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

600.000 Leaves of Absence

The content of this page applies to UEA employees on the University of Minnesota, Duluth campus.


600.500 Definition.

For the purposes of Section 600.000, salary is defined as in Section 507.200.

601.000 Sabbatical Leaves.

601.100 Eligibility.

After a Member on a regular appointment has completed six or more years or a Member on a non-regular appointment has completed ten or more years of employment with the Employer pursuant to either a nine-month or a twelve-month, full-time, regular appointment or after s/he has completed six years of such employment following h/her most recent sabbatical leave, s/he shall be eligible for a sabbatical leave.

601.200 Compensation.

The Employer shall pay the Member to whom it grants sabbatical leave one-half (1/2) of the salary to which s/he would have been entitled if s/he had performed h/her normal duties, or, at the option of the Member, the Employer shall pay the Member to whom it grants a sabbatical leave three-fourths of the salary to which s/he would have been entitled if s/he performed h/her normal duties during the year of the sabbatical leave, and during the year succeeding the sabbatical year the Employer shall deduct similar amounts from the Member's salary during that year. In order to augment h/her compensation from the Employer, s/he may also accept one (1) or more non-service grants for research or study or otherwise may augment h/her compensation. If the Member accepts compensation from sources other than the Employer and if such compensation exceeds one-half (1/2) of the salary to which s/he would have been entitled if s/he had performed h/her normal duties, the Employer may reduce the pay which it provides by the amount which such other compensation exceeds one-half of the salary to which the Member would have been entitled if s/he had performed h/her duties.

601.300 Length.

A sabbatical leave may be for any continuous period of time which does not exceed 12 consecutive months. The sabbatical leave may include parts of more than one (1) academic year.

601.400 Purpose.

A Member to whom the Employer grants a sabbatical leave shall use it only for research, study, teaching development or other creative or scholarly activity.

601.500 Reimbursement.

If the Member to whom the Employer grants a sabbatical leave accepts employment with another employer prior to h/her completing one (1) academic year of employment with the Employer subsequent to h/her resuming h/her duties after completing h/her sabbatical leave, s/he shall reimburse the Employer for the salary and fringe benefits which the Employer paid to h/her during h/her sabbatical leave.

601.600 Procedure.

If a Member wishes to take a sabbatical leave, s/he shall submit a written application to the head or division director of the department in which s/he is employed no later than nine months prior to the date on which the sabbatical leave is to commence. The chair or head shall forward the written application to the Principal Administrator with the chair or head's recommendation. The Employer shall make a reasonable attempt to accommodate the Member's request.

601.700 Notice.

The Principal Administrator shall notify the Member in writing of the Employer's approval or disapproval of the Member's request within two months after the Principal Administrator receives the Member's request. The Principal Administrator shall also identify to the Member, in writing, the reasons for the disapproval, if disapproved.

602.000 Single-Semester Leaves

602.100 Eligibility.

A Member shall be eligible to apply for a single-semester leave with salary if s/he meets one (1) of the following conditions:

  1. S/he holds a full-time, tenured appointment as an Instructor (including Research Fellow) and s/he shall have been appointed by the Employer for no less than three academic years at the time s/he proposes to take the single-semester leave;
  2. S/he holds a full-time, regular appointment as an Assistant Professor (including Research Associate) and s/he shall have been appointed by the Employer for no less than two academic years at the time s/he proposes to take the single-semester leave; or
  3. S/he holds a full-time, regular appointment as an Associate Professor or Professor and s/he shall have been appointed by the Employer for no less than one (1) academic year at the time s/he proposes to take the single-semester leave, or
  4. S/he holds a full-time non-regular appointment and s/he shall have been appointed for no less than seven academic years at the time s/he proposes to take the single-semester leave.

A Member shall not be eligible for a single-semester leave which is immediately to precede or to follow a sabbatical leave or a graduate school summer research grant. Notwithstanding the above criteria, a Member shall be eligible to apply for a single- semester leave during the third academic year of service following the academic year in which s/he completed a single- semester leave.

602.200 Purpose.

A Member shall use a single-semester leave only for study, research or other scholarly or creative activity which will strengthen the Member's knowledge, understanding or professional expertise and which is intended to benefit or improve teaching at the University and shall not use the leave to write a textbook. The single-semester leave proposal by a Member may include some course work.

