Policy Number: 185
Employees holding a regular appointment (see HOOP 17, Appointment Status)
- Date Reviewed:
- October 2014
- Responsible Office:
- Human Resources
- Responsible Executive:
- Vice President and Chief Human Resources Officer
I. POLICY AND GENERAL STATEMENT
Unusual or extenuating situations may arise that warrant the granting of a period of paid leave which does not fall under any of the other leave policies. The State of Texas provides paid leave for miscellaneous circumstances not covered by other leave policies. The umbrella term "administrative leave" is used to encompass all such paid leave situations for employees who hold a regular appointment (see HOOP 17, Appointment Status). Administrative leave will not be charged against an employee's vacation or sick leave accruals.
A. Types of Leave
For those leaves described below which the employee is aware of in advance, the employee must provide his or her supervisor with reasonable advance notice and appropriate documentation to support the leave. Taking such leave is subject to the supervisor's approval. The supervisor may request documentation from the employee to support the granting of leave.
1. Closure Due to Adverse Conditions
Administrative leave will be granted at the direction of the President on occasions when the university is declared to be officially closed due to adverse conditions as described in HOOP Policy 85 University Official Closure Status for Emergency, Disaster or Severe Weather.
2. Volunteer Firefighters and Emergency Medical Services Volunteers
Employees who are volunteer firefighters or emergency medical services volunteers will be granted a paid administrative leave of absence not to exceed five working days each fiscal year for attending training schools conducted by state agencies. This leave of absence may also be granted to volunteer firefighters or emergency medical services volunteers for the purpose of responding to emergency fire or medical situations. Employees must notify their supervisors, or designated alternates, prior to responding to emergency situations.
3. Foster Parents
An employee who is a foster parent to a child under the conservatorship of the Department of Family and Protective Services is entitled to administrative leave for the purpose of attending meetings held by the Department of Family and Protective Services regarding the child under the foster care of the employee, or to attend an admission, review or dismissal meeting held by a school district regarding the child under the foster care of the employee.
4. American Red Cross Disaster Service Volunteers
An employee who is a certified disaster service volunteer of the American Red Cross or who is in training to become such a volunteer, with the authorization of his or her supervisor, may be granted administrative leave not to exceed 10 working days each year to participate in specialized disaster relief services for the American Red Cross, on the request of the American Red Cross and with the documented approval of the governor's office. The Division of Emergency Management within the governor's office coordinates a list of eligible individuals.
5. Assistance Dog Training
An employee who is a "person with a disability" is entitled to an administrative leave of absence for the purpose of attending a training program to acquaint the employee with an assistance dog to be used by the employee. This leave of absence is not to exceed 10 working days in the fiscal year. "Person with a disability" includes a person who has a mental or physical disability, an intellectual or developmental disability, a hearing impairment, deafness, speech impairment, visual impairment, post-traumatic stress disorder or any health impairment that requires special ambulatory devices or services.
6. Bone Marrow, Organ and Blood Donors
An employee is eligible for up to 5 working days of paid administrative leave per fiscal year to serve as a bone marrow donor, up to 30 working days of paid administrative leave in a fiscal year to serve as an organ donor, and up to 4 blood donation times per year with pay, with documentation.
7. Meritorious Performance
Department chairs or administrative equivalents may grant administrative leave to employees as a reward for meritorious performance as documented by employee performance appraisals,up to a maximum of 32 hours in any fiscal year. Employees who have completed six months of continuous employment are eligible for an award of administrative leave for meritorious performance. Employees who are awarded administrative leave for meritorious performance must use this leave within a calendar year of the award date. If an employee terminates employment before using some or all of the administrative leave awarded, the employee is not eligible to be paid in lieu of receiving the leave.
If administrative leave for meritorious performance is awarded and documented within the employee's performance appraisal file, a request should be made to Payroll that includes the employee's name, employee ID and total number of hours to be recorded for entry into the university's timekeeping system. Once the hours have been entered into the appropriate compensation bank, the employee will have access to use the hours on his or her timesheets.
8. Amateur Radio Operators
An employee who holds an amateur radio station license issued by the Federal Communications Commission may be granted paid administrative leave for up to 10 working days each fiscal year to participate in specialized disaster relief services. The leave must be authorized by the employee's supervisor and have documented approval of the governor's office. The Division of Emergency Management within the governor's office coordinates a list of eligible individuals.
9. Court Appointed Special Advocates Volunteer
With the prior authorization of his or her supervisor, an employee may be granted up to five hours leave each month to participate in mandatory training or to perform volunteer services as a Court Appointed Special Advocates volunteer.
10. Miscellaneous Administrative Leave
The President may, in limited situations, determine that a paid administrative leave is appropriate. For example, the President has delegated to the Vice President and Chief Human Resources Officer and to the Deans or administrative equivalents the ability to grant paid administrative leave to an employee who is the subject of a disciplinary action or an investigation.
B. Record Keeping
Employees who take paid administrative leave must note it as such on their official time records.
2. Department Chair or Administrative Equivalent
When awarding administrative leave for meritorious job performance, the department chair or administrative equivalent must ensure a copy of the employee's relevant performance appraisal form is readily available and easily cross-referenced to time records if the department is audited.
C. Effect on Pay, Leave Accruals and Holiday Eligibility
Administrative leave is considered time worked for the purposes of computing pay, vacation and sick leave accruals, longevity pay and holiday eligibility.
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