Faculty leave

Twelve-month teaching faculty and administrative and professional faculty (nine- or 12-month) who work 50 percent or more of the pay period accrue the following leave:

  1. Annual leave at the end of each semi-monthly pay period in proportion to the number of hours they work
  2. Sick leave as follows, depending on which sick leave program the faculty member participates in:
    Traditional Sick Leave Program (TSLP) - at the end of each semi-monthly pay period in proportion to the number of hours they work
    Virginia Sickness and Disability Program (VSDP) - on Jan. 10 of each year in proportion to their total months of state service and whether they are full-time or part-time
  3. Personal and family leave (only if they participate in the VSDP) on Jan. 10 of each year

Teaching faculty on nine- or 10-month contract observe the same holidays as students; they also accrue sick leave at the beginning of each fall and spring semester but do not accrue annual leave. Study-research leave and educational leave are available to eligible faculty seeking to enrich their professional growth and development. When faculty members have a status change (e.g., full-time to part-time, part-time to full-time, or 12-month to nine- or 10-month teaching), the conditions of annual leave and sick leave change, including accruals and payouts. Eligible faculty qualify for other leaves of absence – see Types of Leave below. Faculty earn leave before using it and, when possible, request approval in advance to take it. Faculty support the institution’s timekeeping process by:

  • Submitting approved leave requests promptly to their timekeepers
  • Reviewing their leave advice statements on eServices/VCU Self Service every pay period for accuracy
  • Resolving leave discrepancies promptly with their timekeepers

Types of leave

Annual leave

Eligible faculty include:

  • 12-month teaching and research faculty
  • Administrative and professional faculty

This leave is earned after each semimonthly pay period when a faculty member works the entire pay period or has appropriate leave to cover an absence. Faculty use annual leave for vacation, personal business or after they have exhausted other types of leave.

Full-time 12-month faculty accrue annual leave at the rate of eight hours (one day) each semimonthly pay period (192 hours annually). Twelve-month faculty who are in dock status during a semi-monthly pay period do not accrue annual leave for that pay period.

Part-time 12-month faculty who work 50 percent or more of the pay period accrue and carry over annual leave at a proportionate rate. 

Following are the year-end annual leave carry-over limits and maximum payout amounts upon separation for full-time 12-month faculty.

Years of Service Maximum year-end
carry-over balance
Maximum payment
upon separation
Up to 15 years 288 hours 288 hours
15-20 years 336 hours 288 hours
More than 20 years 384 hours 288 hours

 

 

 

 

 


On Jan. 9 each calendar year, faculty forfeit all unused annual leave hours that exceed the carry-over limits indicated above; there are no exceptions to the faculty carry-over rule. Faculty may donate excess leave hours to the leave share donor pool. 

VCU pays full-time 12-month faculty for their unused annual leave balances up to 288 hours when they separate employment, except when indicated in their contracts. The university pays part-time 12-month faculty for their unused annual leave balances at a proportionate rate up to the maximum allowed upon separation.

Traditional sick leave program (TSLP)

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty

  • Administrative and professional faculty


Personal sick leave

This leave is used for personal illness or injury and health-related appointments.

Full-time 12-month faculty accrue five hours of sick leave each semi-monthly pay period; part-time 12-month faculty who work 50 percent or more of the pay period accrue sick leave at a proportionate rate. Twelve-month faculty who are in dock status during a semi-monthly pay period do not accrue sick leave for that pay period.

Full-time nine- or 10-month faculty receive 48 hours (six days) of sick leave at the beginning of the fall and spring semesters; part-time nine/10-month faculty receive sick leave hours at a proportionate rate. Nine-month faculty record sick leave in four- or eight-hour increments as appropriate.

There is no limit to the number of sick leave hours that faculty may accumulate. The university does not pay faculty for their unused sick leave balances when they terminate employment.

 

Family sick leave

An employee may use up to 48 hours (six days) from his/her existing sick leave balance for any illness, injury or death of an immediate family member. (See family and medical leave for long-term and serious health conditions.)

The annual limit is 48 hours (six days) in a leave year, Jan. 10 through Jan. 9 of the following year.

Virginia Sickness and Disability Program (VSDP)

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

Please note:

  • Faculty hired July 1, 2009, and after need to meet a one-year waiting period for non-work-related disability benefits.
  • Faculty hired before Jan. 1, 1999, had an opportunity to enroll in the VSDP during the initial election period and subsequent election period in 2002. Faculty who participate in the VRS may have elected to participate in the VSDP.
  • Faculty hired Jan. 1, 1999, and later may choose the VSDP if they participate in the VRS.
  • Part-time faculty and faculty who participate in the VCU Optional Retirement Plan (ORP) are not eligible to participate in the VSDP.

This leave provides full-time nine-, 10- or 12-month faculty who participate in the Virginia Retirement System (VRS) with:

  • Sick leave and personal and family leave
  • Short-term disability income replacement:
    • Less than five years of service income replacement is at 60 percent, if hired after July 1, 2009  
    • More than five years of service income replacement is at 100 percent, 80 percent and 60 percent based on years of service for up to 25 weeks beginning with the eighth calendar day of disability  
  • Long-term disability income replacement at 60 percent of salary beginning at the end of short-term disability and lasting to the end of disability or normal retirement age (65)

Faculty may use sick leave for short-term illness or toward the waiting period for short-term disability benefits.

