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Purpose: To provide guidelines which determine the manner in which supervisors review and approve or disapprove annual leave requests for AFSCME, OPEIU, and SPFPA represented employees in their department.

Policy:

Two methods may be used by department supervisors for employee submission and supervisory approval or disapproval of annual leave requests. The method selected must be communicated in writing to all employees in the department. If Method 2 is used, it must be based on the agreement of all employees in the department.

Method 1

This method of annual leave request submission and review is based on the appropriate contractual period outlined in the applicable collective bargaining agreement. Following are the selection and leave periods for each bargaining unit:

Bargaining Unit Selection Period Leave Period

AFSCME March 1 - 31 July 1 - December 31

September 1 - 30 January 1 - June 30

OPEIU March 1 - 31 July 1 - December 31

September 1 - 30 January 1 - June 30

SPFPA January 1 - February 28 March 1 - February 28 (9) of following year

Under this method, employees should be advised that annual leave submitted in the selection period will be reviewed and granted on a seniority basis. The department supervisor should determine prior to the end of a selection period, based on operational needs, the maximum number of employees that may be on leave at one time. This determination should be based on the normal operational requirements of the department as well as any special projects planned during certain parts of the year. The maximum number of employees permitted to be on leave at one time should not be changed based on leave requests submitted by employees but may be changed on an annual basis based on the need to maintain efficient operations.

At the conclusion of the selection period, the department supervisor should review leave requests in seniority order (most senior to least senior). The leave requests should be reviewed and approved or disapproved in that order. Employees should be notified of the approval or disapproval within fourteen (14) days of the expiration of the selection period, and a listing of the approved leave for all employees should be posted in an area accessible to all employees (see note below regarding special provisions for SPFPA employees).

Employees may submit leave requests after the selection period, and these requests may be considered based on the same operational guidelines. Specifically, if the maximum number of employees permitted to be on leave at one time has not been reached and no specific projects have been planned based on the number of employees available, the leave request may be granted.

Except in rare instances, annual leave requests submitted outside the selection period should be submitted at least five (5) working days prior to the time the employee is requesting leave. A department supervisor has the right to reject any annual leave request that is submitted less than five (5) working days prior to the time the leave is requested for. This provision is based on the fact that supervisors should have enough advanced notice of leave to change work plans and assignments accordingly.

Because the leave period for SPFPA employees begins the day after the selection period ends, the employee should inform the department supervisor of any request which is for leave time within the first forty-five days of the leave period. The supervisor will attempt to determine if the leave may be approved by polling other employees as quickly as possible.

Method 2

If all employees in a department elect not to follow the contractually specified process, department supervisors may approve annual leave requests on a first come, first served basis.

Under this method, the department supervisor should advise all employees in writing that annual leave will be reviewed and approved on a first come, first served basis. In addition all requests for leave should be submitted at least ten (10) working days prior to the anticipated leave, but no earlier than one (1) year prior to the anticipated leave.

The following types of leave are addressed as part of this policy; however, the methods of selection outlined above do not apply to these types of leave.

Provisions Regarding Use of Minor Holidays and Personal Leave

A leave request must be submitted for any minor holiday not taken as time off between Christmas Day and New Year’s Day. Department supervisors retain the right to refuse minor holiday leave in order to maintain efficient operations. If an employee intends to use his or her minor holiday time as part of annual leave, the request for such usage should be done during the selection period for annual leave.

Except in rare instances, minor holiday leave requests submitted outside the selection period should be submitted at least five (5) working days prior to the anticipated leave. A department supervisor has the right to reject any annual leave request which is not submitted during this time frame. This provision is based on the fact that supervisors should have enough advanced notice of leave to plan work and assignments accordingly.

Personal leave time is used for absence from the job for reasons of a personal nature. Employees are not required to provide the department supervisor or any other university employee the reason for the use of such leave. If an employee intends to take personal leave for a period of greater than one day, he or she should submit a leave slip at least five (5) working days prior to the anticipated leave. It is understood, however, that in some instances the nature of the usage may not permit the employee to meet this provision. A request for personal leave should not be denied based on the fact it was not submitted five days prior to usage. The basis for denial should be the ability of the department supervisor to maintain efficient operations during the period of leave requested by the employee.

Supervisors should respond to employee requests for use of minor holiday leave and personal leave in a timely manner.