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Administration Policy and Procedure



40.033:  Leaves of Absence for Classified Employees


Status:

Re-formatted on July 1, 2016
Approved on January 7, 2008
Signatures and dates
on archival copy

Effective:

30 days after approval 

Initiated by:

James E. Kemper
Associate Vice President for Finance and Administration for Human Resources
 

Endorsed by:

The Ohio
University
Executive Staff

Kathy Krendl
Executive Vice President and Provost
 

Approved by:

Roderick J. McDavis
President
 


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A.   Overview

Ohio university will grant leave of absence, without pay, to classified employees for a period not to exceed six months for medical or personal reasons subject to recommendation of the department head and approval of the chief human resource officer, to permanent full-time or permanent part-time employees. Normally a leave of absence will not be granted during the initial probationary period.

A medical leave of absence shall be limited to the period of time that the employee is unable to perform the substantial and material duties of the employee's position. A medical leave related to pregnancy may include reasonable pre-delivery, delivery, and recovery time. The length of any medical leave shall be certified by a physician. Accumulated sick leave must be exhausted before any medical leave can be approved. The University will continue group insurance coverage for a maximum period of six months for employees granted leave of absence for medical reasons. The employee must continue to pay appropriate contributions for group insurance for the six month period. See also policy 40.054.

A leave of absence for personal reasons may be granted to permanent full-time and permanent part-time employees. An eligible classified employee may be granted a leave of absence without pay for purposes of child care. Such leaves shall be limited to a period not to exceed six months.

Leave may be granted to permanent full-time employees for a maximum of two years for the purpose of education, training or specialized experience which will improve the employee's job skills. (Military leave provisions are covered in policy 41.127.)

An employee granted a leave of absence for personal reasons may continue group insurance coverage for up to six months by paying premiums in advance. If an employee allows coverage to lapse while on leave of absence, a new enrollment card must be signed to obtain coverage upon return to work. Evidence of insurability may also be required.

Renewal or extension to any leave beyond the maximum allowed shall not be granted.


B.   Process

An employee shall submit a formal request for a leave of absence as far in advance as possible, but at least two weeks prior to the first day of leave, using the "Request for Leave" form. A supporting document, such as a physician's statement, etc., must be attached to the "Request for Leave" form.

An employee returning to work from a medical leave of absence must obtain medical clearance from the occupational health clinic as outlined in policy 40.032.

When an employee returns to work from an approved leave of absence, the department head shall furnish, without delay, a written notification to university human resources indicating the date of return, and the employee will be returned to active status.

Upon completion of an approved leave of absence the employee will be returned to his or her former or similar position within the classification. If the position no longer exists the employee shall, with approval of the chief human resource officer, be assigned to a position in a classification similar to that formerly occupied.

An employee does not receive pay for holidays observed and does not earn sick leave or vacation credits during an approved leave of absence.

If approved by the department head or the chief human resource officer, the employee may return to the position prior to the originally anticipated expiration of a leave of absence.

If it is discovered that leave is not actually being used for the specific reasons it was granted, the chief human resource officer may cancel the leave and direct the employee return to work. In no case shall leave be granted to an employee for the purpose of seeking or accepting other employment, including self-employment.

An employee granted a leave of absence may restore lost service credit with the Ohio public employees retirement system (OPERS) after returning to regular contributing status in the system for a period of twelve months. Details and procedures regarding OPERS service credit may be obtained from university human resources.




Reviewers

Proposed revisions of this policy should be reviewed by:

  1. Vice President for Finance and Administration

  2. Classified Senate

  3. Dean of the Heritage College of Osteopathic Medicine


Forms, References, and History


1.   Forms

The following forms are specific to this policy:

  1. The "Request for Leave" form may be obtained from University Human Resources, or online at https://www.ohio.edu/hr/forms/index.cfm#l (scroll down to the "L" section).


2.   References

The following items are relevant to this policy:

  1. Policy 40.032, "Workers' Compensation and Occupational Health Management."

  2. Policy 40.054, "Family and Medical Leave."

  3. Policy 41.000, "Vacation Leave for Classified Employees."

  4. Policy 41.127, "Military Leave for Classified Employees."


3.   History

Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected Review site, at https://www.ohio.edu/policy2/40-033/.

Prior versions of this policy were approved on:

  1. January 7, 2008

  2. May 1, 1982

  3. May 1, 1979

  4. June 18, 1976



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Administrative Policy Manual

Dick Piccard revised this page
(https://www.ohio.edu/policy/40-033.html)
on July 11, 2016.
policy@ohio.edu

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