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420 Leaves for Employees in the Professional Service

420.01 Vacation Leave

Full-time calendar year and college-year employees (not academic-year employees) accrue vacation credits at the rate of 1 1/4 days per month or 15 days during the first year of employment. The amount of vacation credit increases gradually each year for the next six years until at the seventh year and thereafter the accrual is at the rate of 1 3/4 days per month or 21 days per year. Maximum accumulation cannot exceed 40 days.

Years of Service Accrual Rate
1 1.25 days per month
2 1.33 days per month
3, 4, 5 1.5 days per month
6 1.66 days per month
7 1.75 days per month

Part-time calendar year and college-year employees accrue credits based upon the base annual salary they are receiving as follows: up to $10,346 - 1/4 day; $10,347 to $15,521 - ½ day; $15,522 to $20,695 - 1 day; $20,696 or higher - 1 1/4 day.

To accrue credits for vacation each month, eligible employees must be in pay status for that month, or major fraction thereof.

In the event of death, retirement, resignation or other non-disciplinary separation from the College, or change of the period of professional obligation from calendar year or college year to academic year, an employee shall be compensated for such accumulated and unused vacation leave credits not to exceed a maximum of 30 days, such payment to be computed on the basis of the basic annual salary otherwise payable. In the case of death while in service, such payment shall be made to the deceased employee's estate.

Vacation leave shall be taken at such time as may be approved by the President or his designee.

420.02 Sick Leave

The State provides sick leave accrual benefits for employees as protection against the loss of income during times of illness or disability. For full-time employees (including academic-year employees), sick leave is accrued at the same rate and in the same manner as vacation leave is accrued for full-time calendar-year/college-year employees.

Part-time calendar year or college-year employees accrue sick leave in the same manner as they accrue vacation. Part-time academic-year employees accrue sick leave credits each month of their obligation based upon the number of courses they are teaching as follows: 1 course - 1/4 day; 2 courses - ½ day; 3 courses - 1 day. Sick leave credit can be accrued to a maximum of 200 days.

The President, or designee, shall permit employees who are unable to perform their duties because of any temporary mental or physical impairment of health, including such impairment resulting from pregnancy, to use any and all sick leave credits in accordance with the following conditions:

  1. The President may at any time require an employee to furnish satisfactory medical evidence to substantiate a claimed temporary disability. In the absence of such suitable medical evidence, the President may require an employee to be examined by a physician selected by the College at its expense. In the event medical evidence does not support a claimed disability, the employee will be so informed and appropriate action taken.
  2. Subject to prior approval of the President, an employee shall be allowed to use up to a maximum of 15 days of sick leave for absence from work necessitated by a death in the family, or by illness in the employee's immediate family which requires the employee to directly care for the family member.

Under certain conditions, if an employee is unable to return to work after using up all sick leave accruals, the President may grant such employee additional sick leave at full pay, partial pay, or without pay. For details, contact the Personnel Office.

420.03 Holiday Leave

Calendar-year and college-year employees are eligible to observe the twelve following holidays which fall within their period of professional obligation: New Year's Day, Martin Luther King Day, Lincoln's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Election Day, thanksgiving Day, and Christmas Day. The President may designate two holidays as floating holidays in lieu of two of these State-observed holidays. The President has designated Lincoln's Birthday and Election Day as floating holidays. Currently the holiday in lieu of the Lincoln's Birthday holiday may be set, with the approval of an employee's supervisor, for any day of the employee's choosing as long as it is used before the beginning of the following academic year. The Friday after Thanksgiving has been designated for observing the second floating holiday, which substitutes for Election Day.

Employees eligible to observe holidays shall be granted a compensatory day off when the holiday falls on a Saturday, a Sunday, or a pass day.

An employee who is required to work Thanksgiving or Christmas shall be granted 1 1/2compensatory days.

Compensatory days off shall be scheduled at a time mutually convenient to the employee and the College within one year of accrual or they will be forfeited.

