July 2010

Leaves of Absence Policy

6-11


UCAR may provide paid scientific leaves of absence to eligible employees to pursue research and professional development. Employees may also apply for unpaid leave for personal reasons. In all cases, the terms and conditions of the leave must be documented and agreed upon in advance by the employee and approving authority.

Consistent with all UCAR employment, continuation of employment is subject to the availability of funding for the position.

See Leaves of Absence Procedures for additional information.

Contact the Director of Human Resources for interpretation of this policy.

 

June 2011

Leaves of Absence Procedures

(related to Policy 6-11)


A leave of absence should be planned as far in advance as practicable and the terms and conditions of the leave should be pre-approved and documented for the employee's personnel file. Unless otherwise agreed upon, the employee will normally return to his/her position for at least the amount of time that was granted for the leave. Completion of a Recovery of Corporate Property form is typically required prior to beginning a leave in excess of three months.

Scientific Leaves

  1. Sabbatical Leave

    Purpose: Allows an individual to pursue independent study or research at other institutions engaged in research activities related to UCAR's objectives. 

    Duration: Normally six months to one year. At least six years must elapse before a subsequent leave may be taken.

    Eligibility: Scientific and engineering staff classified as Division or Program Director or above; Scientist III or Senior Scientist, Research Engineer III or IV including section heads; and Project Scientist III or IV; or Software Engineer IV and other Engineers IV whose principal job function involves engineering or scientific research and who have completed six years of continuous service. 

    Approval: The NCAR Associate Director or UCAR/UCP Program Director and the appropriate President's Council member must approve requests for sabbatical leave. The employee's request should contain a description of the type of research activity or study proposed; beginning and end dates; the effect the leave will have on current UCAR's activities or projects; the salary and benefits contribution requested of UCAR; and the travel arrangements, if travel support by UCAR is requested. In addition, a letter of invitation from the host institution that documents their financial contributions, if any, to the leave should be included in the package.

    Salary and Benefits: Subject to available funding, UCAR may contribute up to six months of the same salary as would have been received by the employee while working in his/her normal position. During the entire sabbatical, full group medical, dental, life and travel accident insurance, and full long-term disability benefits are provided. Retirement, vacation, sick leave and educational assistance benefits apply at a rate equal to the fraction of full-time equivalent salary being received from UCAR.

    Other Financial Arrangements: The laboratory or program Director may authorize reimbursement of expenses for one round-trip by dependent family members accompanying the employee taking a sabbatical. Such expenses are reimbursed according to UCAR Travel Policy. Financial arrangements, other than those mentioned above, are the responsibility of the individual and the other institution(s) involved.

    Post-Leave Evaluation: Within two months after return from a leave, the employee must submit a written report to the appropriate President's Council member and their laboratory or program Director. The report should describe the activities during the leave and evaluate the effectiveness of the leave in achieving the desired objectives.

  2. Collaborative Leave

    Purpose: Allows an individual to work closely with colleagues elsewhere on activities directly related to UCAR objectives whenever a close collaboration is required to meet UCAR's objectives, and that need cannot reasonably be met by bringing appropriate visitors from other institutions to UCAR.

    Duration: Determined by the nature of the collaborative activity, not specifically limited by this procedure.

    Eligibility: All scientific and engineering staff.

    Approval: The NCAR Associate Director or UCAR/UCP Program Director must approve requests for collaborative leave. The employee's request should contain a detailed description of the research and/or other activity involved in the collaboration; the effect, if any, on current UCAR projects and programs; the estimated duration of the visit; proposed travel budget; and arrangements for payment of salary and benefits between UCAR and the other institution(s) involved.

    Salary and Benefits: Since a collaborative visit is primarily intended to fulfill or enhance UCAR programs and objectives, the employee is entitled to full salary, benefits, and travel reimbursement during the leave, subject to available funding. However, the other institution(s) should be encouraged to provide a portion of salary and other expenses if the employee is teaching or doing research of benefit to the institution(s). Collaborative visits should not adversely affect the employee's normal compensation and benefits package.

