Date enacted or revised:
Rev-August 8, 2011
In F/S Handbook:
GeneralEmployees must have prior approval from appropriate supervisor(s) to take any form of leave and must inform supervisors of the need to apply sick leave as soon as employee realizes the need for leave arises. Forms are available on the MSU web page.
An individual requesting a leave of absence shall make application at the institution and, with the recommendation of the institution president it shall be forwarded to the System President for Board consideration.
An employee of an institution who is not a member of the faculty or administration is not governed under the Board's policy on leaves of absence or other leave available for faculty members.
Leaves of absence, other than for military leave, shall not exceed one year at a time. Faculty personnel on military leave (or special leave for war-connected service) from the institution shall be reemployed by the institution at the beginning of the next semester (or quarter) after the date on which the institution head shall receive written notification that such person wishes to return to his/her position, provided that such notification shall be given within 40 days after honorable discharge or termination of assignment from the armed forces.
Refusal by a faculty member or administrator to comply with the provisions of leave and sabbatical leave policy shall result in the forfeiture of tenure and/or employment.
Persons wishing to apply for a leave of absence or sabbatical leave must complete a "Request for Leave of Absence and Sabbatical Agreement" form. These forms are available in the department office.
Types of Leave
Sabbatical LeaveReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_fs-iii.v.d.-1.pdf
Provision for leave with pay for the purpose of professional or cultural improvement, or for the purpose of renewal, is a well-established administrative device intended to improve the quality of higher education professional service. The Board recognizes that such a policy is justifiable and desirable and therefore provides for leaves of absence for full-time members of the faculty under the conditions specified below.
"Faculty" is defined in LSA-R.S. 17:3304 as follows: "Members of the instructional staff of each college and university having the rank of instructor or higher and persons engaged in library, artistic, research and investigative positions of equal dignity, shall constitute the faculty of each college and university. The head of each college or university and its academic officers shall be members of the faculty."
For the purpose of professional or cultural improvement, or renewal, this leave may be granted for two semesters (52 weeks for 12-month employees). It may be granted following any six or more consecutive fiscal years of active service in the institution where such individual is employed. An individual may not accumulate time in an attempt to qualify for more than one consecutive year of such leave. Leave also may be granted for one semester (26 weeks for 12-month employees) following three or more consecutive years of such service by an individual, provided that absence due to sick leave shall not be deemed to interrupt the active service provided for herein. A sabbatical leave taken during a Summer session shall be considered a semester for leave purposes.
The compensation from the state for the period of leave approved shall be at the rate of not more than 75 percent of the salary the individual will receive during the current fiscal year for the period of time leave is applied for and granted. Employers and employees shall contribute to the retirement system on the basis of full annual salary rate. Compensation payable to persons on leave shall be paid at the times at which salaries of the other members of the teaching staff are paid and in the same manner.
In those cases where the faculty member or administrator receives outside compensation, such payment is to be approved in writing and in advance by the president as supportive of the purposes of the leave. If outside compensation plus paid leave will exceed the regular salary the leave pay will be reduced so that the institution will pay no leave if the outside compensation equals or exceeds the regular pay. But nothing shall prevent the faculty from being remunerated by outside agencies at higher rates than his/her regular pay.
After each leave period is completed, evidence as determined by the institution must be submitted to the appropriate supervisor to indicate that the purpose for which the leave was granted has been achieved.
At no time during any semester of an academic year shall the number of persons on leave with pay (except sick leave) exceed 5 percent of the total faculty.
In accepting a leave of absence with pay, the faculty member shall be understood to assume a legal obligation as listed in Acts 1991, 858 (R.S.17:3328) to return to the institution for at least one year of further service. A copy of this rule shall be made known to each applicant for such leave.
Individuals accepting sabbatical leave (with pay) are cautioned about prohibitions against dual appointments or dual employment as described in LSA-R.S.42:63.
Sabbatical leave shall be granted only with prior Board approval.
Leave Without PayReference:http://www.ulsystem.net/assets/docs/searchable/boards/chapter_3_9_5_03.pdf (section V-E)
Leave without pay may be granted for a maximum of one year at a time upon recommendation of the institution to the System President and with the approval of the Board. Approval for requests for leave without pay is not automatic.
Faculty LeaveReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section II-A)
Faculty leave is leave granted to faculty members employed on the nine-month (academic year) basis in lieu of annual leave and is comprised of the days between terms and at holiday periods when students are not in classes. This special form of leave shall be taken as it is earned. Faculty who have earned annual leave prior to assuming a 9-month employment status may not take annual leave during times when classes are in session. The Office of Human Resources can provide information about compensation of previously earned annual leave.
