IV.O. Leaves of Absence (This version will be effective July 1, 2014.)
ADMINISTRATIVE POLICY TYPE: HUMAN RESOURCES
POLICY TITLE: Leaves of Absence - Management/Exempt
Management/exempt employees have a variety of leaves of absence available depending on the situation. Note: Faculty should refer to the Faculty Association Master Agreement for details on leaves of absence, and Educational Support Personnel should refer to the Educational Support Personnel Association Master Agreement.
The following are management/exempt leaves of absences:
In the event of the death of a member of an employee’s immediate family (spouse, child, parent, sibling, or person residing with the employee), an employee shall be granted four (4) days with pay in each case. An employee shall be granted two (2) days with pay in each case of the death of the employee’s mother-in-law, father-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in-law, aunt, uncle, grandmother, grandfather, or grandchild.
Dependent Care Leave
The Vice President – Administrative Services may grant an employee a leave of absence of up to one (1) full year of leave for the purpose of rearing his/her child or attempting to officially qualify for adoption, or caring for his/her child, spouse or parent who has a serious health condition. Employees on dependent care leave shall be permitted to make their own and the college’s contribution to all benefits requiring contributions. Only one (1) member of a family may take a dependent care leave.
Emergency leave is separate from sick leave and is to be used for bereavement not covered by bereavement leave, serious illness of a family member, other emergencies of a personal nature, or when district facilities are closed due to inclement weather or other reasons. Prior approval needs to be granted for the use of emergency leave.
Family and Medical Leave Act (FMLA)
Family and medical leave will be granted pursuant to the provisions of Wisconsin Statutes and applicable federal regulations. Refer to the Human Resources website for detailed information and forms.
Jury duty is a time in which an employee is requested by a court to serve on a jury. An employee who serves on a jury shall receive the difference between his or her per diem rate received as a juror and his or her regular earnings for the time spent on the jury.
Appropriate military leaves of absence, benefits and reinstatements will be granted pursuant to state and federal law. Employees who are considering or who have been called to service in the uniformed services should contact Human Resource Services for further details and obligations regarding military leaves. Military leave is granted to employees without pay.
Occupational leaves may be granted to management/exempt staff after successful performance of duties for a period of not less than five years as an employee of Fox Valley Technical College. No more than two management/exempt staff occupational leaves are allowed per year, under the following conditions:
An occupational leave committee composed of the Manager – Organizational and Staff Development, the Vice President-Administrative Services, and the Vice President-Instructional Services will meet and make recommendations as to the employees who should be granted such leave. The President will present the recommendations to the Fox Valley Technical College District Board, which has the final authority to grant the occupational leave. However, recommendations presented by the President shall normally not be denied solely for monetary reasons. The Board will normally act on the recommendations at least two months prior to the effective date of the leave.
In order that all applicants are given equal consideration, the committee shall consider the following in recommending employees for occupational leave:
- Evidence of acceptance of the employee’s occupational plan by the employer offering placement.
- Merit of the objectives of the occupational leave plan meeting the educational needs of the district.
- Years of service in the Fox Valley Technical College District.
- Previous leaves of the applicant.
- Distribution of employees selected for previous leaves
within the district. (Note: There should be a reasonable distribution
unless circumstances warrant otherwise.)
- Interview with the Occupational Leave Committee.
- Ease or difficulty of hiring a certifiable replacement.
(Note: A recommendation for an occupational leave shall not be denied
solely because of the difficulty of finding a qualified replacement.
However, if after a reasonable search a replacement is not available, a
recommendation for an occupational leave may be withheld for up to
twelve months after the starting date requested.)
- The rate at which occupational skills are becoming obsolete due to changes in technology or within the industry, if applicable.
- The relative growth of public/private sector demand for employees within that occupational area, if applicable.
Requests for occupational leave must be made in writing to the President through the Vice President-Administrative Services and through the manager’s immediate supervisor at least three months prior to the effective date of the leave. The request must outline in detail the occupational plan to be pursued. The Occupational Leave Committee members shall receive a copy of the plan at least one week prior to the meeting at which it is to be considered. Such leave is to be not less than three individual contract weeks nor more than one contract year.
When occupational leave is granted, it shall be for the purpose of updating work experience skills in the employee’s major area of preparation and in line with his/her management responsibilities and in the best interests of the individual and the needs of the Fox Valley Technical College District.
Such leaves shall be subject to the following financial arrangements:
- The employee shall be paid at the rate of 50% of his/her individual contract salary as of the fiscal year in which leave is taken, and the amount shall be paid in equal installments semi-monthly during the period of leave. This payment will be made only for weeks that the employee would have been assigned to work under his/her individual contract. The employee shall continue to receive all fringe benefits and shall be considered to be in full-time employment with the Board during the period of leave.
- In the event that an employee receives a special grant or salary from the employer offering placement while on such leave, which will afford some additional financial aid, the Board will adjust the individual contract salary so that the total sum of income does not exceed 100% of the employee’s individual contract salary as of the fiscal year in which leave is taken.