Faculty who enrolled in the VSDP during the initial enrollment period may have converted their existing sick leave balances to disability credits; they may use these credits to replace periods of less-than-100-percent income while on short-term disability.

Faculty accrue leave based on length of service; leave accruals are credited at the beginning of the leave calendar year; balances do not carry over to the next year and are not paid upon separation.

Accrual rates for current full-time faculty

Up to 5 years of service: 64 hour annually
5 to 10 years of service: 72 hours annually
More than 10 years of service: 80 hours annually

Accrual rates for new full-time faculty

Employment start date between Jan. 10 - July 9: 64 hours
Employment start date between July 10 - Jan. 9: 40 hours

 

Personal and family leave

Faculty may use personal and family leave for absences due to illness, death of a family member or for other personal needs. Faculty do not receive payment for any personal and family leave balance upon separation. Faculty accrue leave based on length of service; leave accruals are credited at the beginning of the leave calendar year; balances do not carry forward to the next year and are not paid upon separation.

Accrual rates for current full-time faculty

Up to 10 years of service: 32 hours annually
More than 10 years of service: 40 hours annually

Accrual rates for new full-time faculty

Employment start date between Jan. 10 - July 9: 32 hours
Employment start date between July 10 - Jan. 9: 16 hours 

Impact of status change on annual leave and sick leave

When faculty members have a status change (e.g., full-time to part-time or part-time to full-time), the conditions of annual leave and sick leave change, including accruals and payouts.

For assistance, please refer to the “Status Changes and Effect on Leave” section of the  or contact HR at (804) 828-1712.

Administrative leave
  • Eligible faculty include:

    • Nine- or 10-month teaching and research faculty
    • 12-month teaching and research faculty
    • Administrative and professional faculty

    This leave covers paid absences for jury duty, court appearances (e.g., by summons or subpoena as a witness but not as a defendant), interviews for other positions with the state and for periods of investigation as approved by HR.

    Documentation of the need for and length of the absence may be required.

Bone marrow and organ donor (BMOD) leave

Eligible faculty include:

  • 12-month teaching and research faculty
  • Administrative and professional faculty

This leave provides eligible faculty with up to 30 days of additional paid leave each calendar year when they donate bone marrow or organs. Medical certification is required prior to approval of BMOD leave.

Please note: This leave does not count toward leave used under the Family and Medical Leave Act (FMLA) and it is not part of VSDP leave.

Community service leave

Eligible faculty include:

  • 12-month teaching and research faculty
  • Administrative and professional faculty

This leave provides faculty (with or without children) with paid leave each calendar year to meet with public or private school officials about their children, to attend school functions in which their children are participating, to perform school-approved volunteer work in a public school or to participate in volunteer community service organizations.

Effective July 1, 2009, CSL increased by eight hours for employees serving as volunteer firefighters and/or rescue service members. Although a “bank” of 24 hours (three days) was established for everyone, the additional eight hours are only available to volunteer firefighters and/or rescue service members.

The number of hours available for other types of volunteer service or for school assistance remains at 16 hours (two days) for full-time 12-month faculty. The leave is prorated for part-time 12-month faculty.

Unused CSL does not carry over at the end of the calendar year.

*called Community Service Leave (CSL) at VCU, from state policy 4.40: School Assistance and Volunteer Service Leave

Educational leave

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

This leave is available to tenured and non-tenured faculty for educational pursuits at one-half pay or without pay, subject to approval by the department chair, school/college dean and vice president.

Faculty who take this leave at one-half pay sign a contract with a commitment to serve in university employment equal to twice the period of leave. Faculty who do not return to university employment reimburse the salary received during the leave period with interest, regardless of source of funds. The university prorates the salary reimbursement and interest for faculty who return for a portion of time.

Faculty do not accrue annual, sick or holiday leave while on educational leave and the university holds their sick leave balances during this time. Annual and holiday leave balances may be paid or retained when faculty take educational leave.

Holiday leave

Eligible faculty include:

  • 12-month teaching and research faculty
  • Administrative and professional faculty

This leave is observed as 12 paid holidays each calendar year. See VCU's payday and holiday schedule at hr.vcu.edu.

Full-time 12-month faculty who must work on a university-designated holiday will accrue the holiday and must use it within one year from the date of accrual.

Part-time 12-month faculty who work 50 percent or more of the pay period accrue holiday leave at a proportionate rate.

Nine- and 10-month faculty observe the same holidays as students.

Family and medical leave

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

Family and medical leave provides benefits and job protection for eligible faculty with qualifying personal or family serious health conditions under the provisions of the Family and Medical Leave Act (FMLA).

The faculty member must be an employee of VCU or the state for at least 12 months (not consecutive) and must work at least 1,250 hours during the preceding 12 months to request this leave.