Annual LeaveReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section II-B)
Annual leave is leave with pay granted to unclassified 12-month employees for the purpose of rehabilitation, restoration, maintenance of work efficiency, or attention to other personal concerns. Annual leave must have prior approval by the immediate supervisor.
Sick Leave (Revised March 2010)Reference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section II-C)
If you have sufficient sick leave credited to your record, you may use it for:
- Illness or injury which prevents you from performing your essential duties; and/or
- Medical, dental, or optical consultation or treatment.
Faculty and other unclassified personnel are required to request all planned leave in advance and in writing. This request can be made on the Application for Leave form. Sick leave requests should be submitted to the supervisor before leave is taken. Unscheduled absence from work because of illness or injury must be reported to your supervisor immediately and in accordance with department and University policy. A statement from a qualified medical provider that you are ill and unable to report to work may be required by the supervisor. Absence from work for more than a week due to illness or injury requires that a qualified medical provider certify in writing that you are unable to perform the essential functions of your regular position. Faculty and other unclassified personnel must present written certification to the Office of Human Resources before returning to regular duties.
Documentation for sick leave on a continuing basis must be renewed periodically. Family Medical Leave Act (FMLA) regulations may be involved when extended sick leave is necessary. The Office of Human Resources provides information related to FMLA requirements.
It is a violation of University policy to perform outside employment while on sick leave and will subject the employee to disciplinary action up to and including termination.
Shared Sick Leave (added June 2007)Reference: http://www.mcneese.edu/policy/docs/Shared%20Sick%20Leave%20Policy%20-%204.2.07.pdf
The Shared Sick Leave Program allows faculty and unclassified staff to donate sick leave to a pool for the purpose of assisting other faculty and unclassified staff who, through no fault of their own, have insufficient sick leave to cover their absence from work due to their own serious health condition.
To be eligible to request sick leave from the Shared Sick Leave Pool, an employee must be a full-time faculty or non-classified staff member who is eligible to accrue sick leave; have completed at least one academic year of service with the university if employed on an academic basis, or one fiscal year of service if employed on a 12-month basis; and have made a contribution of at least eight hours to the shared sick leave pool; and have exhausted all available leave.
Employees may request sick leave from the Shared Sick Leave Pool by submitting a letter to Human Resources with appropriate documentation from a licensed medical service provider.
Contributions to the Shared Sick Leave Pool are strictly voluntary. Employees who choose to donate may not designate a particular employee to receive funds. Also, participants must retain three days (24 hours) of sick leave at all times and are limited to a donation of no more than two days (16 hours) of sick leave every three years.
Compensatory LeaveReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section II-D)
Compensatory leave is leave hours accrued and used by unclassified employees (12-month) for work and duties performed in excess of the normal 40-hour work week. Employees at the level of dean or higher, athletic coaches, and the Athletics Director may not earn compensatory leave. Nine month employees may not earn compensatory leave.
Leave for Civil and National ServiceReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section VIII)
An employee shall be given time off without loss of pay, annual, or sick leave for civil and national services.
The following are recognized by the Board as appropriate reasons:
- For performing jury duty.
- When summoned to appear as a witness before a court, grand jury, or other public body or commission.
- For performing emergency civilian duty in relation to national defense.
- For voting in a primary, general, or special election which falls on his/her scheduled working day, provided that not more than two hours of leave shall be allowed an employee to vote in the parish where he/she is employed, and not more than one day to vote in a parish other than the one where he/she is employed.
- When the appointing authority determines that employees are prevented from performing their duties by an act of God.
- When the appointing authority shall determine that local conditions or celebrations make it impracticable for employees to work.
Military LeaveReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section IX)
Employees who are members of a reserve component of the armed forces of the United States or the National Guard shall be granted leaves of absence from their positions without loss of pay, time, or annual or sick leave when ordered to active duty for field training or training authorized in lieu thereof when the individual is given constructive credit for such training. Such leaves shall be for periods not to exceed 15 working days in any calendar year, but an appointing authority may grant an employee annual leave or leave without pay or both, in accordance with other provisions of these leave regulations for such periods which exceed 15 working days in any calendar year.
Employees who are inducted or ordered to active duty to fulfill reserve obligations or who are ordered to active duty in connection with reserve activities for indefinite periods or for periods in excess of their annual field training shall be ineligible for leave with pay.
