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Annual Leave Policy for Administrative and Professional
Faculty and Eligible Instructional and Research Faculty on 12-Month ContractsOld Dominion University, as a state agency and public institution, is supported by the Commonwealth of Virginia, a public employer committed to serving the interests of the taxpayers and ensuring accountability for using public funds effectively. Therefore, it is the policy of the commonwealth and the university that faculty are not paid for time that they do not work, except when using appropriate leave time as set forth in policy by the university. Administrative and professional faculty (AP faculty) and eligible instructional and research faculty on twelve-month contracts earn sixteen hours (16) of annual leave per month. Twelve-month teaching and research faculty who hold academic rank with departmental designation and have twenty-five (25) percent or less of their workload assigned to administrative duties are not eligible for annual leave. This annual leave is in addition to the twelve (12) holidays observed by the state. AP faculty employed on less than a twelve-month basis receive all state holidays scheduled during their employment period and annual leave at the rate of sixteen hours (16) per month. AP faculty who work less than 40 hours per work week accrue annual leave on a pro-rated basis. Annual leave days are to be accrued monthly on the first of the month. Leave may be taken at any time subsequent to being earned but should be planned with regard to workload and office schedules. The dates of the leave must be approved in advance by the supervisor. Annual leave will not be accrued during any month in which the faculty member is on a leave without pay status. A vice president may authorize annual leave advances, i.e. granting of leave prior to it being earned, when unusual circumstances dictate. Covered faculty members should submit a written request to the vice president which explains the reasons for the request. Should a faculty member resign prior to working the entire period during which the leave would have been earned, a payroll deduction will be initiated to recover the salary amount of the leave advance. Workload and office schedules should be arranged so as to allow each member full benefit of his/her annual leave. It is not in the best interest of either the university or the individual member for the employee to work a full year with less than full annual leave. However, to allow for special university requirements, a maximum of thirty-six (36)* days (288 hours) may be carried forward from one contract year (June 10 to the following June 9) to the next. Annual leave balances may exceed thirty-six (36)* days during the contract year as a result of monthly accruals. (*Twenty days (160 hours) for covered employees employed on or after July 1, 1993.) Those whose initial appointment or contract period begins in the middle of a month will accrue annual leave for the month during which he/she is hired. Unless approved by the president, employees who terminate for any reason are expected to utilize all accumulated annual leave prior to their date of termination. A vice president may grant an exception to the limit of annual leave that may be carried over into the next contract year when AP faculty have not been allowed to use their leave because of university and/or departmental work demands over a substantial period of time. Such exceptions should be given in writing and should indicate the timeframe during which the person must use the additional leave time. Written exceptions should be submitted to the Department of Human Resources. In general, those who terminate employment or an administrative assignment will not be compensated for any accrued, but unused, annual leave days that remain when they terminate that employment or assignment. However, in exceptional cases, where the presence of a key employee is required by the university until he/she actually terminates employment, the president may approve a lump sum payout equal to the value of the salary of accrued, but unused, annual leave days. The maximum number of accumulated leave days that may be so compensated is 36 for individuals employed prior to July 1, 1993, and 20 for individuals employed thereafter.
(This policy applies to all faculty in optional retirement plans and all faculty in the Virginia Retirement System who do not elect coverage under the Virginia Sickness and Disability Program.)
It is the policy of the university to grant sick leave with pay to faculty members or administrative and professional faculty (AP faculty) when this becomes necessary during the period covered by the person's contract. Sick leave is subject to verification. Faculty with a history of frequent and/or prolonged illness may be asked to provide a health care provider’s certification. Faculty must comply with a management request for verification of the need to use sick leave. Extended absences (five workdays or more) due to illness should be discussed with the director of human resources because of the requirements of the Family and Medical Leave Act (FMLA). Sick leave will continue until the person is able to resume his or her responsibilities, but for no longer than six months of sick leave during those months normally covered by contract. A faculty member or AP faculty may use their sick leave, up to six days at a time, for an illness or death in their immediate families. Leave for this purpose may not exceed six days in a fiscal year. Immediate family includes parents, stepparents, spouse, children, stepchildren, siblings, stepbrothers and sisters, and any relative living in the faculty member's or administrator's home. Faculty or AP faculty may use sick leave with pay for the period of absence that is certified by a physician as medically necessary because of illness, health conditions, or recuperation due to pregnancy or childbirth. Therefore, the period of absence before, during and after delivery that is certified by the attending physician as medically necessary may be charged to sick leave. Any additional period of absence that the faculty member elects to take must be taken as leave without pay. The provisions of the Family and Medical Leave Act (FMLA) apply to absences due to the birth of a child or the mother's health condition related to childbirth. The FMLA specifies the conditions under which the university is required to allow eligible faculty and AP faculty up to 12 weeks of job-protected leave (paid or unpaid) during a 12-month period for several listed reasons. Please see the Family and Medical Leave section for more specific information. All such leave should be requested in advance, or as soon as possible after an eligible need is known. Faculty members are encouraged to carry a disability insurance policy that begins coverage after six months when sick leave is exhausted and the faculty member is removed from the payroll. Such a policy is offered through the university's Department of Human Resources. If a leave of absence without pay is granted after sick leave is exhausted, the position will be filled with a temporary appointment for the period of the leave. The chair and/or dean, in conjunction with the faculty member, will be responsible for developing a work-management plan for hiring replacements or assigning work or teaching to others when a faculty member takes sick leave.
