Ohio University

40.033: Leaves of Absence for Classified Employees


Approved for interim use in accordance with Policy 01.001


June 1, 2020

Initiated by:

Colleen Bendl | Chief Human Resources Officer 

Endorsed by:

Deborah J. Shaffer | Senior Vice President for Finance and Administration, CFO and Treasurer 

Approved by:

M. Duane Nellis | President

Signatures and dates on archival copy
  1. Overview

    1. Ohio university will grant leave of absence, without pay, to full-time regular or part-time regular classified non-bargaining employees for a period not to exceed twelve weeks for a qualifying Family Medical Leave Act (FMLA) leave reason or six months for personal leave reasons. Unpaid personal leave is subject to the recommendation of the department head and approval of the chief human resources officer. Unpaid FMLA leave is subject to the guidelines described in Policy 40.054.
    2. Group health insurance coverage will not be continued by the university during the period of the unpaid personal leave of absence. The employee may elect to continue health insurance coverage under Consolidated Omnibus Reconciliation Act (COBRA). Employees should contact university human resources to elect COBRA coverage.
    3. Leave may be granted to full-time regular 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.)
    4. Renewal or extension to any leave beyond the maximum allowed shall not be granted.
  2. Process

    1. 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. Supporting documentation must be attached to the "Request for Leave" form.
    2. In order for an employee to return to work from an FMLA approved leave, the employee will be required to provide fitness-for-duty documentation from the medical provider to university human resources. The employee will be returned to the same or similar position, including any vacancy within the employee's classification.
    3. When an employee returns to work from an approved personal leave of absence, the department head shall furnish, without delay, a written notification to university human resources indicating the date of return. The employee may be returned to his or her prior position 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.
    4. An employee does not receive pay for holidays observed and does not earn sick leave or vacation credits during an approved leave of absence.
    5. 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.
    6. 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.


Proposed revisions of this policy should be reviewed by:

  1. Classified Senate

  2. Chief Medical Affairs Officer