602.300 Reimbursement.

If a Member to whom the Employer grants a single-semester leave for Fall semester commences employment with another employer prior to completing h/her employment with the University for the academic year in which the leave occurs, s/he shall reimburse the Employer for the compensation (salary and fringe benefit costs) which the Employer paid to h/her during h/her single-semester leave. The Member must notify the Employer of h/her intent to leave one (1) full semester prior to leaving. If such notice is not given, the Member must complete two semesters of employment with the University or s/he shall be required to reimburse the Employer for the compensation (salary and fringe benefit costs) paid to h/her during h/her single- semester leave. For purposes of this Section, the summer period shall constitute a semester of employment. If a Member to whom the Employer grants a single-semester leave for Spring semester or summer period accepts employment with another employer prior to completing two semesters of h/her subsequent year of employment with the University, s/he shall reimburse the Employer for the compensation (salary and fringe benefit costs) which the Employer paid to h/her during h/her single-semester leave.

602.410 Procedure.

If a Member wishes to take a single-semester leave, s/he shall submit a written application to the Principal Administrator through the head of the department in which s/he is employed prior to October 1. There shall be a review of all proposals for single-semester leaves from the Certified Unit faculties at UMD by faculty committees selected according to appropriate procedures. Proposals recommended by these committees shall be forwarded to the appropriate Principal Administrator for review and recommendation. That officer shall make a recommendation for each proposal in regard to merit and feasibility, and shall transmit only those that s/he recommends to the Executive Vice Chancellor for Academic Affairs. The Vice Chancellor shall review the proposals for merit and feasibility and transmit the proposals along with h/her recommendations to the Chancellor. The Chancellor shall review the proposals; if the Single Semester Quota or more applications are recommended by the UMD faculty, the Chancellor must grant at least ten leaves from UMD. If fewer than the Single Semester Quota proposals are recommended by the Principal Administrators then the Chancellor shall grant a number of leaves which is no less than two-thirds of the leaves recommended by the Principal Administrators. By December 1 the Chancellor shall notify each Member who submitted a proposal of the approval or disapproval of h/her leave.

603.000 Sick, Medical, And Disability Leaves

603.050 Confidential Medical Information.

Any documents which include confidential medical information shall be retained in a confidential file separate from all other personnel files. Documents in this confidential medical file are subject to release only as provided by State and Federal laws and regulations

603.100 Informal Sick Leave Eligibility.

A Member may be absent with pay because of h/her bona fide illness or injury, or a bona fide illness or injury of the Member's child, spouse, or registered domestic partner. Informal sick leaves are limited to 15 calendar days or less.

603.110 Procedure.

If a Member anticipates that s/he will be unable to perform h/her normal duties because of illness or injury of h/herself or h/her child, spouse, or registered domestic partner for a period of fifteen calendar days or less, s/he must notify the head of the department or other academic unit in which s/he is employed. The notification can be either oral or written, and it must state the date on which s/he anticipates that s/he will be able to resume h/her normal duties.

603.120 Instructional Responsibilities.

A Member who takes an informal sick leave shall make reasonable efforts to ensure that classes are taught by others or made up later.

603.200 Formal Medical Leave Eligibility.

Members may apply for a formal medical leave if the bona fide illness or injury of the Member would render h/her unable to perform h/her normal duties for a period of longer than fifteen calendar days.

603.210 Procedure.

If an eligible Member anticipates that s/he will be unable to perform h/her normal duties because of illness or injury, for a period of longer than fifteen calendar days, or if the illness or injury extends beyond the initial informal sick leave, s/he must apply for a formal medical leave. The Member must complete the required University application form and submit it to UMD Human Resources who will then notify the Department Head and the Principal Administrator

603.220 Instructional Responsibility.

For formal medical leaves the department or college is responsible for making other arrangements to make up classes and to cover other duties.

603.230 Medical Leave Limit.

Eligible Members may have up to three months of paid medical leave, including the informal sick leave, upon approval. For longer periods of illness or injury, the Member must apply for disability leave in accordance with the Employer’s policies and procedures. Where long term disability is involved, for Members on nine month appointments, part or all of the three month medical leave may be unpaid if it occurs during off-contract periods.

603.240 Effective Date of Medical Leave.

Medical leave periods, except in cases of long term disabilities, begin on the business day that the Member is first unable to fulfill h/her normal duties, and they include the fifteen calendar day informal sick leave. Where long term disability is involved, medical leave periods begin at the onset of disability, as certified by appropriate medical authority and the insurance company.

604.000 Parenthood Leaves

604.100 Eligibility.

The Employer shall provide each Member with a parenthood leave with full salary if part or all of the delivery or leave period, or the adoption, occurs during the period of h/her appointment.