Civil and Administrative LeaveCivil and administrative leave is available for all faculty members. - Civil and administrative leave is granted to fulfill the civic duties and functions listed below:
• As required by a summons to jury duty.
• To appear as a crime victim or witness in a court proceeding or deposition as compelled by a subpoena or summons.
• To accompany the faculty member’s minor child when the child is legally required to appear in court.
• To attend work-related administrative hearings as a party or witness.
• To attend one initial session with the Employee Assistance Program per qualifying incident.
• To cover periods of investigation as approved by Human Resources and senior management.
• To provide paid leave during the due process period.
- Civil and administrative leave is not granted for use by a faculty member:
• who is a defendant in a criminal matter, where criminal matter means either an alleged misdemeanor or felony,
• who has received a summons to appear in traffic court (except as a witness), or
• who is a party to a civil case, either as plaintiff or defendant, or who has any personal or familial interest in the proceedings.
Military leave is available to all faculty members. Faculty members are eligible for leave with pay for up to 15 work days in a federal fiscal year (October 1 through September 30) for military duty, including training, if they are members of any reserve component of the Armed Forces or the National Guard. Annual leave for those faculty eligible for annual leave need not be used for military reserve or voluntary, military-related training except in circumstances where more than 15 training days per appointment or contract period are needed. In addition to the 15 days discussed above, up to eight hours of military leave for pre-induction and other physical examinations required for military service are provided per federal fiscal year. The Governor of Virginia may call the Commonwealth’s Militia to respond to natural or man-made disasters in Virginia or in another state. Faculty called to such emergency-response military duty are on military leave with pay. This time is separate from and in addition to the 15 days of paid military leave discussed above. To qualify for military leave, faculty members are required to provide their department heads and Human Resources with copies of orders documenting dates and types of required military training, physical examination, or active duty from appropriate military officials, including discharge documentation. Faculty members covered by this policy will be granted unconditional military leave without pay for the duty indicated in their military orders that is not covered by military leave with pay, normally for up to five years. - Contact Human Resources for a full description of military leave benefits and conditions, and guidance on all requests for military leave and/or reinstatement.
Bone Marrow and Organ Donor LeaveFaculty employed by the university for one year may receive up to 30 days of additional paid leave for donating bone marrow or organs. This type of leave is provided in addition to other leave benefits, does not count toward the 12-week period of family and medical leave, requires medical certification prior to approval of the leave, and guarantees the faculty member’s position will be available upon return. For complete information, please refer to Policy 4.37 in the Department of Human Resource Management Policy Manual or call Human Resources at 683-3042. AP faculty and 12-month faculty eligible for annual leave who are called away from their regular jobs to provide specific kinds of emergency services during defined times of state and/or national disaster are authorized, when approved by the university, to receive up to 80 hours of paid leave on an annual basis. Leave may also be available under this policy to a faculty member who has sustained severe or catastrophic damage to or loss of his or her primary personal residence, or has been ordered to evacuate that residence, as a result of a natural or man-made emergency or disaster. The university president has sole discretion for authorizing up to 80 hours of leave annually under this policy for faculty who meet all criteria shown below: The event resulted in a formal declaration of a State of Emergency or of federal disaster status. The faculty member’s home was located in the officially declared disaster area. Formal documentation from recognized disaster relief organizations or insurance companies verifies severe, extreme, or catastrophic damage to or loss of personal property as a result of the declared emergency in which the damage or required evacuation rendered the faculty member’s home temporarily or permanently uninhabitable.
Recognition leave up to five workdays may be awarded to AP faculty and 12-month faculty eligible for annual leave in a contract year to reward outstanding performance, contributions to the goals and objectives of the department or university, and to acknowledge individual or team accomplishments. The vice president must approve the awarding of recognition leave. Recognition leave lapses within 12 months from the date it is awarded. However, the vice president may extend the 12-month retention period for recognition leave if the department has been unable to allow the use of the leave.