- The granting of occupational leave to any employee shall be on the condition that the employee will return to the employment of the Fox Valley Technical College District for a period of not less than four times the length of the leave to a maximum of two years and in the event, except for disability or death, that the employee leaves the employment of the Fox Valley Technical College District prior to the expiration of such period, he/she shall reimburse the Board for individual contract salary received while on leave of absence. One-fourth of the individual contract salary paid for each week of occupational leave will be credited as reimbursed for each week of employment after such leave, with the provision that all individual contract salary paid shall be credited as reimbursed by the conclusion of the second year of employment after such leave.
- While on occupational leave, employees shall be issued the same length individual contract which they had in the fiscal year immediately preceding the fiscal year in which the occupational leave is taken.
- Failure to return from the occupational leave at the time agreed to by the employee and the district shall be treated as a resignation unless the parties have mutually agreed to extend the leave or the failure is due to illness or disability.
Sabbatical leave may be granted to management/exempt staff after
successful performance of duties for a period of not less than five
years as an employee of the Fox Valley Technical College. No more than
two management/exempt sabbatical leaves are allowed per year under the
- Requests for sabbatical leave must be made in writing to the
President, through the Vice President – Administrative Services, on or
before February 1 of the fiscal year preceding the fiscal year or
semester for which the leave is sought. The request must outline in
detail the educational/research plan to be pursued. Sabbatical
committee members shall receive a copy of the plan at least one week
prior to the meeting at which it is to be considered. Such leave is to
be of not less than one academic semester nor more than two academic
semesters (or the equivalent). For purposes of calculating the maximum
number of managers to be granted sabbatical leaves per year, a manager
on leave for one academic semester shall be counted at 50%.
- Sabbatical leave may be granted for the purposes of study or
research in the employee’s major area of preparation or future plans as
identified in their professional growth plan and/or in line with
his/her management responsibilities and in the best interests of the
individual and the needs of the Fox Valley Technical College District.
A plan of study should be developed or identified within the
professional growth plan.
- Sabbatical leave may be granted
only to managers who have, within their five years of previous
employment by the Fox Valley Technical College District Board, shown an
interest, either through work experience or academic training, to
upgrade themselves in their major area of preparation.
- The Sabbatical Committee of three members consisting of the Manager –
Organizational and Staff Development, the Vice President –
Administrative Services, and the Vice President – Instructional
Services will make recommendations as to the individuals who should be
considered for such leave prior to February 15. The President will
present the recommendation(s) to the Fox Valley Technical College
District Board which has the final authority to grant the sabbatical
leave. The Board will act on the recommendations in March of each year.
If the number of applicants is more than the maximum number of
sabbatical leaves which can be granted, then, in order that all
applicants are given equal consideration, the Board shall grant
sabbatical leaves so as to best meet the professional needs within the
- Such leaves shall be subject to the following financial
- The manager shall be paid at the rate of 50% of his/her
contract salary as of the year in which leave is taken, and the amount
shall be paid in equal installments semi-monthly during the period of
leave. The manager shall continue to receive all fringe benefits. The
manager shall receive retroactive salary adjustment, as though he/she
had been in full-time employment, provided that the manager has
received a “C” or better in all subject areas as indicated in his/her
educational plan, as submitted in the request for sabbatical leave.
the event that a manager receives a special grant or scholarship while
on leave, which will afford some additional financial aid, the Board
will adjust the salary so that the total sum of income does not exceed
100% of the manager’s salary as of the year in which leave is taken.
granting of sabbatical leave to any manager shall be on the condition
that the manager will return to the employment of the Fox Valley
Technical College District for a period of not less than two years and
in the event, except for disability or death, that the manager leaves
the employment of the Fox Valley Technical College District prior to
the expiration of the two years, he/she shall reimburse the Board for
funds received while on leave of absence. One-half of the amount paid
for the sabbatical leave will be credited for each year of employment
after such leave.
- Managers on sabbatical leave shall normally be issued
their standard contracts.
In the event classes are canceled due to inclement weather, employees
are required to report to work. However, if the facilities are closed
or an employee cannot report to work, they can use emergency leave in
lieu of losing pay.Sick Leave
Sick leave is provided so that employees will not suffer loss
of pay due to time off caused by an occasional or long term illness.
Sick leave is to be used for the illness of the employee.Unpaid Leave
An unpaid leave may be granted for the following reasons:
- Personal illness
or injury after using up accumulated sick leave.
- Upon entering the armed
forces in time of war or emergency.
- For the purpose of study or
research. A minimum of three years’ employment by the Board is required
for all employees making a request for an unpaid leave of absence.
Persons desiring leaves should submit this request in writing to the
President, who will refer it to the Board for its action. Leaves may be
granted for up to one year with a reduction in salary, vacation time,
and eligible benefits in proportion to the length of the leave. Upon
returning from an approved leave of absence, the manager shall be
issued a contract based on the needs of the district. Leave requests
are reviewed on a case-by-case basis.
- Other unique situations that may
arise will be dealt with on a case-by-case basis.
Absence due to injury in the course of an
employee’s employment and approved by the workers compensation
insurance company will not be charged against employee’s sick leave
days. A management/exempt employee will receive the difference between
his or her salary and benefits paid under the Wisconsin Worker’s Compensation Act