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Staff Development Leave Policy

This policy was posted for public comment from November 2 – 17, 2023.

Comments

This policy's timeline does not afford for flexibility of entering programs outside of the traditional academic year cycle. Some academic programs accept candidates in the middle of academic years. The policy's language affords staff to do non-academic or traditional degree-seeking programs, many of which do not follow academic calendars and may not give the same amount of time for staff to wait for acceptance, admittance, and program start dates.
The total number of development leaves granted in any fiscal year shall not exceed one-half of one percent of the total number of full-time staff members. Is the College concerned about the total number of staff members, or are other considerations made for the number of employees in a particular department, unit, or division? Could two staff members in the same department be on leave at the same time if no other employees were on leave? Will other criteria that are not listed be considered in granting leave?
Will there be a place where staff members can go to view examples of successful application materials?
  1. Section 4.A.3-The policy should include some appeal or arbitration right for a staff member whose request for staff development leave is denied.
  2. Section 4.C.2-5-Express provisions should be added to the policy requiring management to provide written notice to the staff applicant of the various recommendations and approvals as the leave request is processed through various levels of management. Besides providing this written notice, the policy should specify a specific date by which this notice should be given to the staff applicant. By doing this, this will improve transparency in the process.

Responses

Effect of Policy’s Timeline on Programs that Accept Candidates Outside the Traditional Academic Year Cycle

Changes were made to section 4.C to address this concern. Specific calendar dates (e.g., January 15) were removed throughout the application timeline procedures and replaced with time frames (e.g., 90 calendar days prior to the start of the requested leave). For example, 4.C.1 now reads,

“The staff member submits a completed application to their immediate supervisor 90 calendar days before the requested leave starts.”

Clarification about the Total Number of Development Leaves Granted in a Fiscal Year

4.D.6.b requires a letter from the supervisor indicating how this request for staff development leave will impact the department. It is up to the supervisor if the department can adequately function if multiple individuals from their department are on leave simultaneously.

Will Examples of Successful Application Materials be made Available to Staff?

PWC does not have any templates available.

PWC does not have any templates available.

Appeals can be made to PWC. Section 4.C.6 was added to the procedures to address this and reads,

“If the application is denied, the applicant can appeal the decision by contacting PWC within 10 calendar days. PWC will review the appeal with the input of the appropriate supervisor, vice president, or provost.”

Suggestions to Improve Transparency in Approval Process (4.C.2-5)

Changes were made to section 4.C, making the procedures steps and timetable more transparent. 4.C.1-7 now reads,

  1. The staff member submits a completed application to their immediate supervisor 90 calendar days before the requested leave starts.

  2. The staff member's immediate supervisor will submit the application packet to the appropriate second-level supervisor, who will then submit the application to People & Workplace Culture (PWC Benefits) no later than 15 calendar days following submission from the employee.

  3. If the employee meets the eligibility requirements outlined in 4.A of this policy, PWC will forward the application to the appropriate vice president.

  4. The vice president will submit their recommendations along with relevant paperwork to the president for final approval 45 calendar days before the requested leave starts.

  5. PWC and the appropriate vice president or provost will notify applicants of the president's decision.

  6. If the application is denied, the applicant can appeal the decision by contacting PWC within 10 calendar days. PWC will review the appeal with the input of the appropriate supervisor, vice president, or provost.

  7. Upon final approval by the president, the selection is sent to the board of trustees as an information item.

PWC will also explore the possibility of creating an etrieve form with OIT to address transparency concerns.