School Assistance and Volunteer Service LeaveThis type of leave permits (or, in the case of volunteer fire and rescue service, requires) the university to grant AP faculty and 12-month faculty eligible for annual leave up to 16 hours of time off with pay per contract year to provide volunteer services through eligible non-profit organizations within or outside their communities. Such service may be provided as a member of a service organization or through authorized school assistance. The policy supports the Governor’s Commission on National and Community Service which encourages Virginians to dedicate service to others. Service organizations are defined as those that (1) are community based or that have extensions of their organizations within a community and (2) provide services through voluntary efforts of citizens in the following ways: Relief to physically or mentally challenged persons; Relief to victims of natural disasters or catastrophes (refer to DHRM Policy 4.17, Emergency/Disaster Leave or contact Human Resources at 683-3042); Health services, emergency relief and shelter, transportation and preparation or delivery of meals; Other direct health or welfare services for the economically disadvantaged; or Community services which assist residents, including child and youth development.
AP faculty and eligible 12-month faculty with children may be granted paid leave under this policy to: meet with a teacher or administrator of a public or private preschool, elementary school, middle school, or high school concerning their children, step-children, or children for whom the faculty member has legal custody; or attend a school function in which such children are participating.
Any AP faculty or eligible 12-month faculty may be granted paid leave under this policy to perform volunteer work approved by any teacher or school administrator to assist a public preschool, elementary school, middle school, or high school. Faculty must receive approval from their supervisors prior to using volunteer leave. Supervisors may require written verification from an official of the service organization for use of volunteer leave. If the leave is used for school assistance, written verification should be from a school administrator or teacher. Supervisors should attempt to approve leave at the time requested by faculty, but have discretion to disapprove leave if it would significantly impact departmental operations. Supervisors may determine that it is not possible to release certain faculty under this policy, such as faculty in direct care or public safety positions, due to staffing requirements. When adequate, capable back-up staff is readily available, or if it is possible to adjust work schedules, faculty requests should be granted. If they are unable to grant volunteer leave requests, supervisors should inform affected faculty as soon as possible after the decision is made. Leave not taken under this policy in a contract year is not carried forward to the next year. There is no payment for unused volunteer leave upon separation from university service.
Leave of Absence Without CompensationLeave of absence without compensation may be granted for reasons that are
in the interests of the university. Faculty granted such leave shall return
to their positions at the salary they were earning at the time the leave was
granted plus any increments that may have been awarded. A faculty member's request for leave of absence must be approved by
the department chair, the dean, the provost and vice president for academic
affairs, and the president. Such leaves are granted for one year at a time
and no more than two consecutive years of leaves of absence shall normally
be permitted. A faculty member on leave of absence without compensation may
not become employed as a full-time faculty member at another institution unless
such employment was proposed on the faculty member's request for a leave
of absence and was approved. Faculty authorized for leave of absence without compensation are eligible
for extended benefits under group life insurance, group medical programs, and
some similar programs available to employees of the university. (University Policies and Procedures, #6202)
Statement
The purpose of this policy is to comply with the Commonwealth of Virginia Department of Human Resource Management's Telecommuting Policy 1.61, which permits state agencies to designate employees to work at alternate work locations for all or part of their workweek in order to promote general work efficiencies. This policy applies to classified employees and administrative and professional faculty. Telecommuting is defined as a work arrangement in which supervisors direct or permit employees to occasionally or consistently perform their usual job duties away from their central workplace, in accordance with a pre-approved written agreement. Management is responsible for managing the university's affairs and operations, therefore management, in consultation with the Department of Human Resources, has the discretion to:
Procedures
Position Eligibility
In making decisions about which positions are appropriate to designate or approve for telecommuting, the university will analyze the duties of positions and how the work is performed. Generally, the following types of positions may be appropriate for telecommuting: Require independent work Require little face-to-face interaction Require concentration Result in specific, measurable work products Can be monitored by output, not time spent doing the job.
The Department of Human Resources, in consultation with managers, will identify broad categories of positions that are ineligible for telecommuting. Human Resources will maintain a list of these positions along with the appropriate justification as to why the positions are ineligible. For example, direct service and place-specific positions such as police officer, grounds worker and housekeeping worker positions are ineligible.
