Purpose

The purpose of this School of Pharmacy Protocol and Procedure is to outline the types of and requirements for taking leave.

Review

This protocol will be reviewed each odd numbered year beginning in 2013

100.001.001 – Accordance with Institutional Policy

Marshall University employee leave definitions, accruals, and usage are determined by Title 133 Procedural Rule of the Higher Education Policy Commission, Series 38. This rule covers annual leave, military leave, leave of absence without pay, sick leave, special emergency leave, catastrophic leave, parental leave, and witness and jury leave. See the following website for specifics https://www.wvhepc.org/resources/133-38.pdf.

100.001.002 – Scope of the MUSOP Protocol

This document is intended to outline additional protocols required by the School of Pharmacy. This includes additional types of leave tracked by the MUSOP; request submission, approval, and routing; maintenance of records; and reporting of available balances to employee.

100.001.003 – Eligibility for Annual and Sick Leave

Eligibility for annual and sick leave shall be based on the following:

• Employees working on a regular and continuing basis for no less than 1950 hours within a twelve (12) consecutive month period are considered to be full-time employees and are eligible for leave as specified in this document.

• Employees working between 1,040 hours and less than 1,950 on a regular and continuing basis during a twelve (12) consecutive month period shall accumulate leave on a pro rata basis.

• Employees working less than 1,040 hours are not eligible for leave benefits.

Faculty members on twelve-month appointments are defined as full-time employees and accrue leave according to the appropriate sections of this protocol.

The provisions of this protocol related to annual leave, sick leave, catastrophic leave, special emergency leave, and managing work time in areas affected by interruption to utility or similar situations do not apply to faculty members on annual appointments of less than twelve months.

100.001.004 – Types of Staff Leave

• Annual Leave (Includes vacation and/or personal leave) – see Title 133 Procedural Rule of the Higher Education Policy Commission, Series 38 for accrual rates.

• Sick Leave (Includes healthcare visits and illness of employee and/or immediate family member; and death of an immediate family member) – see Title 133 Procedural Rule of the Higher Education Policy Commission, Series 38 for accrual rates.

• Compensatory Time (only applies to non-exempt employees)

• Military Leave (must provide copy of orders)

• Witness/Jury Leave (must provide a copy of the summons or certificate of attendance)

Staff members are expected to obtain permission from their immediate supervisor prior to using any type of leave. The University has a standard form that will be used for this purpose. The form should be completed and submitted to his/her supervisor for approval as soon as the employee knows he/she will need to take leave. The original form will be kept in the Departmental Office and a copy will be submitted to the Dean’s office.

100.001.005 – Types of Faculty Leave (12-Month Faculty)

• Annual Leave (Includes vacation and/or personal leave) – see Title 133 Procedural Rule of the Higher Education Policy Commission, Series 38 for accrual rates.

• Sick Leave (Includes healthcare visits and illness of employee and/or immediate family member; and death of an immediate family member) – see Title 133 Procedural Rule of the Higher Education Policy Commission, Series 38 for accrual rates.

• Military Leave (must provide copy of orders)

• Witness/Jury Leave (must provide a copy of the summons or certificate of attendance)

• Administrative Leave (Includes employee’s attendance at professional meetings, boards, etc.) – maximum of 4 days per year.

• On-Duty/Off-Station (Employee is completing MUSOP assignments/responsibilities outside of the office and/or clinical facility) – maximum of 4 days per year.

Faculty are expected to obtain permission from their department Chairperson and Dean prior to using any type of leave. The following guidelines should be followed whenever possible:

• For annual leave of up to 2 weeks (75 hours) – 60 days prior notice is desired.

• For annual leave of over 2 weeks (76+ hours) – 6 months prior notice is desired.

To this end, the MUSOP has developed a form that will be used for this purpose. The form should be completed and submitted to his/her department Chair for approval as soon as the employee knows he/she will need to take leave. The original form will then be forwarded to the Dean’s office for approval. The original form will be returned to the departmental office and a copy will be maintained in the Dean’s office. Copies will then be sent by the department’s designated person to the faculty member, the Associate Dean’s office, the Assistant Dean for Experiential Learning, and the Practice Site Director (as applicable).

100.001.006 – Unexpected Leave

While prior approval should be obtained whenever possible by both faculty and staff, it is understood that at times this may not be possible due to sudden illness or personal emergencies. In these instances, employees should report their expected absence to their immediate supervisor as soon as possible by phone and also via email. If unable to reach supervisor by phone, notify the Departmental secretary by phone and email. If unable to reach either the supervisor or department secretary, please call the Dean’s office. Upon return to work, the employee is required to complete the applicable form and submit for approval after-the-fact.

100.001.007 – Reporting of Available Leave Balances to Employees

Leave requests and balances are to be maintained in the department offices for all employees who report to that department (org number). Each department will designate an individual for that purpose and oversight will be provided by the Dean’s Office (Executive Assistant).

Department Chairs and the Associate Dean report to the Dean, and therefore, leave records for these individuals will be maintained in the Dean’s Office.

Each month, Human Resources provides a report to the department of annual and sick leave taken and available balances for all employees reporting to that department’s org. The designated individual in each department is responsible for checking this report against the department records. Any discrepancies should be directed to Human Resources. Upon confirmation that the records match, the designated individual will provide individual hard copy reports of available leave balances to each employee reporting to that department (org number).

100.001.008 Consequences of Failure to Comply with MUSOP Leave Protocol

1st Occurance – Employee will receive a verbal warning from his/her supervisor.

2nd Occurance – Employee will be issued a written warning by his/her supervisor.

3rd Occurance – The employee will be recommended for suspension without pay.

4th Occurance – The employee will be recommended for termination.

These steps comprise the four part progressive counseling process and have specific documentation requirements which must be followed. These requirements are spelled out in MUBOG HR-5. In the event that progressive counseling must be implemented, supervisors should be thoroughly familiar with this policy.

Approved September 2012