    Other financial arrangements: The NCAR Associate Director or UCP Program Director may authorize reimbursement of expenses for one round-trip by dependent family members accompanying the employee taking a collaborative leave. Such expenses are reimbursed according to UCAR Travel Policy. Financial arrangements, other than those mentioned above, are the responsibility of the individual and the other institution(s) involved.

    Post-Leave Evaluation: Within two months after return from a collaborative leave, the employee must submit a written report to the appropriate President's Council member and their laboratory or program Director. The report should describe the activities during the leave and evaluate the effectiveness of the leave in achieving the desired objectives.

Professional Development Leave

Purpose: To pursue independent study in activities related to UCAR's mission and objectives, to broaden the individual's management competence, to encourage participation in diverse areas of activities so as to benefit UCAR, and to pursue assignments that promote personal and professional renewal. 

Eligibility: Normally limited to employees at or above Division and Program Director level after four continuous years of service in one or more of the respective positions.  Professional development leaves for other employees may be considered on an ad hoc basis. At least three years must elapse before a subsequent leave may be taken. 

Approval: The NCAR Associate Director or UCAR/UCP Program Director and the appropriate President's Council member approve professional development leaves. The employee's request should include a statement of the objectives to be achieved; an explanation of the benefits to UCAR and the employee's specific activities; the dates and duration of the proposed activities; a financial plan covering all estimated costs, including travel, beyond the individual's regular salary and benefits; and a summary of arrangements that could be made to discharge the individual's regular responsibilities effectively during the proposed period of absence.

Duration: Typically one to three months, with a maximum of six months.

Salary and Benefits: Subject to available funding, UCAR may contribute the same salary and benefits compensation as would have been received by the employee working in his/her position at UCAR for the period of the approved leave,

Other financial arrangements: The NCAR Associate Director or UCP Program Director may authorize reimbursement of expenses for one round-trip by dependent family members accompanying the employee taking a leave. Additional financial support, such as travel, may be requested, and if approved, is paid according to the prevailing rates of UCAR Travel Policy. Financial arrangements, other than those mentioned above, are the responsibility of the individual and other institution(s) involved.

Post-Leave Evaluation: Within two months after return from a professional development leave, the employee must submit a written report to the appropriate President's Council member. The report should describe the activities during the leave and evaluate the effectiveness of the leave in achieving the desired objectives.

Unpaid Leave

Purpose: An unpaid leave of absence may be requested for a variety of reasons including outside employment, rest and renewal or other personal needs. (Refer to UCAR Benefits Manual for leaves due to military service or personal, medical, or family medical leaves absences.)

Eligibility: An employee with a regular or term appointment of six months or longer.

Duration: The typical length of leave is one to three months, with a maximum of six months. No leave of absence shall be in excess of 12 months, except for military service.

Approval:

The employee's proposal should include a statement of the purpose for the leave; the dates and duration of the proposed leave; and a summary of arrangements that could be made to effectively discharge the individual's regular responsibilities during the proposed period of absence.

Salary and Benefits: The employee will not receive compensation from UCAR nor will benefits be continued at UCAR expense during the leave period. Contributions by UCAR to its retirement plan will cease on the last day of the pay period for which the employee is paid. Some insurance coverage may be kept in force by one's voluntary contributions during the leave period. The employee may not withdraw funds from TIAA-CREF nor be paid out for unused PTO. Calculation of years of service with UCAR will be reduced by the duration of the unpaid leave. Contact Human Resources for coverage and restrictions.

Refer to UCAR's Benefits Manual “Leave Policy” for information on other types of paid leave, and Family Medical Leave Act information for benefits available for family medical needs. In addition, other ad hoc leaves of absence for reasons similar to those described in policy and in the interests of UCAR may be granted by a President's Council member. 

Affiliated Policies and Procedures

5-4
Time Reporting/Payroll
6-4
Special Appointments
6-5
NCAR Scientific Appointments
6-8
Problem Resolution and Appeals
6-10
Teaching
  Eligibility for Benefits
  UCAR Benefits Manual (Vacation and Leaves of Absence sections)