Leave Policies for Non-Faculty Academic Appointees (excluding postdoctoral research fellows)

Benefits-eligible non-faculty academic appointees on the monthly payroll are eligible for parental and medical leave as detailed below. All leaves must be coordinated with the appointee’s faculty supervisor and department and require that the appointee complete the appropriate leave form(s). Paid leaves are supported by school funds. However, because paid leaves may be extended or supplemented by an appointee’s accrued vacation and personal time, as specified below, appointees and departments are urged to maintain accurate records of paid time off accruals, despite the fact that these appointees are not subject to the university’s formal absence management system. Leave benefits terminate on the last day of an appointment.

Maternity Leave:

Birth mothers are eligible for up to thirteen weeks of paid maternity leave following the birth of a child. A maximum of twelve weeks of maternity leave will be financed by the school (100%). If the appointee chooses, a thirteenth week of leave may be taken, if the appointee has accrued sufficient vacation or personal time to cover the additional week.

For appointees with seven or more years of service, the rate of leave pay is 100% of the regular base pay. For appointees with fewer than seven years of service, the rate of leave pay is 75% of the regular base pay; these appointees may choose to supplement their leave pay with accrued vacation or personal time.  *Departmental funds must be used for this supplement. PLEASE SEE THE NOTE REGARDING DEPARTMENTAL FUNDING BELOW.

A Maternity Leave Form (PDF) must be completed by the appointee, signed by the department administrator, and submitted to the Office of Faculty Affairs, 90 Smith Street, 1st floor.

Parental Leave:

Non-birth parents are eligible for up to four weeks of paid parental leave following the birth or adoption of a child. Parental leave is financed by the school (100%).  If the appointee chooses, a fifth week of leave may be taken, if the appointee has accrued sufficient vacation or personal time to cover the additional week.  An appointee also has the opportunity to take up to an additional eight weeks (or seven weeks, if the firth week of paid leave has been taken) of unpaid FLMA leave in conjunction with their parental leave.   Please see the FMLA policy below for more information and for a link to the form that must be completed.

For those appointees with seven or more years of service, the rate of leave pay is 100% of the regular base pay. For those appointees with fewer than seven years of service, the rate of leave pay is 75% of the regular base pay; these appointees may choose to supplement their leave pay with accrued vacation or personal time.  *Departmental funds must be used for this supplement. PLEASE SEE THE NOTE BELOW REGARDING DEPARTMENTAL FUNDING.

A Parental Leave Form (PDF) must be completed by the appointee, signed by the department administrator, and submitted to the Office of Faculty Affairs, 90 Smith Street, 1st floor.

Medical Leave:

Appointees unable to work due to a medically determined physical or mental impairment are eligible for up to twenty-six weeks of paid medical leave. There is a two-week waiting period before institutional coverage begins; vacation or personal time accrued by the appointee can be used to cover this waiting period. This two-week waiting period is followed by a maximum of twenty-four weeks of paid time off, which is financed by the school (2/3) and the department (1/3).

For those appointees with seven or more years of service, the rate of leave pay is 100% of the regular base pay. For those appointees with fewer than seven years of service, the rate of leave pay is 75% of the regular base pay.  Please note that Medical Leaves cannot be supplemented with accrued vacation or personal time.

A Medical Leave Form (PDF) must be completed by the appointee and her/his physician, signed by the department administrator, and submitted to the Office of Faculty Affairs, 90 Smith Street, 1st floor.

Family and Medical Leave Act:

In addition to the paid leave policies described above, the Family and Medical Leave Act of 1993 (FMLA) provides an eligible employee with up to twelve weeks of unpaid, job-protected leave for specified family and medical reasons. A regular employee who works at least 17.5 hours per week is entitled to up to twelve weeks of Family and Medical Leave during a rolling twelve-month period in the following situations:

  • Care for the appointee’s child after birth or placement with the appointee for adoption or foster care.
  • A serious health condition that makes the employee unable to perform the essential functions of her/his job.
  • Care for the employee’s spouse (or qualified domestic partner), child (including the dependent child of a qualified domestic partner), or parent with a serious health condition.

Absences from work for the above-stated reasons will be considered as Family and Medical Leave and will count toward fulfillment of the twelve weeks.

A Request for Family and Medical Leave Form (PDF) must be completed by the appointee, signed by the department administrator, and submitted to the Office of Faculty Affairs, 90 Smith Street, 1st floor.

*Departmental Funding for Leaves:

If an appointee with less than 7 years of benefits eligible service chooses to supplement their leave with vacation or personal time, departmental funds must be used for this supplement.  If the appointee’s salary is paid by grant funding, the department must check with the funding agency to determine if a leave is allowable under the funding terms of the award.*  If the funding agency does not allow a paid leave, the department must use either discretionary or departmental funds to cover the costs that the department is responsible for.

*PLEASE NOTE:  If federal funds are used to supplement Maternity and Parental leave, the approver of the costing confirms that the charging accounts are in proportion to the normal percentage of effort associated with the various projects performed by this employee during the year

Helpful Leave Charts:

Non-Faculty Academic Appointee Leave Summary Sheet – OFA

Non Faculty Academic Leave Summary Sheet – OFS

Leaves Workshop – Annual Leaves Presentation:

UPDATED OFA Non-Faculty Academic Leaves Workshop Presentation (January 2016)

Leave Checklists:

OFA Leaves Checklists (January 2016)

Wasabi Action and Billing Code Tip Sheets for Leaves:

OFA Wasabi and Billing Code Tip Sheets (November 2015)