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PPM Topics

 

PPM Section 13 - Professional development leave — Paid: Procedure

For exempt staff only

1. The employee must first discuss the proposed professional development leave with his/her immediate supervisor.
   
   
2. The employee, the immediate supervisor, and others directly affected shall jointly determine whether granting the leave would seriously impair the department's effectiveness.
   
   
3. The employee must complete the appropriate sections of a Leave of Absence Application (P-320) and attach any necessary supporting documents, including a written proposal describing in detail the activity proposed during the leave.
   
   The employee may withdraw his/her application for professional development leave at any point in these procedures.
   
   
4. The completed application and proposal are forwarded to the employee's department manager/head.
   
   The department manager/head will act within thirty (30) days of receiving a Leave of Absence Application to either approve, deny, or forward without recommendation applications for professional development leave. If approved or denied, the department manager/head will indicate such and sign the application.
   
   
5. The application and proposal are then forwarded to the appropriate vice president.
   1. The leave application shall be submitted to the appropriate vice president at least six (6) months in advance of the beginning date of the proposed leave, to provide time to plan for adequate coverage during the staff member's absence. If such coverage cannot be satisfactorily arranged, the leave request will not be granted.
      
      
   2. If approved by the department manager/head, the application and proposal forwarded to the vice president must include a specific written explanation of how the work load of the employee will be met during the period of the leave.
      
      
   3. If denied by the department manager/head, the application and proposal forwarded to the vice president must include a written reason for denial (a copy shall also be provided to the applicant). The applicant may seek review and reconsideration of the denial through the appropriate vice president by filing a written request for review of the denied application. This request for review must contain the specific basis for the appeal with reference to the denial rationale of the department manager/head.
      
      
   4. In a case where a department manager/head has no recommendation or cannot reach a decision, the application and proposal forwarded to the vice president must include a written statement explaining the basis for the indecision (a copy shall also be provided to the applicant). The applicant may seek further review of the professional leave request by filing a written request for review with the appropriate vice president.
      
      
6. Final action on the request for professional development leave shall be taken by the vice president under whose jurisdiction the employee falls.
   
   
7. If the leave is approved by the vice president, the employee's department issues a Transaction form placing the employee on a professional leave of absence with pay.
   
   
8. The Consent to Release Leave of Absence Information is an optional form provided to the employee by Human Resources. This form, when completed and returned to Human Resources, allows the HR Services staff to release leave of absence information on the employee's behalf to specific, relevant parties (e.g., the employee's personal spokesperson, bargaining unit, etc.).
   

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