4-8 Unpaid Personal Leave

Policy

Full-time officers of instruction and research may request a leave of absence without salary to deal with a compelling personal need. Officers who take such leaves to care for seriously ill family members are entitled under the Family and Medical Leave Act of 1993 to at least 12 weeks of unpaid leave. Longer periods of leave for that purpose and all other types of personal leaves are granted at the discretion of the Office of the Provost on the recommendation of the appropriate department chair, dean, or vice president. Personal leaves are generally limited to a maximum of one year.

Requirements

Department submits the following:

  • Letter from officer to PI/supervisor requesting the leave and including start and end dates
  • Letter from chair to Dean requesting the leave for the officer and including start and end dates
  • Upon receipt of the Office of the Provost or AVP approval, a PAF reflecting action/reason codes for both the start of the leave (LOA/PER) and the end of the leave (RFL/LOA)

Workflow

Path 1 – Duration of30 days

  • The OFA Representative reviews the request and prepares a cover letter in which the AVP informs the chair that the leave has been approved.
  • The AVP reviews and, if acceptable, signs the letter.
  • OFA sends a copy of the letter to the department faculty affairs contact for their records.
  • Upon receipt of the approval, the department submits a PAF and attaches the letter of approval.
  • OFA approves and submits the PAF to CUIMC Payroll, if salaried, or directly to HRPC, if zero-salaried.

Path 2 – Duration of > 30 days

  • The OFA Representative reviews the request and prepares a cover letter in which the AVP requests the approval of the Office of the Provost.
  • The SAVP reviews and, if acceptable, signs the letter.
  • OFA submits the AVP’s signed request to the Office of the Provost indicating that the LOA has the Dean’s approval.
  • The Office of the Provost sends an approval letter to OFA (and copied to others).
  • OFA sends a copy of the letter to the department faculty affairs contact for their records.
  • Upon receipt of the Office of the Provost approval, the department submits a PAF and attaches the letter of approval from the Office of the Provost.
  • OFA approves the PAF and submits it and the Provost approval letter to CUIMC Payroll, if salaried, or directly to HRPC, if zero-salaried.

Resources

CU Action and Reason Codes for Personnel Transactions

CU Completing a Personnel Action Form (PAF) - Job Aid

CU Faculty Handbook