Print this page

1330 Employee Leave

1330 Employee Leave

Benefits Washington County School District - Negotiated and adopted 9-98; Revised 12-8-98; Neg. revised 10-25-01; Neg. revised 5-13-04; 5-8-07; 5-22-08; 9-9-08; 11-11-08; 12-9-08; 1-12-10; 6-12-12

1. Purpose:

Attendance is an essential function and expected function of all District employees. This policy and procedure is established to provide for reasonable allowance for occasional absence or absence required due to personal illness.

2. Policy:

It is the policy of the Washington County School District to provide the opportunity for appropriate and reasonable leave in accordance with the procedures of the District and applicable legal entitlements.

3. Procedure:

Whenever teachers or other school employees are going to be absent, they are to notify their principal as soon as possible so that appropriate substitute arrangements can be made (See Substitute Teachers Policy - Page 1100.3.2)

3.1.  Applies to all employees:

3.1.1. Travel:

3.1.1.2. The District Superintendent, or designee, shall authorize all trips involving out-of-District travel (on school days) by school employees or official school groups.

3.1.1.3. Any employee or group expecting reimbursement of travel expense must have approval of District office prior to incurring of said expenses.

3.1.2. Elective Offices:  Any employee of the Washington County School District desiring to run for an elective office will not be discouraged in doing so by the Board. But if such duties interfere with the employee's regular school assignment, such employee shall be granted a leave of absence without pay for the time required to perform such elective office duties.

3.1.3. Jury Duty:  Any school employee who is officially called to serve on a jury will be compensated for the difference between his/her regular salary and the stipend paid for jury duty.

3.1.4. Day before Thanksgiving:  This will be a "minimum day."

3.1.5. 12-Month Period for FMLA.  For the purposes of FMLA, the District's "12-month period" is a "rolling" 12-month period measured backward from the date an employee uses any FMLA leave.

3.1.6.  School District employees may be excused to participate in funerals and civic responsibilities as approved by the Superintendent.

3.2.  Leaves of Absence-Certified Employees- Approved 8-79 (Revised 6-17-97 Negotiated)

3.2.1.  Personal Privilege Leave, eligibility is limited to licensed educators eligible to participate in the Utah State Retirement System as defined by the Utah Code and URS regulations:

3.2.1.1. First-year teachers (certificated employees in the District) will be allowed two days (Neg. 5-22-08) of personal leave each year, with a payroll deduction at the current standard District substitute teacher rate. Beginning with the second year in the District, teachers (certificated employees) will be allowed two days of personal leave at no cost; and two days with a payroll deduction (Neg. 5-22-08; 6-12-12) at the current standard District substitute teacher rate.  Any subsequent days will be deducted at full loss of pay. (Neg. 5-14-96) If the no-cost personal leave days are not used in a contract year, a certified employee may carry over the no-cost days for use in a subsequent contract year. (Neg. 10-25-01)  No more than two no-cost days may be cumulatively carried over from one year to the next. (Neg. 5-13-04; 6-12-12)

3.2.1.2. Leave will be granted to certified personnel to accompany their dependent children and/or spouse who are participating in post-season region or state events, sponsored by the Utah High School Activities Association. When such leave is granted, employees will be responsible for paying the substitute through payroll deduction. (Neg. 7-14-92) Limit to two days per eligible employee per year. (Neg. 1-12-10)  Policy does not apply to part-time employees.

3.2.1.3. Personal privilege leave as described in Section 1 above has the following limits. It shall not be used to:

3.2.1.3.1. During the first week or the last week of the school year. (Only in the case of extreme emergency will exceptions be granted.)

3.2.1.3.2. For any meeting, workshop or travel which is intended to promote financial gain, or venture in an occupation or position outside the activities of the professional assignment in the Washington County School District.

3.2.1.3.3. Procedure--Persons desiring personal leave shall complete the Personal Privilege Leave form and submit it to their principal at least three (3) days prior to the desired date of use. (In emergency situations, they may use a shorter period of time.) Extenuating circumstances beyond the policy provisions are to be requested in writing to the Superintendent for consideration. (Neg. 7-11-96) Principals shall ascertain that the request meets the guidelines in 1 and 2 above, and, if so, grant approval.

3.2.2. Professional Leave

3.2.2.1. Whenever a school employee is excused by authorized officials to attend any educational meetings, no matter under whose auspices the meeting may be called, no deduction shall be made in the employee's salary for absence from school for attending such meeting and the employee shall not be required to pay the salary of the substitute.