420.04 Sabbatical Leave

  1. Sabbatical leaves for professional development may be made available to members of the professional staff who meet the requirements. The objective of such a leave is to increase an employee's value to the College and thereby improve and enrich its program. Such a leave shall not be regarded as a reward for service nor a vacation or rest period occurring automatically at stated intervals.
  2. Sabbatical leaves may be granted for planned travel, study, formal education, research, writing or other experience of professional value. Since extra allocations of funds are not made available for sabbaticals, support of such must be covered by regular departmental allocations.
  3. Sabbatical leaves may be granted for periods of one year at rates not to exceed one-half basic annual salary or for periods of one-half year at rates not to exceed full basic annual salary.
  4. Eligible employees on sabbatical leave may, with the prior approval of the President, accept fellowships, grants-in-aid, or earned income to assist in accomplishing the purpose of their leaves. In such cases, the President may adjust the sabbatical leave salaries to reflect such income, either prior to or during such leaves provided, however, that in no case shall sabbatical leave salary be reduced if total earnings are less than full salary.
  5. Applications for sabbatical leaves shall be submitted to the President as far in advance as possible of the requested effective date of the leave, but in no event later than six months in advance of such date unless waived by the President. Each application shall include a statement outlining the program to be followed while on sabbatical leave, indicating any prospective income, stating that the applicant will continue as a member of the professional staff for a minimum of one year upon his/her return, and stating that upon his/her return the applicant will submit to the President a detailed report of his professional activities and accomplishments while on sabbatical leave.
  6. Administrative approval of applications for sabbatical leave will depend upon the demonstration that any previous sabbatical leaves have culminated in tangible results, and that the faculty member has continued to perform regularly at the highly productive level expected of those holding tenured rank. This is primarily verified by the record of accomplishment in the Annual Faculty Reports.
  7. Any faculty member who does not return from a sabbatical leave, but instead accepts employment elsewhere, may be expected to remit to the College any salary paid by the College while on leave, or to arrange for the new employer to reimburse the College for such salary.
  8. The faculty member is responsible for the preparation and submission of a report of his/her sabbatical leave. This report is due December 1 for those who have spring semester sabbaticals and April 1 with fall semester sabbaticals. The report should be forwarded through the appropriate administrative channels (to department chair, dean, vice president for academic affairs). The vice president for academic affairs will submit the report to the president, and it will become part of the faculty member’s personnel file when accepted.
  9. Eligibility - Academic employees having a continuing appointment who have complete at least six consecutive years of service within the college or who, if the previously have had a sabbatical leave, have completed at least six consecutive years from the date of return of their last sabbatical leave.

420.05 Military Leave

Campus Personnel Officers shall grant military leave according to the guidelines below:

  1. A maximum of thirty calendar days with pay may be granted annually.
  2. A minimum of one day must be charged for a whole day or any fraction thereof.
  3. All days served on military duty are to be charged to military leave (including Saturdays and Sundays) which may occur during the assignment.
  4. Annual leave credits may be used for military leave beyond thirty days, subject to the prior approval of the President of the College.

The privileges granted under Military Law must be protected from abuse at all times. It is the responsibility of the College to see that the law is uniformly applied.

420.06 Disability Leave

Upon being discontinued from service in accordance with the provisions of the State University Group Disability Insurance Program, an employee shall be granted a leave without pay for disability and shall be continued on such leave without pay until the disability ceases, the employee reaches age sixty-five, or his death, whichever occurs first. For details, contact the Office of Human Resources.

420.07 Other Leave

  1. The College may recommend to the Chancellor leaves of absence for academic or professional employees at full or reduced salaries for various purposes "consistent with the needs and interests of the university." While the College encourages employees to apply for leaves without pay, it considers requests other than sabbatical requests for leaves with pay as highly unusual and to be awarded only at the discretion of the College and where there are clear benefits to the College in so acting. Such requests will be considered, subject to the discretion of the President, when the benefits to the College are clearly significant, when the requirement for such unusual support is demonstrable, when the opportunity requiring such support is of a special, unusual, non-recurrent character, and has a particular temporal specificity making it essential that such leave be granted at the specific time. Employees must indicate in writing their intention to continue as a member of the professional staff at Brockport for one year upon return from leave and to provide the President of the College a detailed, written report of professional activities and accomplishments while on leave. In no case will the award of a Title F leave raise an employee's remuneration above base salary.
    1. Requests for such leaves (Title F) require the support, as appropriate, of departmental committees, chairs, deans or directors, and the appropriate vice president before they can be considered by the President. It should be noted as well that such leaves require approval of the Chancellor. Therefore, requests for such leaves should ordinarily be made six months before such leaves would commence. If application must be made later than this, a rationale for the lateness of the request is essential.

Leave of absence without salary may also be granted under appropriate circumstances, for the purpose of childcare.

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Last Updated 10/26/17

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