileges are not cumulative from year to year.  Unused vacation time will be dropped from the employee's records at the end of each appointment period.  No payment will be made for unused vacation. 

REPORTING OF VACATION USED 

RESIGNATION OR TERMINATION Resignation or termination prior to the end of an appointment period may result in a claim against the employee for vacation time taken but not yet fully earned.  This amount may be deducted from the employee's final paycheck. 

SICK LEAVE POLICY FOR ALL ACADEMIC EMPLOYEES 

ELIGIBILITY All persons appointed (or reappointed) to an academic position of .50 FTE or more at Teaching Research Institute shall be entitled to earn and use sick leave benefits, hereinafter described, unless specifically exempted by conditions and/or qualifications contained in their Notice of Appointment.  New appointments of less than 30 days duration will not be eligible to earn or use sick leave benefits. 

SICK LEAVE BENEFITS Sick leave benefits shall accrue at the rate of eight (8) hours for each full (1.00 FTE) month of service, excluding any months when on leave without pay.  Sick leave benefits to be earned will be posted to the employee's records at the beginning of the appointment period. 

USE OF SICK LEAVE Sick leave may be used for any period of absence from service which is due to the employee's illness, injury, disability resulting from pregnancy, necessity for medical or dental care, exposure to contagious disease, or attendance upon members of the employee's immediate family (employee's parents, spouse, children, brother, sister, grandmother, grandfather, son-in-law, daughter-in-law, or another member of the immediate household) where the employee's presence is required because of illness or death in the immediate family of the employee or the employee's spouse. Teaching Research Institute may require a physician's certificate before allowing an employee to return to work, to certify that the return would not be detrimental to the employee or to others. 

REPORTING OF SICK LEAVE USED Each employee shall maintain a monthly time report listing the hours absent for the purpose of sick leave.  This report shall be signed by the employee and submitted to his/her supervisor no later than the tenth calendar day of the following month. 

RESIGNATION OR TERMINATION Resignation or termination prior to the end of an appointment period may result in a claim against the employee for sick leave taken but not fully earned.  This amount may be deducted from the employee's final paycheck. 

APPROVAL The supervisor that approves the monthly Vacation and/or Sick Leave form is responsible for accurate employee reporting.  Leave records including accrual, usage, and leave balance are maintained in the Teaching Research Institute Business Office. 

 

PROCEDURES

Reporting procedures are specified in the policy. 

REFERENCED OR RELATED POLICIES
Academic Staff Holidays
RELEVANT DOCUMENTS AND LINKS
HISTORY
APPROVAL DATE:
EFFECTIVE DATE: 05/01/1997
LAST UPDATED: 05/01/2006

HISTORICAL DETAIL NOTES:

N/A



SOURCE:    Previously Referred to as: PRE-HR-003
FOR POLICY WEBSITE INPUT (public audience keyword search)
vacation, sick leave