Depending on the type of family and medical leave absence, faculty may use annual and/or sick leave to cover this time away from work. Twelve-month faculty also may access 33 percent of their sick leave balance for FMLA family-related reasons. Nine-month faculty do not have access to 33 percent of their sick balance for FMLA family-related illness without prior written approval of the appropriate dean and vice president.

Faculty may use paid or unpaid leave concurrently or intermittently for up to 12 workweeks (480 hours) in a calendar year. Faculty who use unpaid leave to cover a FMLA absence do not accrue annual, sick or holiday leave during the period(s) of unpaid leave.

Eligible faculty working less than full time have their 12 workweeks prorated.

Please note: VCU limits the use of FMLA leave for both spouses employed by the university to a combined total of 12 workweeks for the birth, adoption or placement of a child or to care for a child with a serious health condition.

For more information on how to use FMLA under the TSLP and VSDP sick leave plans, please refer to the  or contact HR at (804) 828-1712.

Inclement weather leave

Eligible faculty include:

  • 12-month teaching and research faculty
  • Administrative and professional faculty

This leave covers paid absences for university closings.

Full-time 12-month faculty are eligible to accrue compensatory leave if they are designated to work during an official university closing or if the same leave is granted for other non-designated staff; the leave is prorated for part-time 12-month faculty.

Faculty must use this leave within one year from the date of accrual.

Leave sharing

Eligible faculty include:

  • 12-month teaching and research faculty
  • Administrative and professional faculty

Leave sharing allows full- and part-time 12-month faculty who participate in the Traditional Sick Leave Program (TSLP) to donate as well as receive annual leave to continue salary coverage for doctor-certified absences for personal illness, injury or maternity. Faculty who participate in the VSDP may donate annual leave but are not eligible to receive leave share donations unless their absence is for family-related medical reasons qualified under the Family and Medical Leave Act (FMLA).

Faculty may request donated leave after exhausting current leave balances and after being placed on leave without pay (LWOP) for at least 10 work days (80 hours). Faculty do not accrue annual, sick or holiday leave while on leave share.

Recipients reimburse donated leave hours if they receive other compensation during the same period (e.g., if donated leave hours and workers’ compensation benefits are combined) or if abuse occurs.

Leave without pay

Leave without pay (LWOP) for personal reasons

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

This leave may be granted on a contractual basis with annual approval and renewal by the dean and vice president for faculty and by the president and Board of Visitors for vice presidents.

 

Leave without pay (LWOP) for agency convenience

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

This leave is granted to full-time 12-month faculty who change to nine- or 10-month status.

Military leave

Military leave

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

Faculty may use up to 15 days of paid leave each federal fiscal year (Oct. 1 through Sept. 30) for military or reserves training.

  • HR Leave office will load the 120 hours of military leave once a copy of the military orders is received in the Leave office.

Faculty are eligible for regular salary when called to duty for emergency service (time off does not count toward the 15 days of leave for training).

If called to active duty due to declaration of war, faculty are placed on leave without pay (LWOP) from the university.

  • Twelve-month faculty may use accrued annual or holiday leave to continue pay for active military duty. Leave accruals stop after 90 calendar days if faculty use paid leave to cover this absence.
  • Following active military duty, faculty return to their previous position or to a comparable position if they make their request within the timeframes of the Federal Veterans Reemployment Rights statute.

 

Military leave bank

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

Faculty who are members of the organized reserve forces of any of the armed services of the U.S. or of the Virginia National Guard may carry over accrued annual leave into the next leave year (on Jan. 10) without the standard maximum limits.

Please note: This type of leave can be used only during active military duty.

Predisciplinary action leave

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

This leave is used to place faculty on leave during the due process period.

Please note: This leave does not affect the faculty member’s annual or sick leave balances.

Study-research leave

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

Eligibility criteria are determined by each school or college, subject to approval by the vice president, for tenured faculty to apply for:

  • One-half contract year of leave at regular full-time salary
  • One full contract year of leave at one-half regular full-time salary (with remainder of salary supported from non-state or external sources)

Faculty members sign a contract with a commitment to serve in university employment equal to twice the period of leave. Faculty who do not return to university employment reimburse the salary received during the leave period with interest, regardless of source of funds. The university prorates the salary reimbursement and interest for faculty who return for a portion of time.

Faculty do not accrue annual, sick or holiday leave while on study-research leave, and the university holds their sick leave balance during this time. Annual and holiday leave balances may be paid or retained when faculty take study-research leave.

Workers’ compensation leave

Eligible faculty include:

  • Nine- or 10-month teaching and research faculty
  • 12-month teaching and research faculty
  • Administrative and professional faculty

For faculty who participate in the TSLP, workers’ compensation benefits and the state supplement provide full salary for up to 92 calendar days of disability if a claim is approved. After 92 calendar days, faculty may use accrued leave to supplement workers’ compensation benefits (66 2/3 percent of salary) or be paid workers’ compensation benefits directly by a third-party administrator.

For faculty who participate in the VSDP, there is a seven-calendar-day waiting period to receive workers’ compensation disability benefits. Accrued leave must be used for time away from work. Once a claim is approved, VSDP provides up to 125 workdays of supplemental income to the workers’ compensation benefit.