University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

Article 8 Leaves of Absence

Section 1. Application for Leave.

All requests for a leave of absence, except for voting leave, shall be submitted in writing by the employee to the employee's immediate supervisor, and such written requests shall be on forms provided by the Employer with a duplicate of the request for the employee. In the event that a written request is impossible, a request shall be made as soon as the need for the leave is known. The request shall state the reason for and the anticipated duration of the leave of absence. All requests for leave of absence, except for voting leave and Union leave, shall be submitted at least ten (10) calendar days in advance, except that a one (1) day leave of absence shall only require a one (1) day notice.

Section 2. Authorization for Leave.

Authorization for or denial of a leave of absence shall be furnished to the employee in writing by the immediate supervisor. All requests for a leave of absence shall be answered by the Employer within three (3) working days. All requests for a leave due to an emergency shall be answered promptly. All leave of absence requests shall be given reasonable consideration by the Employer.

Section 3. Paid Leave of Absence.

Paid leaves of absence shall be granted to employees proportionate to their percentage time of appointment.

A. Bereavement Leave.

Five (5) days of accumulated sick leave shall be granted when a death occurs in the employee's immediate family, to make necessary funeral arrangements and/or to attend funeral services. Additional sick leave may be granted if necessary. Employee's immediate family shall include spouse or significant other, parents, grandparents, guardian, children, brothers, sisters, grandchildren or wards of the employee. If an employee requests, vacation, compensatory time, or unpaid leave of absence may be used to attend funerals of parents‑in‑law, grandparents‑in‑law, brothers‑in‑law, or sisters‑in‑law.

B. Court Appearance Leave.

Leave shall be granted for appearance before a court, legislative committee, or other judicial or quasi‑judicial body as a witness in action involving the Federal Government, the State of Minnesota, or a political subdivision thereof, or the University, in response to a subpoena or other direction of proper authority.

C. Parental Leave.

A two‑week paid parental leave of absence shall be granted to male and female employees who are biological or adoptive parents, when requested in conjunction with the birth or adoption of their child. This parental leave shall not be charged against the employee's accumulated vacation or sick leave. The parental leave shall begin at a time requested by the employee, although the leave may not begin more than two weeks prior to the due date or six weeks after the birth or adoption. This leave must be consecutive and without interruption and must be taken during the term of appointment. A female biological parent who uses the above parental leave may also use up to twenty (20) days of accumulated sick leave immediately following the parental leave. This leave must be consecutive and without interruption and must be taken during the term of appointment. To be eligible for parental leave, an employee must be appointed to a 50% or greater position and must have been employed at the University for at least nine (9) months prior to the start of the leave.

D. Voting Time Leave.

Voting in any regularly scheduled state primary or general election or in an election to fill a vacancy in the office of U.S. Senator or U.S. Representative, or a presidential primary is eligible for a voting leave of absence. This leave may only be taken for the time necessary to appear at the employee’s polling place, cast a ballot, and return to work on the day of that election.

Section 4. Unpaid Leaves of Absence.

A. Personal Leave.

After 10,400 hours of continuous service, personal leave of six (6) months shall be granted to any employee with three (3) months advance notice to the Employer. Any employee shall only be able to use this leave once in any twenty four (24) month period. If more than one (1) employee in a work location requests personal leave at the same time, and staffing would not allow approval of more than one (1) employees leave, the employee with the most Departmental Seniority shall get the leave. However, personal leave may be denied if other previously approved leaves do not allow staffing flexibility to grant this leave. Other personal leaves may be granted at any time to any employee for any period of time for personal purposes with supervisory approval.

B. Disability Leave.

Any employee who is disabled due to illness or injury and who has exhausted accumulated sick leave shall be granted an additional nine (9) month leave of absence without pay upon presentation to the Employer of a doctor's statement substantiating continuing disability.

C. Maternity/Paternity Leave.

Maternity/Paternity leaves, not to exceed six (6) months, shall be granted at the request of an employee for birth or adoption of a child. Maternity/Paternity leaves may, upon the request of the employee, be extended or renewed for a period not to exceed six (6) months. Upon signifying an intent to return within the six (6) months leave of absence period, such employees shall be reinstated in accordance with the provisions of Section 5 of this Article. Provided, however, employees returning from maternity/paternity leave prior to expiration of such leave must provide the Employer with at least thirty (30) calendar days advance notice of their intent to return to duty.

D. Military Leave.

Leave shall be granted to an employee who enters into active military service in the armed forces of the United States for the period of military service, not to exceed five (5) years.

E. Political.

Leave shall be granted upon request to any employee upon becoming a candidate, or during the course of such candidacy, for any elected public office. Leave shall also be granted upon election to any elected public office.

F. Union Leave.

Leave shall be granted to employees who are elected officers or appointed representatives of the Union for the purposes of conducting Union business upon the written request of the Union. Any Union leave one (1) day or less in duration shall be requested as soon as possible. Any Union leave in excess of one (1) day shall be requested in writing at least fourteen (14) calendar days in advance of the effective date. Such requests shall state the anticipated duration of the leave. Effective July 1, 1989, all union leave hours except for leaves of more than one (1) week (5 days) shall count as hours of continuous service for accrual purposes in the Leave and Salary Articles.

G. Precinct Caucus/Party Conventions.

Any employee who is entitled to attend his/her annual political party caucus or a convention of a state party unit and who submits a written request to the appropriate Human Resources Department at least ten (10) days in advance shall be excused from work, without pay, to attend the caucus or convention.

H. School Conference and Activity Leave.

An employee shall be granted up to sixteen (16) hours of unpaid leave per fiscal year to attend school conferences or activities related to the employee's child, provided the conferences or classroom activities cannot be scheduled during non work hours. When the leave cannot be scheduled during non‑work hours and the need for the leave is foreseeable, the employee must provide reasonable prior notice of the request for leave and make a reasonable effort to schedule the leave so as not to unduly disrupt the operations of the Employer. If the employee has vacation or compensatory time off available to use, the employee may use the time for that purpose.

Section 5. Reinstatement After Leave.

Any employee returning from an approved leave of absence as covered by this Article shall be entitled to return to the job in the University which s/he held at the time leave was granted. In the event the job has been eliminated during the employee's period of leave, the returning employee shall be entitled to exercise one of the following options:

  1. To be placed on the layoff list in accordance with Article 16, Layoff and Recall;
  2. To use his/her classification seniority to bump the least senior employee in that classification in the administrative unit, if qualified;
  3. To be placed in a vacancy which is comparable in pay and duties to the position from which leave was granted, if qualified. The salary paid to employees following a leave of absence shall reflect all increases for which the employee would have been eligible during the period of leave except those increases which are based on hours of service.

If any leave taken under any provision of this Agreement also qualifies as leave under applicable state or federal law, such leaves shall run simultaneously.