Employee Eligibility
In making decisions about which employees are designated or approved for telecommuting, the university will review the work qualities of employees, in addition to ensuring that their positions are appropriate for telecommuting. Generally, employees who are successful in telecommuting: Are able to work productively on their own Are self-motivated and flexible Are knowledgeable about the job Have a low need for social interaction Are dependable and trustworthy Have above average performance records Are organized Have good communication skills
General Provisions
To the extent possible, the manager and employee should agree mutually to telecommuting arrangements. The university may also establish telecommuting as a condition of employment based on business needs. An employee's compensation and benefits do not change as a result of telecommuting. Telecommuting assignments do not change the conditions of employment or required compliance with state and university policies, including the total number of hours that employees are expected to work. Telecommuting is not intended to serve as a substitute for child or adult care. If children or adults in need of primary care are in the alternate work location during employees' work hours, some other individual must be present to provide the care. Employees are required, as requested by the supervisor, to report to the central work location as needed for work-related meetings or other events as needed. The university may be liable for job-related injuries or illnesses that occur during employees' established work hours in their alternate work locations. Normally, the employee will supply his/her own equipment to perform work duties offsite and the university is not responsible for its cost, repair or service. The university is not responsible for operating costs, home maintenance, or other costs incurred by employees in the use of their homes as telecommuting alternate work locations. Where appropriate and reasonable, the employee may be reimbursed for work-related long distance calls or data calls. Employees must safeguard state and university information used or accessed while telecommuting and comply with all related Office of Computing and Communication Services information technology policies. Employees who use their homes as telecommuting alternate work locations must ensure compliance with local zoning regulations.
Work Agreements
Managers and employees must complete the Telecommuting Work Agreement and the Telecommuting Checklist and Employee Certification Form before working from an alternate work site. The agreement and form must be submitted to Human Resources for record keeping and reporting requirements. The university may terminate the telecommuting agreement at its discretion and should give employees advance notice, when possible. Failure to follow policies, rules and procedures may result in the termination of the telecommuting assignment and/or disciplinary action.
Tuition Assistance Program for Faculty and Faculty Administrators- Purpose
Old Dominion University provides tuition assistance opportunities to eligible
employees. The purpose of this policy is to provide guidance for the administration
of the tuition assistance program for faculty and faculty administrators.
Funding for this program is derived from Commonwealth sources. - Eligibility
Full-time faculty and administrators employed by Old Dominion University
who have completed one year of full-time service at the university and
whose incomes do not exceed $75,000 are eligible. - Benefit
Full tuition support at Old Dominion University, not to exceed the current
in-state tuition rate, is not to exceed three credit hours per semester and
three credit hours in the summer session. Faculty members who do not want
academic credit for the course(s), intend to enroll in an audit status, or
are not pursuing a degree are strongly encouraged to participate in courses
under the provisions of the statement on "Class Audit (Non-Formal) by
Faculty, Spouses, and Retired Faculty" in this Handbook. In part, it
provides that:
"It is customary for faculty members to allow other faculty members,
faculty spouses, and retired faculty members to audit classes without formality."
Conditions
Applications for tuition support from the Tuition Assistance Program
shall not be accepted prior to the beginning of registration for the
semester or after the deadline for submission. The deadlines are August
1 for the fall semester, December 1 for the spring semester, and May
1 for all summer sessions, unless the first falls on a weekend and then
the deadline will be the first workday following the first. Because
of limited resources, not all applications may be funded. Applications
will be funded in order by seniority until the allocation of funds for
that semester or term has been exhausted. An appeal may be filed should
tuition assistance be denied. Tuition payment for the nine credit hours shall not exceed the current
in-state rate for the level and location of instruction. Those faculty
members or administrators enrolled in courses and determined to be domiciled
outside Virginia shall be responsible for payment of the difference
between the in-state and out-of-state tuition rates applicable for the
level and location of instruction. Failure to attain a grade of "C" (2.0) in undergraduate
courses or "B"(3.0) in graduate courses shall require repayment
of the tuition provided by the Tuition Assistance Program. Withdrawal from courses for which the Tuition Assistance Program provided
tuition shall require repayment of tuition. Failure to clear an Incomplete grade (I or II) within the time period
prescribed by current policy shall require repayment of tuition provided
by the Tuition Assistance Program. Tuition shall not be paid for a course taken more than once, except
those identified as research, thesis, or dissertation. Resignation and departure from the university prior to the end of
the semester or summer session for which tuition is being provided by
the Tuition Assistance Program shall require repayment of tuition. Tuition support for noncredit courses shall not be provided by the
Tuition Assistance Program. Any tuition repayment due must be completed prior to the next semester
or the summer session. No support will be available from the Tuition
Assistance Program until tuition repayment is complete. The participant
may request payroll deduction for repayment. Tuition Assistance Program participants are responsible for any fees
incurred, such as for dropping or withdrawing from a course. Tuition
assistance may be considered as taxable income based on applicable IRS
regulations. Tuition assistance may be considered as taxable income
based on applicable IRS regulations.
