For a complete listing of all leaves and eligibility requirements (if applicable), please refer to the Leave Administration Policies, Procedures, Guidelines
- Vacation leave is available to 12-month employees with an appointment at .50 FTE or greater
- Vacation leave accrual begins upon hire and is available for use after the employee completes six (6) full months of service
- Full-time (1.0 FTE) 12-month employees accrue 15 hours of vacation leave per month
- Part-time (.50 FTE or greater) 12-month employees accrue vacation leave on a pro rata basis (e.g., .75 FTE x 15 hours = 11.25 hrs)
- Vacation leave accrual is awarded at the end of the calendar month or pay period
- Vacation leave is not available for use until the 1st of the month following the month or pay period in which it was earned
- Vacation leave accrual is capped at 260 hours
- Vacation usage is to be reported on a monthly basis by all employees on their timesheet
- Vacation Leave is payable upon termination of employment up to a maximum of 180 hours
- 9-month employees are not eligible for vacation leave
- Returning Retirees
- Vacation balance begins at zero
- Must serve new six month waiting period before use of vacation leave
- Unused vacation leave is not paid out upon termination
- Eligible employees will receive the following paid holidays: New Year's Day, Martin Luther King Jr.’s Birthday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, the Friday after Thanksgiving, and Christmas Day.
- OSU Unclassified Special Day - An additional day of paid leave which is to be taken between the day before Thanksgiving and January 31st. The additional day is to be taken in a single block of time. If the employee is unable to be away from their duties to take the additional day of paid leave, they may use the paid leave prior to June 30, 2016. The employee must coordinate schedules with his/her supervisor to maintain regularly scheduled services. Temporary employees and contractors do not receive this additional day of paid leave.
- If employee is on leave without pay when the holiday occurs, the employee will not receive the paid holiday
- Hourly academic wage appointment employees do not receive paid holidays
Current Year Holiday Schedule
- Academic and professional employees accrue 8 hours of sick leave credit for each full month of service
- Part-time employees at .50 FTE or more accure sick leave on a pro rata basis
- Effective January 1, 2016: Part-time employees less than .50 FTE will earn sick leave on a pro rata basis
- Sick leave usage is recorded on a monthly basis
- Unused sick leave credits can be accumulated without limit
- Sick leave is not payable upon termination from OSU
Use of Sick Leave -
An unclassified employee who has earned sick leave must use his/her sick leave accrual for any period of absence from service that is due to the employee’s illness, injury, disability resulting from pregnancy, necessity for medical or dental care, exposure to contagious disease or attendance upon members of the employee’s immediate family (employee’s parents, spouse, children, brother, sister, grandmother, grandfather, son-in-law, daughter-in-law or another member of the immediate household) where the employee’s presence is required because of illness or death in the immediate family of the unclassified employee or the employee’s spouse. As an alternative, the employee may submit a request to be on sick leave without pay, upon approval of his or her dean, director or department head. The University may require a physician’s certificate to support the sick leave claim for any absence in excess of fifteen consecutive calendar days or for recurring sick leave use. The University may require a physician’s certificate before allowing the unclassified employee’s return to work to certify that the return would not be detrimental to the unclassified employee or to others.
Effective January 1, 2016 immediate family is expanded to include: Domestic Partner (same or opposite sex) and Grandchildren. The term Parent will include: custodial, non-custodial, adoptive, Foster, biological and step. The term child will include (biological, adopted, Foster, and step).
Sick leave without pay: An unclassified employee may make a written request to the Vice Provost for Academic Affairs to be on sick leave without pay for up to one year when he/she has used all accrued sick leave with pay. The employee must submit a written request for the leave and is required to submit a physician’s certificate attesting to the need for the requested leave period. Approval of such a request is at the discretion of the Vice Provost for Academic Affairs. Absences covered under the Federal Family and Medical Leave Act (FMLA) may have additional requirements for medical certifications.
Unearned sick leave advance: A full-time tenured or tenure-track employee may receive a sick leave with pay advance as needed to provide the difference between sick leave earned at the onset of an illness or injury and 520 hours. A part-time tenured or tenure-track employee may receive a sick leave with pay advance proportional to his/her FTE. As sick leave is earned, the amount shall replace any sick leave advanced until all advanced time is replaced with earned time. No more than a 520 hour sick leave advance is available during a seven year period beginning with the first sick leave advance. A fixed-term unclassified employee may receive an advance so long as it does not 1) extend beyond the end date of their current appointment and 2) it can be repaid before the end of their current appointment, except upon written approval of the Vice Provost for Academic Affairs.
Transfer of Sick Leave: An unclassified employee is not permitted to transfer sick leave for use by another employee, either classified or unclassified.
Paid Parental Leave
- Effective September 1, 2017
- Provides up to 60 hours of paid leave for the care and bonding with newborn or newly adopted child
- Eligibility employees are unclassified academic or professional faculty who
- Has an appointment of .50 or greater; and
- Has been employed for at least 180 days; and
- has gained a child through birth or adoption
- Paid Parental Leave Policy
Amount of Leave -
- Eligible emloyees at 1.0 FTE will receive 60 hours of paid parental leave
- Eligible employees at .50 FTE but less than 1.0 FTE will receive the number of hours of paid parental leave that is proportional to their appointment percentage
- Eligible employees on academic year appointments will receive pro-rated paid parental leave for any portion of the 60 hours (1.0FTE) that occurs in the academic year
- Employees who attain eligbility (180 days of service) while on leave for the purpose of a birth or the adoption of a child will be eligible for a pro-rated portion of paid parental leave
- If both parents are employed by the university and are eligble employees, both are entitled to paid parental leave and may take the leave concurrently or at separate times
- One parental leave benefit is available per employee per birth or adoption event
Use of Leave -
- Leave must be used within the 18 weeks immediately following the birth or adoption
- Leave may be used either on a continuous or intermittent basis
- Any unused paid parental leave balance remaining after 18 weeks following the birth or adoption will be forfeited
- May be used in the cases of stillbirth
Failure to Return to Work -
The employee must reimburse the university the paid parental leave benefit paid under this policy if the employee:
- Fails to return to work after the expiration of this leave and/or any other authorized leave period (e.g., FMLA, OFLA, extended leave of abscence); or
- Returns, but fails to remain actively at work for at least 30 days
Tenured employees holding academic rank may be considered for sabbatical leave after being continuously employed in the Oregon University System at .50 FTE or more for six academic or fiscal years at the rank of Senior Instructor or above. The leave may not exceed one year and is to prepare faculty for greater service to OSU and to the state.
Parental or Family Medical Leaves
The Federal Family & Medical Leave Act (FMLA) and the State of Oregon Family Leave Act (OFLA) provide qualified employees up to 12 weeks of unpaid leave per year for the birth or adoption of a child, to care for a seriously ill family member, for personal serious health conditions, and to care for a child with a non-serious health condition requiring home care (OFLA only). Within the 12-week time frame, classified employees use accrued paid leave (sick leave, vacation) before taking unpaid leave. On FMLA-qualifying leaves, OSU will continue to pay the employer-paid portion of OSU medical and dental premiums as long as the employees pay their own portion, if any.