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Southern University System



Part III Chapter III of Regulations
CHAPTER III

LEAVES OF ABSENCE



Section 3. Leaves of absence shall be granted to University personnel in accordance with provisions stated in Executive Orders, public laws, civil service regulations, and policies adopted by the Board. Leaves of absence shall be granted in the following categories: academic, annual, sick, civil, military, compensatory, maternity, special, leave without pay, and other.


Section 3-1. Academic Leave.

Full-time academic employees at the rank of instructor (or equivalent) or above who have completed three or more consecutive years of service on the campus may petition for academic leave for study leading to the terminal degree or independent study and research, the object of which is to increase professional efficiency and usefulness to the University. Adequate justification setting forth the plans for each academic leave shall be stated, and a report of the accomplishments under each leave granted shall be made promptly upon return from academic leave.


Persons employed on a twelve-month basis are eligible for twelve months of leave with three-fourths (of yearly salary) pay or six months of leave with three-eighths (of yearly salary) pay if such persons have completed six consecutive years of service. Persons who have completed three years of consecutive service are eligible for leave benefits at one-half of the rate granted otherwise.


Persons employed on a nine-month basis are eligible for nine-months of leave with three-fourths (of the nine-months salary) pay or one-semester leave with three-eighths (of the nine-months salary) pay, provided that such persons have completed six consecutive years of service. Persons who have completed three consecutive years of service are eligible for leave benefits at one-half of the rate granted otherwise.


The Chancellor of each campus shall, after having received requests from the chief academic officer or other administrative heads, make recommendations for academic leave through the President to the Board.


Prior to the leave period, persons approved for leave shall be informed in writing of the status of their fringe benefits and the conditions of their leave.



Section 3-2. Annual Leave.

A. Annual leave is leave with pay granted to an employee for the purpose of rehabilitation, restoration and maintenance of work efficiency, or for the transaction of personal affairs.


B. Annual leave shall be earned by full-time and part-time academic staff members and by unclassified employees who are on fiscal year appointments. The accumulation of annual leave days shall be in accordance with regulations or policies approved by the Board and appropriate state statutes. The President shall issue a memorandum setting forth these provisions.


Classified personnel earn annual leave in accordance with State Civil Service regulations.



Section 3-3. Sick Leave.

A. Sick leave is leave with pay granted an employee who is suffering a disability which prevents performing usual duties and responsibilities or who requires medical, dental, or optical consultation or treatment.


B. Sick leave shall be granted each regular employee in accordance with policies approved by the Board, relevant State statutes or Civil Service regulations, whichever are applicable. Such regulations and policies shall be issued by memorandum from the President.



Section 3-4. Civil Leave.

An employee shall be granted leave with pay when required to serve jury duty or subpoenaed by any court.



Section 3-5. Military Leave.

An employee who is ordered to active duty with any branch of the armed forces, including the National Guard, for periods not to exceed fifteen (15) working days in one calendar year is entitled to leave of absence from the University without loss of pay or other benefits, and when relieved from duty shall be restored to the position held when ordered to duty. All days in excess of fifteen working days during a calendar year shall be leave without pay, unless covered by annual leave or compensatory leave.



Section 3-6. Compensatory Leave.

Compensatory leave is granted to classified employees only who were required to work overtime and who are granted time off as compensation.



Section 3-7. Maternity Leave.

Sick leave, annual leave and leave without pay may be granted for maternity leave purposes when the prenatal or postnatal condition of the employee prevents the performance of usual duties. The limit to the use of sick or annual leave for a postnatal condition is six (6) weeks, except cases in which the physician certifies employees' inability to return to work.



Section 3-8. Special Leave.

An employee shall be given time off without loss of pay, annual leave or sick leave when:


a. voting in primary, general, or special election which falls on his regularly scheduled work day, provided not more than two (2) hours of leave shall be allowed an employee to vote in the parish where he is employed, and not more than one (1) day to vote in a parish outside the one where he is employed;


b. participating in a state civil service examination on a regular work day, or taking a required examination pertinent to the examinee's state employment, before a State Licensing Board;


c. the appointing authority determines that because of local conditions or celebrations, it is impracticable for his employees in such locality to work.



Section 3-9. Leaves of Absence without Pay.

An employee may be granted leave of absence without pay for good cause. University policy on leave without pay for academic personnel and administrative officers shall be set forth in a memorandum from the President. State Civil Service regulations shall apply in the case of any classified employee.




Section 3-10. Other Leave.

A. Workers Compensation Payments. When an employee is absent from work due to disabilities for which he is entitled to workers compensation, he may, at his option, to the extent of the amount accrued to his credit, use sick and annual leave not to exceed the amount necessary to receive total payments for leave and workers compensation equal to his regular salary.


When an employee engaged in law enforcement work is disabled while in the performance of duty of a hazardous nature, and because of such disability is unable to perform his usual duties, his appointing authority may, with prior approval of the Commissioner of Administration or Director of Civil Service, grant such disabled employee leave of absence with full pay during the period of such disability without charge against the employee's accumulated sick or annual leave, provided such employee must pay to his department all amounts received by him as workers compensation benefits. However, the period of such payment shall be governed by Civil Service Rules for classified employees.


B. An employee may be given time off without loss of pay, annual leave or sick leave when attending the funeral or burial rites of a parent, step-parent, child, step-child, brother, step-brother, sister, step-sister, spouse, mother-in-law, father-in-law, grand-parent, or grand-child; provided such time off shall not exceed two (2) days on any one (1) occasion.



Section 3-11. Official Leave and Attendance Records.

The administration shall maintain official records of leaves of any kind taken by all University personnel. Similarly, attendance records for unclassified employees shall be maintained. The President shall issue a memorandum of instructions to each campus administrative head for keeping such records.