3.2.2.2. Conferences, workshops and conventions:

3.2.2.2.1. Who is eligible:

Any and all employees are eligible to apply for released time and reasonable expenses to attend conferences or workshops in areas of their interest. (Neg. 07/11/86)

3.2.2.2.2. District responsibility:

The Washington County School District agrees to assist teachers in identifying the workshops, conferences, seminars and other activities which are available to assist them in updating their teaching methods or improving their effectiveness in the classroom.

3.2.2.2.3. Implementation:

Certificated employees requests to attend workshops and conferences at District expense and during the regular school term, should be planned in cooperation with their respective school administrators. Approval will be given to as many teachers as possible, funds permitting, to attend workshops and conferences in areas of their interest. The Board of Education will endeavor to offer the opportunity to attend conferences and workshops to each teacher in the District on a rotational basis. The teacher who has most recently attended is to be given least priority in future opportunities.

3.2.3. Sabbatical Leave:

3.2.3.1. Limitations: The District-wide limitation for participation is:

3.2.3.1.1. Up to six full-time teachers or a ratio of 200:1 (District certificated employees to those on sabbatical) whichever is greater per year. (Neg. 7-97)

3.2.3.1.2. No more than one approval per department in any one school.

3.2.3.1.3. Not more than one (Neg. 9-98) approval per school.

3.2.3.1.4. Regular leave, leave of absence, and sabbatical leave may not be back to back, and staff must re-qualify after having had one or the other. (Neg. 7-97)

3.2.3.1.5. Part-time employees do not qualify for this benefit. (Neg. 07-14-92)

3.2.3.1.6. Sabbatical leave will not extend beyond one contract period. (Neg. 9-98)

3.2.3.2. Qualifications: The applicant must:

3.2.3.2.1. Be an employee in good standing. (Neg. 7-97)

3.2.3.2.2. Have a total of seven years of teaching experience:

* Four years must be in Washington County School District.

* Teaching experience outside of the District is counted as 1/2 year for each year experience.

3.2.3.3. Acceptable activities: (All should relate to teaching assignment) under review by the District Staff Development Committee.

3.2.3.3.1. Continuing educational endeavors on a university campus.

3.2.3.3.2. Employment in related areas such as industry, business, politics, outside of Washington County.

3.2.3.4. Application (District Form 543)

3.2.3.4.1. In order to receive consideration, applications, must be submitted by January 31 of the year preceding the sabbatical. (Neg. 4-20-99)

3.2.3.4.2. Summary information attached to the application should include:

* The name of the college or university where you intend to enroll.

* The course names or an outline of the course of study.

* The terminal degree, certificate, or endorsement.

* Information about where and how you will be observing other delivery models.

* If employed, a description of the related employment.

3.2.3.5. Approval:

3.2.3.5.1. The District Staff Development Committee will review all applications and forward recommendations to the Superintendent for presentation to the Board of Education. (Neg. 9-98)

3.2.3.5.2. All recommendations must go to the Board for approval.

3.2.3.6. Compensation: Certificated employees on sabbatical leave will receive compensation equal to 50% of the employee's base salary (of the sabbatical year) on the pay schedule. (Neg. 09-08-98)

3.2.3.7. Reimbursement:

3.2.3.7.1. (Reserved for District Staff Development Committee recommendations subject to Board approval.) (Neg. 9-98.

3.2.3.8. Assurance:

3.2.3.8.1. The School District will assure educators taking sabbatical that:

* The employee has the right to return to his/her position but continues to be subject to the conditions of WCSD Policy 1100-3.7 (In-District Transfer) upon return from sabbatical leave. (Neg. 9-98)

* The educator will receive salary increment for the year (he/she) was on leave.

* District will contribute to Utah State Retirement system at .5 of the teacher's FTE.  Employees on sabbatical leave are not eligible for District-paid health insurance benefits.  Employees may be eligible for continuation of coverage under COBRA entitlements.  (2-06)

3.2.3.8.2. Individual taking sabbatical will assure the District they will return to work as an employee of the Washington County School District for a minimum of one contract year (see definition in WCSD Policy 1200-3.2.2) following sabbatical leave. Individuals who fail to return are in violation of this agreement, and the total amount of compensation plus benefits paid (actual District cost of health and life insurance, social security benefits, and retirement) is considered to be a debt, due to the Washington County School District. Any and all funds or compensation expended during the term of sabbatical leave will be recoverable from the individual concerned and are due and payable immediately. Individuals on sabbatical leave must complete a notice of intent to return by January 31 of each year. (Neg. 4-20-99)

3.2.3.8.3. Requests for exceptions to the requirements of paragraph will be reviewed by the District Staff Development Committee and submitted to the Superintendent for presentation to the Board. (Neg. 9-98)

3.2.3.8.4. All exceptions are subject to Board approval. (Neg. 9-98)

3.2.3.9. Administrator's Leave:

3.2.3.9.1. Receive the same considerations as classroom teachers.

3.2.3.9.2. In the event an administrator does take a sabbatical, a teacher within the District with necessary administrative credentials, could apply for and fill the vacancy created, while said administrator is on leave.

