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University of Louisville
 OFFICIAL
UNIVERSITY
ADMINISTRATIVE
 POLICY
 
 
University Staff
 
POLICY NAME
Other Leaves with Pay
EFFECTIVE DATE
August 15, 2017
POLICY NUMBER
 PER-4.20
 
POLICY STATEMENT
Bereavement Leave
The university recognizes the need for employees to be away from work upon the death of an immediate family member. An employee, upon request, shall be granted three days of administrative leave with pay upon the death of any member of the employee's immediate family. (See Definitions below for definition of immediate family).  If more than three days' absence is necessary to arrange for the disposition of remains or to attend a funeral or memorial service, including reasonable travel time, employees may use accrued sick leave.
 
If employees desire additional time off from work in conjunction with Bereavement Leave for other reasons (such as spending time with extended family members or probating an estate) employees may request time off using personal days, annual leave, and/or leave without pay consistent with appropriate leave policies.  Supervisory approval shall not be unreasonably withheld.
 
Court/Jury Duty
Any staff member who submits to the staff member's department head a copy of his or her subpoena to serve as a juror or as a witness shall be granted time off for actual time for such duty and reasonable travel time when such absence occurs during his or her regularly scheduled hours of work. A copy of the subpoena must be retained at the departmental/unit level. Staff members shall be required to return to their jobs at the end of the daily court duty if there are more than four hours remaining in the work schedule. Employees normally scheduled to work on the second or third shift who are selected for court/jury duty will be expected to report for work in accordance with their assigned schedules if they are excused from such service before having served four hours or more. Appearance in court for traffic or other violations or as a party in a lawsuit must be charged to an appropriate leave balance or leave without pay.
 
Voting
In accordance with state statutes, any person who is entitled to vote on Election Day may be absent up to four hours if the voter applies for the time off prior to Election Day. Supervisors may grant up to two consecutive hours off from regular duties with pay to vote and may determine when such time off is to be taken during the day. The employee may use annual leave or personal days for the remaining two hours.
 
Education Leave
Educational leave with pay shall be granted to any employee who is required as a part of the job to enroll in or attend a college, university, training academy, short course, seminar, conference, or other meeting.

Release time from the regular work schedule may be granted by unit heads to employees to attend university classes during normal working hours for their personal benefit provided:
  1. the release time will not cause an undue hardship on the operations of the unit or upon the working conditions of other personnel in the unit; and
  2. the employee has demonstrated and documented satisfactory performance; and/or
  3. time missed from the normal work schedule for classified staff to attend such classes will be made up during the same workweek in which the absence(s) occurs.
Personal Leave (Classified Staff)
The university will provide occasional time off with pay for classified employees to conduct personal business which cannot be transacted outside normal working hours, such as real estate closings, religious observances, court appearance other than jury duty or as a witness (see Court/Jury Duty section above), and family responsibilities.
During the calendar year, a classified employee may take up to two days of personal leave with pay. Personal leave may be authorized by the supervisor at times convenient to the department. Notice should be given three workdays in advance. In emergencies, however, shorter notice may be given.
 
Personal leave days are not accrued beyond the calendar year.
 
Whenever an employee moves from one unit to another without a break in regular continuous service, unused personal days shall be transferred to the new unit for future use during the remainder of the calendar year.
 
Personal leave will not be paid at termination nor in the event an employee transfers into a professional/administrative position.
 
Professional Leave (Professional/Administrative Staff)
The university will grant, whenever possible, a leave of absence with pay to any professional/administrative staff member who has completed ten continuous years of university service in such capacity. It is anticipated such leaves are to be used for improving the staff member's contribution to the university's research, teaching, or public service missions, or for personal development. Such leave may be granted by the President, or his designee, for up to three months, not more frequently than every five years, on the recommendation of the professional/administrative staff member's immediate supervisor and the Associate Vice President for Human Resources.
   
DEFINITIONS

Immediate Family Member - Biological, foster or adoptive parent, a stepparent, spouse, qualifying adult (see definition), a biological, adoptive or foster child, a step child, a legal ward or a person whom the employee has (or had during the person's youth) daily responsibility and financial support, mother, father, brother, sister, son, daughter, husband, wife, mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandparents, and grandchildren of both the employee and spouse or qualifying adult.

 
PROCEDURES
 
Bereavement Leave - Submit a request to use bereavement leave on the Request for Leave Form  to the supervisor and/or unit head. The request should indicate the time(s) and date(s) the leave begins and the return to work. The request should also indicate the family relationship to the deceased family member. In certain cases, the employee may notify the supervisor of the need to use bereavement leave by telephone and complete the form upon returning to work.
 
Court/Jury Duty - Submit a request to use administrative leave with pay for court or jury duty on a Request for Leave Form prior to the beginning date of the leave of absence. The request should indicate the times and dates as to when the leave begins and the return to work. A copy of the subpoena to serve as a juror or as a witness must be attached.
 
Voting - Submit a request to use administrative leave with pay for voting on a Request for Leave Form prior to the beginning date of the leave of absence. The request should indicate the times and dates as to when the leave begins and the return to work.
 
Personal Leave (Classified Staff) - Submit a request to use personal leave on a Request for Leave Form in advance of the leave time requested. The request should indicate the time(s) and date(s) when the leave begins and the return from leave.
 
RESPONSIBILITIES
The supervisor or department/unit head is responsible for reviewing request for leave submissions, determining approval, and notifying the employee of the determination.  
 
FORMS/ONLINE PROCESSES
 
 
 
HISTORY 
This policy replaces the following previous policies:
Personal Leave-PER 4.06 (effective January 25, 1995);
Bereavement Leave-PER 4.07 (effective February 8, 2002);
Court/Jury Duty-PER 4.09 (effective May 1, 1992);
Voting-PER 4.10 (effective May 1, 1992); and
Leaves of Absence with Pay-PER 4.12 (education and professional leave – effective May 1, 1992)

 

Revision Date(s): May 8, 2015, November 22, 2016, August 15, 2017 (effective November 30, 2017) 

Review Date(s): March 8, 2016, November 22, 2016, August 15, 2017

 
ADMINISTRATIVE AUTHORITY
Associate Vice President for Human Resources
 
RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION
Human Resources
1980 Arthur Street
Phone:  502-852-3167
Email: hrhelp@louisville.edu

The University Policy and Procedure Library is updated regularly.  In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.

 
 
 
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