Administrative Leave

Leave granted to serve on a jury or appear in court as a witness under subpoena, for testing or interviewing for other positions, or for other reasons approved in advance by the faculty member's supervisor.

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. 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 the maximum carryover limit of 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 the university, A&P Faculty with 10 or more years of state service are paid for any unused leave up to 20 days (160 hours).

Years of Service

Maximum Payout Limit

Maximum Carryover

Maximum Carryover Limit

0-9 years

No Payout

10 days

34 days

10 years or more

20 days

10 days

34 days


Visit the A&P Faculty Leave Frequently Asked Questions webpage for additional details.

Compensatory Leave

Leave granted to a faculty member who is required to work on a scheduled holiday or inclement weather day. Faculty members are considered exempt from the overtime provisions of the federal Fair Labor Standards Act, and are not eligible for compensatory leave, except for hours worked on a scheduled holiday or inclement weather day. 

Additional information may be found in DHRM Policy 3.10 - Compensatory Leave or JMU Policy 1303 - Provisions for Granting Overtime and Compensatory Leave.

Disability Leave

Leave granted to a faculty member who has a qualified, documented disability as an accommodation under the ADAAA (Americans with Disabilities Act Amendments Act) to ensure equal access and equal opportunities with regard to university employment. For details, see Policy 1331-Disabilities & Reasonable Accommodations.

Educational Leave

Leave granted to a faculty member to pursue full-time independent study, graduate/post-graduate study, research or creative activities that will enhance their teaching abilities, professional growth and intellectual renewal. Educational leave is granted to 20 instructional faculty members a year. It is awarded through a competitive process through each college. Each college shall develop and publicize its process for selecting its faculty members to be awarded educational leave. For additional information, see the Faculty Handbook.

Emergency/Disaster Leave

Leave granted to a faculty member who is called away from his/her regular jobs to provide specific kinds of emergency services during defined times of state and/or national disaster.For details, see Policy 1113-Emergency/Disaster Leave.

Family and Medical Leave

The Family and Medical Leave Act (FMLA) requires the university to give eligible employees unpaid job-protected leave for the birth, adoption, or foster care of a child, or the serious health condition of the employee or an immediate family member (child, spouse, or parent), a qualifying exigency arising from a call to active duty of a spouse, son, daughter or parent, being on active duty, having been notified of an impending call or order to active duty in the Armed Forces. Eligible employees may take up to 12 weeks of unpaid leave during any calendar year. FMLA may be used when an employee is the care giver for an injury or illness of a service member that is a spouse, son, daughter, parent or being the nearest blood relative of the active service member (up to 26 weeks).

To be eligible, the employee 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 the employee begins 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, you will normally return to your prior job, or in unusual cases, a job with equivalent status and pay. Health benefits must continue during the leave at the same level and conditions as if you had continued to work.

An employees must give a 30-day advance notice to his/her 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 to provide advance notice, the employee must notify his/her supervisor as soon as practical.

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

Certification from the employee's or his/her 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, please visit the Family Medical Leave Act website, contact the Benefits Team, or refer to Policy 1308-Family and Medical Leave.

Military Leave

Employees who are members of a military unit, the National Guard, Naval Militia, or Armed Forces Reserves, are entitled to 15 work days (120 hours) of military leave per federal fiscal year (October 1 to September 30) for federally funded military duty.

Regardless of whether the duty is fragmented, employees are still entitled to 15 work days of leave per federal fiscal year. An employee must include a copy of military orders or other official documentation with the request for military leave. If ordered to duty because of an emergency, employees must supply Human Resources with supporting documentation upon their return to work to verify use of military leave.

Please review DHRM Policy 4.50 - Military Leave for additional information.

Peer Coverage

Faculty members who do not elect the Virginia Sickness and Disability Program (VSDP) upon hire will only be eligible for paid leave for a qualifying illness through the peer coverage process and any limitations on sick leave granted will be related to the availability of peer coverage and the supervisor's approval of the duration. Peer coverage allows 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. Time off categorized as peer coverage is not tracked in MyMadison.