3.2.4. RESERVED. Replaced with Policy 1332.

3.2.5. Military Leave (National Guard):

The School District policy relative to employees who are involved in part-time military service is as follows:

3.2.5.1. If an employee is on a 12-month contract and qualifies for earned vacation time, the employee may take the earned vacation time as military leave. If the employee is required to be gone longer than the earned vacation, then his/her earned personal leave may be used for this purpose. Any days off of the job over and above earned vacation and personal leave time, the employee will be paid by the school District in accordance with provision 3 below.

3.2.5.2. Employees on a 9-month contract who are obligated to be away from their School District job for military service may deduct it from their earned personal leave - also see Provision 1 above.

3.2.5.3. If employees are obligated to be gone for military service on a part- time basis longer than the above two provisions allowed, they will have the daily amount they earn from their military service deducted from their daily School District pay, up to a maximum of five (5) days. Any time beyond the provision of the above policy shall be a full deduction of School District pay. (6-8-78 Memo to Superintendents from the Utah State School Superintendent.)

3.2.5.4. If there is an emergency officially declared by the President of the United States or the Governor of the State of Utah, additional days beyond the five days stated above will be granted for up to the remainder of the contract year, under the same pay provisions of item number 3.2.5.3 above. (Neg. 7-11-94)

3.2.6. Regular Leave Of Absence

3.2.6.1. Eligibility: Four years teaching experience in the Washington County School District immediately prior to applying for the regular leave of absence. (Neg. 06/12/91) Part-time employees do not qualify for this benefit. (09/08/92)

3.2.6.2. The Board of Education may authorize a regular leave of absence for administrative or teaching personnel when it deems such leave to be reasonable and for good cause,and not detrimental to education within the District.

3.2.6.3. Regular leaves of absence shall be limited to a period not to exceed one year. Depending on availability, the employee may or may not be given the same assignment he/she had prior to going on leave.

3.2.6.4. Regular leaves of absence may be granted upon application to the Superintendent (through the principal) stating the purpose of the leave of absence, the facts as to its necessity or advisability, and other information helpful to the Board in making a determination as to whether the leave should be granted. In order to receive consideration, applications must be submitted by January 31 of the year preceding the leave. (Neg. 4-20-99)

3.2.6.5. Reserve. (2-8-05)

3.2.6.6 Regular leave and sabbatical leave may not be back-to-back, and staff must requalify after having had one or the other. If leave is granted, retirement, accrued leave, position on the salary schedule, and other benefits provided by the school District, will be preserved and available to the employee upon return to regular employment. (6-17-97 Neg)

3.2.6.7. Individuals on leave of absence must complete a notice of intent to return by January 31 of each year. (Neg. 4-20-99)

3.2.7. Professional Learning Community (PLC) Activities/Events. The use of sick leave or personal leave is not authorized for PLC activities. Compensation will be divided into two separate disbursements; one at the end of January and at the end of June.  Principals are required to submit to the District Payroll and Accounting Department the name(s) of teacher(s) that did not participate. Appropriate reductions will be made in PLC Compensation.

The PLC compensation is intended for work done beyond the regular teaching contract.PLC stipends are not intended to compensate for existing extra-duty activities such as science fairs, sports, plays, etc.PLC stipends are not intended to compensate daily teacher preparation activities.

3.2.8. Extended Leave of Absence (ELOA) (12-9-08)

3.2.8.1.  Eligibility: To be eligible for ELOA, employees must complete at least eight years of uninterrupted full-time District service.  Service is designated "interrupted" by the occurrence of any break in service, termination, resignation, retirement, regular leave of absence, sabbatical leave, or any other extended absence using paid or unpaid leave of more than 45 consecutive days.

3.2.8.2.  Application: Applications must be submitted to the HR Department by January 31 of the year preceding the leave.

3.2.8.3.  The Board of Education may authorize an ELOA when it deems such leave to be reasonable and not detrimental to education within the District.

3.2.8.4.  Duration: ELOA will not exceed three years.

3.2.8.5.  Return Placement: Individuals returning from an ELOA have placement rights to an available vacant position for which they are fully qualified and at no higher salary than the pay/grade the employee had entitlements to when placed on ELOA.  If a vacant position is not immediately available upon return from an ELOA the employee will remain in unpaid "leave-of-absence" status until a position vacancy becomes available or, at the employee's option, if fully qualified the employee may accept a reduction in pay for placement into a lower pay/grade level vacancy pending identification of a position at the full placement level.  If a vacancy is not available or if the employee elects to remain in unpaid status until a vacancy at the full placement level is available, the leave of absence may be extended up to two additional years.

