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Administrative & Professional Faculty Resource Book

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Administrative & Professional Faculty Leave & Holiday Information

Important: Some of the benefits listed below are related to an employee's enrollment in the Virginia Sickness & Disability Program. Not all Administrative & Professional Faculty members are enrolled in this program and, therefore, do not qualify for some of the benefits listed here. Those not enrolled in the Virginia Sickess & Disability Program utilize peer coverage. Please contact Human Resources to determine which of the following benefits apply to you.

A&P Faculty Leave
Full-time administrative and professional faculty members receive 24 days (192 hours) of A&P Faculty Leave per fiscal year (July 1 – June 30) to be taken for any purpose with the approval of your supervisor. Administrative and professional faculty members may carryover up to 10 days (80 hours) of leave from one fiscal year to the next, not to exceed 34 days (272 hours). Those with contracts of less than 12-months or those hired during the academic year receive a prorated amount of leave. Upon leaving state service, A&P Faculty with 10 or more years of state service are paid for unused leave.

However, if you are a member of the Virginia Sickness & Disability program, you may also have sick and family/personal leave (see below).

Virginia Sickness and Disability Program (VSDP)
Under this program, employees are provided sick leave and family/personal leave each calendar year. This leave cannot be carried over from year to year. In the event of an extended illness or serious injury, VSDP also provides for short-term and long-term disability benefits at 100%, 80%, or 60% of the employee's salary, depending on the length of service. The following chart reflects the rates for sick leave and family/personal leave according to months of state service:

Sick Leave

Current Full-Time:

Months of State Service Sick Leave Hours/Days
Less than 60 64 (8 workdays)
60 to 119 72 (9 workdays)
120 or more 80 (10 workdays)


New Full-Time:

Employment Begin Date Sick Leave Hours/Days
January 10 - July 9 64 (8 workdays)
July 10 - January 9 40 (5 workdays)


Family/Personal Leave

Current Full-Time:

Months of State Service Family/Personal Hours/Days
Less than 60 32 (4 workdays)
60 to 119 32 (4 workdays)
120 or more 40 (5 workdays)


New Full-Time:

Employment Begin Date Family/Personal Hours/Days
January 10 - July 9 32 (4 workdays)
July 10 - January 9 16 (2 workdays)


Peer Coverage
Those administrative and professional faculty members who are not enrolled in the VRS or VSDP utilize peer coverage. Peer coverage is the allowance for a faculty member to be absent from work and be paid during the absence, with the stipulation that his or her critical assignments and work will be completed by other employees.

Family and Medical Leave (FMLA)
The Family and Medical Leave Act (FMLA) requires the university to give eligible employees 12 workweeks of job-protected leave for the birth and care of a newborn child, the legal placement of a child with the employee for adoption or foster care, the care of an immediate family member: child, spouse or parent with a serious health condition, th e employee's own serious health condition, including an on-the-job injury or occupational disease covered by Workers' Compensation, which causes the employee to be unable to perform the essential functions of his/her job, or qualifying exigency arising from a call to active duty of a child, spouse or parent being on active duty or having been notified of an impending call or order to active duty in the Armed Forces. Eligible employees are also entitled to 26 workweeks of leave during a single 12-month period to care for a covered service member with a serious injury or illness if the eligible employee is the service member’s spouse, son, daughter, parent, or next of kin.

To be eligible, you must have been employed for at least 12 months and have provided at least 1,250 hours of service during the 12-month period prior to the leave request.

The 12-week period is calculated starting from the date you begin FMLA leave. Eligible employees have the option of using paid leave, as appropriate under each particular leave policy, for absences covered under FMLA. The agency may designate such leave as family and medical leave. If you take leave under FMLA, the university is required to return the employee to the same or equivalent position and reinstate all benefits which he/she was eligible to receive before the FMLA leave occurred.

You must give 30 days advance notice to your supervisor of the need to take FMLA leave when it is foreseeable for the birth or placement of a child for adoption or foster care, or for planned medical treatment. When it is not possible under the circumstances to provide advance notice, you must notify your supervisor as soon as practical.

Intermittent leave that is medically necessary may be taken without your supervisor's approval for each absence. You are encouraged to provide proper notice to your supervisor even though the supervisor's permission to use leave is not required. Your supervisor must approve requests for intermittent leave if you are taking leave for the birth, adoption,  foster care, or legal  placement of a child.

Certification from your or your family's health care provider must be provided to Human Resources to support family medical leave.

For complete information on the Family and Medical Leave Act policy, please contact Human Resources or refer to Policy 1308.

Administrative Leave
Administrative leave may be granted to serve on a jury, appear in court as a witness under subpoena, or to attempt resolution of work-related problems. Administrative leave may also be taken when testing and/or interviewing for positions in other state agencies. Reasonable travel time may be included. If use of this leave for interviewing becomes excessive, it may be restricted. Advance approval and written verification is required for administrative leave.

Educational Leave
Educational leave may be provided at the discretion of the University, for the purpose of allowing employees time to further their education through a course of study related to their work or that of their University.

Educational leave is limited to 12 months and may be granted with full, partial, or no pay at the discretion of the University.

Leave of Absence
Employees may be granted a leave of absence with supervisor approval. Requests for leave with/without pay must be presented in writing to your supervisor. A leave without pay may not be granted for more than 12 calendar months, except for extended illness or injury, or for military active duty. A leave of absence may be granted for:

  1. Educational leave (more than the allowable leave with pay)
  2. Military leave
  3. Medical
  4. Personal reasons

Military Leave
If you are a member of a military unit, the National Guard, Naval Militia, or Armed Forces Reserves, you are entitled to 15 work days (120 hours) of leave per federal fiscal year (October 1 to September 30) for federally funded military duty. Regardless of whether the duty is fragmented, you are still entitled to 15 work days of leave per federal fiscal year. You must include a copy of your military orders or other official documentation with your request for military leave. If you are ordered to duty because of an emergency, you must supply supporting documentation upon your return to work to verify the use of military leave.


Holidays
The University observes 12 paid holidays per year; however, due to the academic schedule, these holidays are set annually. They usually include:

January 1st
Martin Luther King, Jr. Day
Memorial Day
Independence Day
Thanksgiving
The day after Thanksgiving
December 25th

The Governor or the President of the university may authorize additional time off. Any additional days granted, will be scheduled at that time. Please refer to Policy 1102 for a current schedule of holidays.