Tuition Assistance Program for Dependents and Spouses of Faculty and Faculty
Administrators- Purpose
Old Dominion University provides a tuition assistance program to the dependents
and spouses of eligible employees. The purpose of this policy is to provide
guidance for the administration of the faculty and faculty administrator dependent
and spouse tuition assistance program. The funding for this program is derived
from local sources. - Eligibility
The dependents and spouses of full-time faculty and administrators currently
employed by Old Dominion University whose incomes do not exceed $75,000 and
who have finished one year of full-time service at the university shall be
eligible. - Benefit
Tuition support at Old Dominion University is not to exceed six credit hours
per semester at the in-state rate. - Conditions
Applications for tuition support from the Tuition Assistance Program
shall not be accepted before the beginning of registration for the semester
or after the deadline for submission. The deadlines are August 1 for the
fall semester, December 1 for the spring semester, and May 1 for all summer
sessions, unless the first falls on a weekend and then the deadline will
be the first workday following the first. Because of limited resources,
not all applications may be funded. Applications will be funded in the
order of seniority of the employee applying for aid until the allocation
of funds for the semester or term has been exhausted. An appeal may be
filed should tuition assistance be denied. Tuition payment for courses shall not exceed the current in-state rate
for the level or location of instruction. The faculty member or administrator
whose dependent(s) and/or spouse are enrolled in courses and are determined
to be domiciled outside Virginia, shall be responsible for payment of
the difference between the in-state and out-of-state tuition rates applicable
for the level and location of instruction. Tuition payment from the Tuition Assistance Program shall be limited
to not more than six credit hours per semester at the in-state rate for
the applicable level and location. Failure to attain a grade of "C" (2.0) in undergraduate
courses or "B" (3.0) in graduate courses shall require repayment
of the tuition provided by the Tuition Assistance Program. Withdrawal from courses shall require repayment of tuition provided
by the Tuition Assistance Program. Failure to clear an Incomplete grade (I or II) within the time period
prescribed by current policy shall require repayment of tuition provided
by the Scholarship Program. Failure to clear an Incomplete grade (I or II) within the time period
prescribed by current policy shall require repayment of tuition provided
by the Tuition Assistance Program. Tuition shall not be paid for a course taken more than once, except
those identified as research, thesis, or dissertation. Resignation and departure from the university by the faculty member
or administrator whose dependent(s) and/or spouse are being provided support
by the Tuition Assistance Program, prior to the end of the semester or
session, shall require the repayment of the tuition. Tuition support for noncredit courses shall not be provided by the Tuition
Assistance Program. Any tuition repayment must be completed prior to the next semester or
the summer session. No support will be available from the Tuition Assistance
Program until repayment is complete. The faculty member or administrator
may request payroll deduction for repayment. Tuition Assistance Program participants are responsible for any fees
incurred, such as for dropping or withdrawing from a course. Tuition
assistance may be considered as taxable income based on applicable IRS
regulations.
Policy for Faculty Development FundsFunds to support faculty development will be made available through the Office
of the Provost and Vice President for Academic Affairs. These funds are for
the purpose of improving the quality of instruction at Old Dominion University.
The awards are available to all full-time faculty who are not on a terminal
contract. After evaluation and signature by the department chair and dean, the Office
of the Dean should submit a copy of the faculty member's proposal to
the Faculty Senate's Faculty Status Committee. The committee's
recommendations for awards will be based on overall evaluations of competing
proposals. The committee will forward its recommendations, along with the evaluation
of the chair and dean, to the vice provost for final review, evaluation, and
determination. The following list provides some suggestions for funding, but it should not
be considered exhaustive. Reimbursement of expenses for workshops on teaching effectiveness. Reimbursement of expenses for workshops which will make the faculty member
proficient in some area and which subsequently may lead to course development. Summer stipends, which will not exceed those awarded for summer research
grants, to support faculty self-study, development of instructional materials
such as videos, course paks and workbooks, development of innovative educational
approaches, or significant program curriculum revision. Reimbursement of expenses for guest speakers and/or consultants as related
to classroom instruction.
Faculty development funds cannot be used to support faculty attendance or
presentations at conferences.
Participation in Learned SocietiesThe university recognizes the necessity of attendance at professional meetings
and its effect upon the enhancement of good teaching and related activities.
Every effort is made to have funds available to faculty members for this purpose.
Fee Waivers for Full-time Faculty, Staff and DependentsFees for admission applications and transcripts for full-time faculty, staff,
and their dependents are waived. |
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