Family and Medical LeaveReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section X)
The University of Louisiana System has adopted the provisions of the U.S. Family and Medical Leave Act of 1993 for all its employees. The Louisiana Department of Civil Service (See General Circular No. 1126, October 8, 1993) has previously taken the position that all classified employees are covered by this Act. The contents of the Department of Civil Service General Circular No. 1126 shall therefore apply to all full-time System employees.
In compliance with the Family Medical Leave Act, McNeese State University will provide to qualified employees a total of twelve (12) weeks of "job protected" paid and/or unpaid leave during a twelve (12) month period for a Family and Medical Leave Act (FMLA) qualifying event.
The President signed into law, the National Defense Authorization Act for FY 2008. Among other things, section 585 of the NDAA amends the Family and Medical Leave Act of 1993 (FMLA)to permit a "spouse, son, daughter, parent, or next of kin" to take up to 26 workweeks of leave to care for a "member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness." The NDAA also permits an employee to take FMLA leave for "any qualifying event arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation."
Unclassified staff and faculty should consult with the Office of Human Resources for appropriate procedures.
Other LeaveReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section XI)
The Board recognizes other categories of leave for its employees.
When an employee is absent from work due to illness for which he/she is entitled to such as Workmen's Compensation, he/she may, at his/her option, use sick or annual leave or any appropriate combination of sick and annual leave (not to exceed the amount necessary) to receive total payment for leave and Workmen's Compensation in accordance with law.
Probationary and permanent employees may be given time off without loss of pay, annual leave, or sick leave when attending the funeral or burial rites of a parent, step-parent, child, step-child, brother, step-brother, sister, step-sister, spouse, mother-in-law, father-in-law, grandparent, step-grandparent, or grandchild provided such time off shall not exceed two days on any one occasion.
At the discretion of the appointing authority, a full-time faculty member may be granted leave with pay to attend to personal emergencies. Such time may be charged against sick leave.
Leave Record Establishment and Regulations for all Unclassified, Non-Civil Service EmployeesReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf
The rules and policies set forth below shall be applicable to all unclassified, non-civil service employees under the jurisdiction of the Board. It is the policy of the Board that unclassified employees shall enjoy benefits comparable to other classes of state employees, and these rules and policies are promulgated under that concept.
Work Weeks, Attendance, and Leave Records for McNeese EmployeesReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section III)
Twelve month employees generally work 40 hours per week for full-time employment. Work schedules are generally 7:45 a.m. until 4:30 p.m. with 45 minutes for lunch. Work schedules may differ with written supervisory and Vice President level approval and depending upon job responsibilities (night school responsibilities, coaches, etc.) Vice President level approval shall not be necessary for an employee who enrolls and participates in a campus Wellness Program activity which is scheduled to meet during the lunch period. Such employee may, upon written approval by the employee's supervisor and the Director of the Recreation Complex, alter his or her workday schedule by extending the lunch period by an additional 30 minutes and leaving work at 5:00 p.m. rather than 4:30 p.m. on program participation days.
For purposes of leave, appointing authorities shall establish work weeks of 40 hours per week for full-time employees (faculty and staff). The purpose of establishing the 40-hour week is to provide appointing authorities a system of accounting for and the taking of leave. It is understood that some faculty work is done outside the office such as the library and laboratories as well as off-campus sites. Academic department heads, which are on nine month appointments, shall be present sufficient hours to serve students, faculty, and administrative needs.
For purposes of leave, appointing authorities shall establish work weeks proportionate to the provisions of the previous paragraph for part-time employees. Nine month non-faculty employees are expected to work 40 hours per week when semesters are in session. Any leave must be approved by the supervisor prior to the leave taken.
Daily attendance and leave records shall be maintained for all employees (faculty and staff). The Board may, in the exercise of its discretion, adopt an attendance form designed to indicate that academic personnel were either present or absent from their usual duty posts during the usual working day for such personnel. These records shall be signed by the employee and the supervisor and reported at least monthly to the appropriate office at the end of each regular pay period. Time sheets should reflect accurately the faculty/staff attendance at work or approved leave.
Faculty Leave for Employees on Other Than 12-Month BasisReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section IV)
Faculty leave shall be earned by each eligible faculty member who is employed for the academic year and has regular hours of duty. Faculty leave shall be earned and taken as it is earned as specified by the official calendar of the institution served.
Annual Leave for Unclassified Employees on the 12-Month BasisReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf(section V)
Annual leave shall be earned by each eligible employee who has regular hours of duty. Personnel not employed on a continuing basis (temporary employees) shall not earn annual leave.
