Applicability: 
Faculty
Section: 
0700 Leaves and Absences
Policy Number: 
708-17
Effective: 
Monday, November 8, 2010

Human Resources Manual

Statutory Authority: 

A faculty member may apply for a leave without pay for either personal or professional reasons. Tenured and tenure track faculty leave requests of one year or less are routinely approved so long as the faculty member's absence does not cause disruption within the program.  Fixed term faculty members requesting leave without pay must return during the contracted employment period within the same fiscal year.

A period of approved leave without pay does not break the continuity of appointment, but time spent on leave without pay does not count toward eligibility for sabbatical leave and retirement.

Insurance benefits are not provided to employees when all jobs held by the employee are on leave without pay. Contact the Office of Human Resources, Benefits section to determine your eligibility for continuation of insurance coverage.

POLICY

Terms of Leave Without Pay (all jobs):

  1. Duration of leave and expectation of return must be agreed upon by faculty member and his/her administration.
  2. Changes to original leave request or expected date of return must be agreed upon by faculty member and his/her administration.
  3. Those on leave without pay will receive no financial compensation from the University.
  4. Leave without pay status should be reviewed annually by the employee’s supervisor/ administration to determine appropriateness of continued OSU association. 
  5. Should the employee on leave without pay neglect to return to active service at the agreed upon date, the employee will be considered to have resigned. 
  6. Faculty members on leave without pay do not have voting privileges in the Faculty Senate.
  7. Fixed term faculty members must have a contracted employment period to return to within the same fiscal year.
    Example:                     Appointment period                                7/1/xx – 6/30/xx
                                       Leave without pay                                  7/1/xx – 5/31/xx
                                       Return from leave without pay                 6/1/xx
  8. Leave without pay should only be used when there is an expectation and a commitment to return.
  9. In some instances, faculty on leave without pay continue to serve the campus in a variety of voluntary capacities.  Space, telephone, clerical assistance, and other privileges are provided at departmental discretion from departmental resources.

Terms of Leave Without Pay On One Job While Active in Another Job:

  1. Duration of leave and expectation of return must be agreed upon by faculty member and his/her administration. 
  2. Changes to original leave request or expected date of return must be agreed upon by faculty member and his/her administration. 
  3. Leave without pay status should be reviewed annually by the employee’s supervisor/ administration to determine appropriateness of continued OSU association.
  4. Should the employee on leave without pay neglect to return to active service at the agreed upon date, the employee will be considered to have resigned. 
  5. Fixed term faculty members must have a contracted employment period to return to within the same fiscal year.
    Example:                      Appointment period                              7/1/xx – 6/30/xx
                                       Leave without pay                                 7/1/xx – 5/31/xx
                                       Return from leave without pay                6/1/xx
  6. Leave without pay should only be used when there is an expectation and a commitment to return.

PROCEDURES

To Request Leave Without Pay:

Employees should complete the Request For Leave Without Pay Form (see attached) and forward it to their department head or unit director.  Requests should include reason for the leave and expected duration.  The department head or unit director may deny or limit the leave period should he/she determine it is not in the department or units best interest.

Review of Leave Without Pay Status:

Employee’s leave without pay status should be reviewed and monitored annually by the department.  Communication with the faculty member, verification of intent to return, and continued appropriateness of leave should also be reviewed.

Early Return From Leave Without Pay Status:

Should the employee request an early return from leave without pay, approval is at the discretion of the department/unit administration. 

Terminating Leave Without Pay Status:

When an individual is no longer actively involved with OSU, or the employee has opted not to return to the institution, the department/unit should submit a Termination Form to the Office of Human Resources to terminate the employee.

Benefits While on Leave Without Pay:

Faculty on leave without pay may use the Library without charge, continue to use their picture identification card, join the recreation facilities at the regular staff rate, and purchase parking and athletic facility privileges.  Contact Employee Benefits (7-2805) regarding eligibility for continuation of medical and dental benefits or other employee insurances.

ESTABLISHING LEAVE WITHOUT PAY STATUS IN BANNER HRIS

To put a faculty member on leave without pay, the Department/Unit:

A.   Prepares and submits:

  1. Leave Form (Refer to: https://oscar.oregonstate.edu.)
  2. Leave Without Pay Form from the employee

B.   Sends requesting materials through the faculty member’s college/unit authorized representative(s) for endorsement.

C.   Forwards completed and signed packet of materials to the faculty member’s business center.