3.2.8.6.  Salary and Benefits: An employee returning from an ELOA will be placed on the lane and step that she/he was entitled to receive at the time she/he entered ELOA status.  Employees are not eligible for District benefits, step increase, lane change, or any other District entitlements while in ELOA status.

3.2.8.7.  The District must have adequate notice and time to plan for and identify a placement vacancy for a returning ELOA employee.  ELOA employees must provide written notice to the District Human Resource Manager no earlier than nine months and no later than six months prior to their projected return.  If a return is projected at the beginning of the school year their written notice of intent to return must be dated on or before January 31 of the year in which they are scheduled to return from ELOA.  Failure to provide timely notice shall result in forfeiture of all District placement entitlements.

3.3.  Leaves of Absence - Classified- Approved 8-79 (Revised 8-10-93) (Revised 7-9-97 Negotiated)

3.3.1. Personal Leave

3.3.1.1. Employees who qualify for and are eligible to participate in the Utah State Retirement System with two or more years of service in the District will be allowed two days per year of personal leave at no cost to them and one day (Neg. 05-10-06; 6-12-12) at the cost of a substitute, not to exceed the established District substitute teacher daily rate, whether a substitute is used or not. The District will calculate a part-time employee "day" according to the employee's part-time contract (i.e. a 4-hour per day employee will be allowed 4 hours of personal leave as a "day" for purposes of determining amount or accrual of leave under this paragraph).  If one or both no-cost personal leave days are not used in a contract year, an eligible classified employee may carry over a maximum of two no-cost days for use in the following contract year. (Neg. 10-25-01; Neg. 6-3-08; Neg. 6-12-12)

3.3.1.2. Reserved. (2-5-05)

3.3.2. RESERVED. Sick leave replaced with Policy 1332.

3.3.3. Military Leave (National Guard)

3.3.3.1. The School District policy relative to employees who are involved in part-time military service is as follows:

3.3.3.1.1. If an employee is on a 12-month contract and qualifies for earned vacation time, the employee shall take the earned vacation time as military leave. If the employee is required to be gone longer than the earned vacation, then his/her earned personal leave may be used for this purpose. Any days off of the job over and above earned vacation and personal leave time, the employee will be paid by the School District in accordance with provision 3 below.

3.3.3.1.2. Employees on a 9-month contract who are obligated to be away from their School District job for military service may deduct it from their earned personal leave -- also see provision 1 above.

3.3.3.1.3. If employees are obligated to be gone for military service on a part-time basis longer than the above two provisions allow, they will have the daily amount they earn from their military service deducted from their daily School District pay, up to a maximum of 5 days. Any time beyond the provision of the above policy shall be at full deduction of School District pay.

3.3.4. Vacation Leave -Approved 8-79; Revised 11-08

3.3.4.1. Twelve-monthemployees eligible for 100% District paid health insurance benefits in accordance with District Policy 1200.3.2.7, during years of District service 1-10 shall be entitled to 12 days of vacation (accrued at a rate of one day per month).  Similarly qualified, twelve-month employees with 10 or more years of continuous (12-month, qualifying) District service shall be entitled to an additional three (3) days of vacation time beginning the 11th year (accrued at a rate of 1.25 days per month), provided such additional days are scheduled at a time when substitute support is not required. (Neg. 4-20-99) Twelve-month employees entitled to vacation under this paragraph are not eligible for personal leave, under paragraph 3.3.1. (Neg. 10-25-01)  For the purposes of this paragraph one day of vacation will equate to no more than 8 hours.

3.3.4.2. On September 1st (9-9-08), any accumulated vacation days in excess of 30 will not carry over for the next contract year. (5-8-07) Unused vacation time will not be compensated.  (2-8-05)  Vacation schedules are to be approved by the supervisor or principal in advance.  (5-26-06)

3.3.4.3. FLSA exempt employees assigned to an Exempt Salary Schedule who are contracted to work 243 days will receive an additional six (6) days of vacation per year. (5-8-07)

3.3.5. Leave of Absence Without Pay.

3.3.5.1 Eligibility for this benefit only applies to employees who work 227 days or more (excluding 12-month employees who receive paid vacation days) (Negotiated 7-1-97)

3.3.5.2 Eligible employees shall not be granted more than 15 days leave of absence without pay in any three-year period. Five additional days are allowed if contract employees can work those days at a regular rate of pay. (Negotiated 7-1-97) No more than 10 days shall be allowed in any one year. (Negotiated 7-2-96)

Form 543 Sabbatical Leave

Form 541 - Leave of Absence