Annual leave earned shall be based on the equivalent of years of full-time state service and shall be creditable at the end of each pay period or calendar month in accordance with the following general schedule:
Days of Annual Sick Leave Earned PER MONTH by UNCLASSIFIED Full-Time 12 Month EmployeesYears of Service: 0 to <3; Days/Hours Earned: 1 day/8 hours
Years of Service: 3 to <5; Days/Hours Earned: 1.25 day/10 hours
Years of Service: 5 to <10; Days/Hours Earned: 1.50 day/12 hours
Years of Service: 10 to <15; Days/Hours Earned: 1.75 day/14 hours
Years of Service: 15+; Days/Hours Earned: 2 days/16 hours
No 12-month unclassified employee shall be credited with annual leave for any calendar month:
- Until completion of that calendar month as an employee or;
- During which the employee was on leave without pay for ten or more working days or;
- While serving in the military.
When an employee changes his/her position from one state agency to another, his/her accumulated annual leave shall be forwarded to the new agency and shall be credited to him/her.
Legal holidays, state-designated holidays, days of local conditions and celebrations, and similar periods when designated, announced, and observed by the institution, shall not be charged to annual leave.
Annual leave shall be applied for in advance by the employee and may be taken only when approved by the appointing authority. Requirements concerning the use of annual leave include the following:
An appointing authority may require an employee who has sufficient annual leave to his/her credit to take annual leave whenever the authority feels that it is best for the employee or the appointing authority.
Except when given special advance approval for absence from duty, an employee must be at his/her work station for the day in order to be classified as on duty. A work station normally will be one's office or elsewhere on the employer's premises, or at other locations while representing the employer.
Upon resignation, death, removal, or other termination of employment of an unclassified employee, annual leave amounting to the same maximum as is provided for members of the classified service of the state by the Civil Service Commission and approved by the Governor, and accrued to his/her credit shall be computed and the value thereof shall be paid to the employee or the heirs, provided that the annual leave has been accrued under established leave regulations and attendance records have been maintained for the employee by his/her supervisor. Such pay shall be computed at the employee's base rate of pay at the time of termination.
Sick Leave for All Unclassified EmployeesReference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section VI)
Sick leave for unclassified employees shall be earned by each employee who has regular hours of duty. The earning of such leave shall be based on the equivalent of years of full-time state service and shall be creditable at the end of each calendar month in accordance with the following general schedule:
Days/Hours of Sick Leave Earned PER MONTH by UNCLASSIFIED Full-Time 9 Month Employees Without/with Summer SchoolYears of Service: 0 to <3; Days/Hours Earned: 0.9 day/7.2 hours; Hours Earned in Summer: 9 hours
Years of Service: 3 to <5; Days/Hours Earned: 1.125 day/9.0 hours; Hours Earned in Summer: 11 hours
Years of Service: 5 to <10; Days/Hours Earned: 1.35 day/10.8 hours; Hours Earned in Summer: 15 hours
Years of Service: 10 to <15; Days/Hours Earned: 1.575 day/12.6 hours; Hours Earned in Summer: 16 hours
Years of Service: 15+; Days/Hours Earned: 1.8 day/14.4 hours; Hours Earned in Summer: 18 hours
No unclassified employee shall be credited with sick leave for any calendar month:
- Until completion of that calendar year as an employee (except that nine-month faculty employed during the Summer shall accrue sick leave prorated during the actual weeks of employment. For example, a faculty member employed for nine weeks in the Summer shall be credited with 2 ¼ days).
- During which the employee was on leave without pay for ten or more working days.
- While serving in the military.
When an employee changes his/her position from one state agency to another, his/her accumulated sick leave shall be forwarded to the new agency and shall be credited to him/her.
Sick leave with pay may be taken by an employee with sufficient leave to his/her credit for the following:
- Illness or injury which prevents performance of his/her work duties.
- Medical, dental, or optical consultation or treatment.
Upon death or retirement of an unclassified employee, sick leave accrued to his/her credit shall be computed and the value thereof shall be paid to the employee or heirs, provided that the sick leave has been accrued under established leave regulations and a daily attendance record has been maintained for the employee by his/her supervisor, except that such payment shall not exceed the value of 25 working days computed on the basis of a five-day week and on a four-week per month basis for personnel employed on less than the 12-month employment basis and on the basis of a five-day week and 52-week year for 12-month employees. The rate of pay shall be computed using the base rate the employee is receiving at the time of termination.