Personal Leave Day

Eight hours of personal leave is granted to all classified employees on January 10 of every leave year (or the first day of employment for new hires). The personal leave day is considered an 8-hour floating holiday. The personal leave day must be used by January 9 of the leave year or will be lost. The personal leave day must be used in the full eight-hour increment. Unused hours are not paid out upon separation.

Political Activity Leave

Faculty members, as citizens, are free to engage in political activities. On timely application, and for a reasonable period of time, an unpaid leave of absence may be granted to a faculty member for the duration of an election campaign or a term of office, at the discretion of the Academic Unit Head (AUH) or supervisor. The terms of such leave of absence shall be set forth in writing. The leave must be approved by the AUH or supervisor, dean and appropriate vice president.

Sick Leave

Leave taken when the faculty member is unavailable to work due to illness.

Sick Leave for Faculty Members Not Enrolled in the Virginia Retirement System (VRS) and the Virginia Sickness and Disability Program (VSDP)
Faculty members not enrolled in VSDP will only be eligible for paid leave for a qualifying illness through the peer coverage process and any limitations on sick leave granted will be related to the availability of peer coverage and the supervisor's approval of the duration. See the Peer Coverage definition for additional information.

Sick Leave for Faculty Members Enrolled in the Virginia Retirement System (VRS) and the Virginia Sickness and Disability Program (VSDP)
Faculty members who enroll in VRS and VSDP will have sick leave and disability-related benefits as provided by VSDP and are not eligible for peer coverage provisions. Faculty members may choose either VSDP or peer coverage, but not both. See the Virginia Sickness and Disability Program (VSDP) definition for additional information.

Classification

Sick Leave

10-month Instructional Faculty enrolled in   VSDP

VSDP

10-month Instructional Faculty not enrolled   in VSDP

Peer Coverage

12-month Instructional Faculty enrolled in   VSDP

VSDP

12-month Instructional Faculty not enrolled   in VSDP

Peer Coverage

A&P Faculty enrolled in VSDP

VSDP

A&P Faculty not enrolled in VSDP

Peer Coverage

Less-than-12-month A&P Faculty

Peer Coverage

Virginia Sickness and Disability Program (VSDP)

Full-time faculty members who enroll in the Virginia Retirement System (VRS) have an option to elect the Virginia Sickness and Disability Program (VSDP). Those faculty that elect VSDP are provided sick leave and family/personal leave each leave year (January 10 - January 9), based on months of state service. Sick and Family/Personal leave cannot be carried over from year to year, nor is it paid out upon separation.

  • Sick Leave may be taken for personal illnesses, injuries, preventive care and wellness physician visits. Supervisors may request medical documentation for any absences related to illness. Absences over 3 work days or 24 work hours require medical documentation which should include the dates of absence. This documentation should be submitted to Human Resources upon the return to work.
  • Family/Personal Leave may be taken at the discretion of the employee for any purpose (family, illness, attend a funeral, or other personal needs, etc.) provided the employee gives reasonable notice and his/her supervisor approves the absence.


Accrual rates are based on total months of state service (or previous state service). Accrual rates for new hires and rehires are based on the date of employment.

The following charts reflect the accrual rates for sick leave and family/personal leave according to months of state service:

Current Full-Time

Months of State Service

Sick Leave Hours/Working Days

Family/Personal Hours/Working Days

Less than 60

64 (8 days)

32 (4 days)

60-119

72 (9 days)

32 (4 days)

120 or more

80 (10 days)

40 (5 days)


New Full-Time

Employment Begin Date

Sick Leave Hours/Working Days

Family/Personal Hours/Working Days

January 10 - July 9

64 (8 days)

32 (4 days)

July 10 - January 9

40 (5 days)

16 (2 days)

Additional information may be found in DHRM Policy 4.57 - Virginia Sickness and Disability Program.

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