604.200 Leave for the Birth of a Child.

    1. A female Member, as a result of the birth of her child, may request a leave of up to the equivalent of a semester in duration during the semester of her child's birth or the following semester. The Member need not prove actual disability during the leave period.

    2. Upon request, a male Member or same-sex partner female Member shall be entitled to up to six weeks of consecutive leave, four of which shall be with salary, following the birth of his/her child. The leave shall commence on the date requested by the Member but may not commence more than six weeks after the date of birth

604.300 Leave Following Adoption of a Child.

Upon request, a Member shall be entitled to up to six consecutive weeks of leave, four of which shall be with salary, following the adoption of h/her child. The leave shall commence on the date requested by the Member but shall not commence more than six weeks after the date the child arrives in the adoptive parent's home.

604.400 Family and Personal Leaves Without Pay

604.410 Eligibility.

This Section 604.400 applies to all Members in accordance with the Employer's guidelines as stated at www.d.umn.edu/umdhr/fmla/ except as may be modified by this agreement.

604.420 Coverage.

Upon request, a Member is entitled to a leave of absence without salary for up to twelve months following the birth or adoption of a child or in the case of a child, spouse, parent, parent-in-law, or other dependent as defined in the Internal Revenue Service Code with a serious health problem. A Member is entitled under the same circumstances to an additional unpaid leave of up to twelve months unless the Senior Vice President for Academic Affairs determines after consultation with the Member and h/her Principal Administrator that the leave will create substantial and exceptional hardships for students and other faculty. Except in the case of unforeseen circumstances, a Member requesting leave under this section 604.400 should make the request to the head or chair of h/her department or division at least four months prior to the expected beginning date of the leave. This leave may begin immediately following a disability leave related to childbirth or at the end of a parenthood leave. A Principal Administrator and the Member may agree to shorten or lengthen the duration of the leave or to make the leave part-time.

605.000 Military Leaves

605.100 Eligibility.

The Employer shall provide a military leave to each Member who holds a full-time, nine month or more appointment in order to permit the Member to participate in required duties conducted by the National Guard or by any of the armed services reserve forces of the United States.

605.200 Compensation.

A Member to whom the Employer grants military leave shall be entitled to pay for up to two weeks of military leave during an academic year.

605.300 Procedure (UMD).

Each Member who wishes to be granted a military leave shall submit a written application to the head of the department in which s/he is employed as far in advance as possible of the date on which the military leave is to commence or immediately after the receipt of duty orders. The head shall forward the application to the Principal Administrator promptly.

606.000 Appearance In Court

606.100 Eligibility.

The Employer shall provide a leave with salary to each Member when s/he is required to testify before a court or before a legislative committee upon the request of the government of the United States or of the State of Minnesota or on behalf of the University of Minnesota; when s/he is subpoenaed to testify; when s/he is called to testify as an expert; or when s/he is required to serve as a juror or potential juror.

606.200 Procedure.

If a Member wishes to use leave for such a purpose, s/he shall notify the head of the department to which the Employer has assigned h/her as soon as s/he is aware of the possibility that s/he will be required to absent h/herself from h/her normal duties.

607.000 Holidays

607.100 Listing of Holidays (UMD).

If any of the following fall during the period of a Member's appointment, it shall be a holiday for the Member: New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Friday after Thanksgiving Day, Christmas Day and three other days designated by the Employer.

607.200 Effect of Holiday.

The Employer shall not schedule any classes and shall not require any Member to perform h/her normal duties on a day designated as a holiday.

607.300 Holidays on Weekends.

If a day otherwise designated as a holiday falls on a Saturday, the preceding Friday shall be designated as the holiday. If a day otherwise designated as a holiday falls on a Sunday, the following Monday shall be designated as the holiday.

607.400 Religious Holidays.

When (1) a Member intends to observe a holiday designated as such by h/her religious affiliation but not otherwise designated herein as a holiday and (2) h/her observation of the religious holiday requires the Member to be absent from h/her normal duties to the Employer, the Member has an obligation to arrange for a substitute or make up instruction in a manner most convenient for all of h/her students. The Member shall notify h/her Principal Administrator in writing of the Member's intent to be absent and of the arrangements made for such absence at least seven calendar days, except under unusual circumstances, before the religious holiday.

608.000 Vacations

608.100 Vacation Policy.

Vacation eligibility, accrual, and usage for Members shall be governed by the Regents Policy: Employee Work Life and Personal Leaves as amended from time to time and the Administrative Policy: Vacation Leave for Faculty and Academic Professional and Administrative Employees, June, 2010.