Compensatory Leave for Unclassified Professional Staff (12-Month)Reference: http://www.ulsystem.net/assets/docs/searchable/boards/ppm_leave2ndcopy.pdf (section VII)
All types of leave, other than compensatory leave, are the same for both unclassified and classified employees as outlined by Civil Service Rules.
Compensatory Leave Policy for Unclassified Professional StaffThe compensatory leave policy for unclassified professional staff of the University of Louisiana System office and of the System institutions is as follows:
- An appointing authority may require an employee to work overtime on a holiday or at a time that the employee is not regularly required to be on duty. Compensatory leave may be granted for overtime hours worked outside the regularly assigned 40-hour work week, or when the employee has not worked in excess of 40 hours due to holidays observed or leave taken. Earning of compensatory leave must have prior approval of the immediate supervisor and the appropriate Vice President. The amount of such leave shall be equal to the number of extra hours the employee is required to work.
- Compensatory leave shall not be earned by the following employees: presidents, Vice Presidents, deans, athletic directors, and athletic coaches. Exceptions may be made to permit these employees to be exempted from having to take leave when the university is officially closed. Such exceptions shall be included in the appointment letter of the individuals involved. In all events, any employee who is entitled to earn compensatory leave under the Fair Labor Standard Act shall earn such leave in accordance with Civil Service Rules and Regulations.
- Compensatory leave shall be promptly credited to the employee and may be used with the approval of the immediate supervisor and the appropriate Vice President. Not more than 240 working hours of accrued unused compensatory leave shall be carried forward into any fiscal year. An appointing authority may require employees to use their earned compensatory leave at any time. Employees will not be paid the value of their accrued compensatory leave upon separation from his/her unclassified position.
- In the event that an employee transfers without a break in service to another position within the State service, compensatory leave may be credited to the employee at the discretion of the new appointing authority. Compensatory leave shall be terminated when an employee separates from State service.
- Compensatory leave should not be confused with a flexible time policy. Employees cannot arbitrarily determine their own work schedules. In addition, work undertaken while at home does not constitute the earning of compensatory time.
- The manner in which this compensatory leave policy is administered shall be at the discretion of each individual campus (e.g., type of record maintained). The president of the institution or his/her designee will be responsible for administration of this policy.
This policy revision shall be effective July 1, 1999. Any compensatory leave earned under the conditions of the previous policy (effective January 4, 1994) shall be subject to that policy.
Use of Annual Leave Upon SeparationThe use of annual leave immediately preceding resignation, termination, or retirement will be limited to the amount of annual leave the employee earns during a calendar year.
Special Working ArrangementsNon-classified employee requests for special working arrangements (requests for part-time hours or requests to use annual leave to accommodate part-time presence at McNeese) are addressed on a case-by-case basis. For each case requesting part-time work arrangements, a written agreement which includes information about benefits, compensation, and other details of the arrangement must be developed by the supervisor and submitted to the President's Executive Staff for approval. State laws and Board of Supervisors' policies applicable to benefits and other details of such an arrangement must be followed. When the arrangement is approved by the President's Executive Staff, and after the supervisor consults with the appropriate Vice President or senior level official, the decision to grant or deny such a request rests with the immediate supervisor. Requests to use annual leave to accommodate part-time presence at work must be approved by the appropriate Vice President, and the President.
Emergency Administrative Leave for Unclassified Staff (Includes Faculty)Any person in the chain of command of an unclassified staff or faculty member may recommend to the president of the university or his/her designee that it is in the best interest of the university that the unclassified staff or faculty member be placed on Administrative Leave with pay.
Upon conducting any investigation deemed appropriate by the president or his/her designee, which may include interviewing the staff member regarding the concerns of the university, the president may place that individual on Administrative Leave. The action may be done orally by the president or his/her designee and shall be in no way considered a disciplinary action. A written communication regarding any Administrative Leave action shall be forwarded to the respective staff member and a record maintained by the university.
Such Administrative Leave is with pay and shall not be charged against the individual's leave record. It may be for an initial period of up to thirty (30) days, but it may be extended for up to 30 or more days by the president or his/her designee with verbal notice to the staff member.
During such leave with pay, the staff or faculty member shall be excused from the performance of any duties associated with the position of the individual except that the individual shall be considered a member of the university and subject to the directives of the president or designee given in order to resolve the concerns of the university.
Each University shall develop and disseminate a procedure to its unclassified staff members by which to enact this policy.
Effective: April 1, 2008