Leave Tracking and Approvals
For full time AC1 employees.
Also see:
Overview: Absences for academic appointees
That is a more comprehensive overview, slightly differently arranged.
This guide goes by type of leave and summarizes:
- How it is recorded in IU systems.
- Who needs to give permission.
- What documentation goes where.
- Amount per year [year is almost always calendar]
- Repeatability
Each type of leave has different rules about repeatability—when someone can have another leave. That means each type of absence must be recorded accurately so that we can see the leave history.
Also, for some leaves (medical, family formation, or family support), pre-tenure tenure-track faculty need their tenure-clocks adjusted. That information is included in the academic affairs forms, which are attached to e-docs so OAA can make the tenure adjustments.
|
Vacation |
Only for 12-month. 10-month faculty use academic breaks. |
|
Recorded |
Not in any IU system. Each unit can develop their own recording process. |
|
Permission from |
Supervisor. |
|
Documentation |
None. |
|
Amount per year |
22 days per calendar year |
|
Repeatability |
Every year; does not roll over; is not paid out if unused. |
|
Minor sickness |
Defined as less than 3 weeks (total per year) |
|
Recorded |
Not in any IU system. Each unit can develop their own recording process. |
|
Permission from |
No one; supervisor should be notified. |
|
Documentation |
None. |
|
Amount per year |
15 work days per calendar year; does not roll over. |
|
Repeatability |
Every year; does not roll over; is not paid out if unused. |
|
Major illness-totally on leave |
For pregnancy see below. Can be partial—see below. |
|
Recorded |
e-doc AMF for full pay part; then return from leave and enter e-doc AMH for half pay part |
|
Permission from |
No one; supervisor should be notified. |
|
Documentation |
Academic affairs form; embeds the FMLA medical certification form. Attach OAA form to e-doc; keep FMLA form locally/secure. |
|
Amount per year |
6 weeks at full pay; 9 weeks at half-pay. |
|
Repeatability |
Every calendar year but at least 4 weeks at work, full-time, before another leave can start. |
|
Family formation leave |
Non-birth parent |
|
Recorded |
e-doc AFF |
|
Permission from |
No one; supervisor needs to specify what work will be done in the parts of semester when the faculty member is NOT on leave. Can be partial—see below. |
|
Documentation |
Academic affairs form Attach form to e-doc. |
|
Amount per occasion |
12 weeks at full pay/fully off. Must conclude within 6 months of birth. Does not include summer for 10 month faculty. |
|
Repeatability |
2 times in 5 years (combined with ‘family support leaves’) |
|
Family formation leave |
Parent actually giving birth—non IUSM Medical leave AND family formation leave |
|
Recorded |
e-doc AMF for giving birth no partial leave possible for this segment. Return from leave then: e-doc AFF for parental leave |
|
Permission from |
No one; supervisor needs to specify what work will be done in the parts of semester when the faculty member is NOT on leave. The AFF can be partial—see below. |
|
Documentation |
Medical leave/giving birth—Academic affairs form Parental leave--Academic affairs form Attach form to e-doc No external certification needed. |
|
Amount per occasion |
Giving birth: 6 weeks fully paid/fully off. If medically needed, can have 9 weeks half-pay. Parental leave: 12 weeks at full pay/fully off. Does not include summer for 10 month faculty. Must conclude within 6 months of birth. |
|
Repeatability |
Every year for giving birth. 2 times in 5 years for parental leave (combined with ‘family support leaves’) |
|
Family formation leave |
Parent actually giving birth—non IUSM Medical leave AND family formation leave |
|
Recorded |
e-doc AMF for giving birth no partial leave possible for this segment. Return from leave then: e-doc AFF for parental leave |
|
Permission from |
No one; supervisor needs to specify what work will be done in the parts of semester when the faculty member is NOT on leave. The AFF can be partial—see below. |
|
Documentation |
Medical leave/giving birth—Academic affairs form Parental leave--Academic affairs form Attach form to e-doc No external certification needed. |
|
Amount per occasion |
Giving birth: 6 weeks fully paid/fully off. If medically needed, can have 9 weeks half-pay. Parental leave: 12 weeks at full pay/fully off. Does not include summer for 10 month faculty. Must conclude within 6 months of birth. |
|
Repeatability |
Every year for giving birth. 2 times in 5 years for parental leave (combined with ‘family support leaves’) |
|
Family formation leave |
Birth Parent--IUSM |
|
Recorded |
School of Medicine faculty can have parental leave OR medical leave, but not both. See ACA-51. Leave applies only to IU salary and benefits and is not the same as IU Health compensation. |
|
Family support leave |
Taking care of a close family member. |
|
Recorded |
e-doc AFF Consult with OAA if the person’s salary is above $125,000. |
|
Permission from |
No one; supervisor needs to specify what work will be done in the parts of semester when the faculty member is NOT on leave. Can be partial—see below. |
|
Documentation |
Academic affairs form. Embeds medical certification form. Attach OAA form to e-doc; keep medical form locally/secure. |
|
Amount per occasion |
12 weeks if at full pay/fully off. |
|
Repeatability |
2 times in 5 years (combined with ‘family formation leaves’) |
|
Partial leaves |
These leaves can be partial: Family formation leave Family support leave Major medical leave |
|
Recorded |
e-docs need to be entered by campus approver Contact OAA |
|
Permission from |
Supervisor needs to agree with employee on the work that will continue to be done. Supervisor cannot disapprove the leave. |
|
Documentation |
Regular forms as above; see check-box for partial. Partial leave form: email to OAA. E-doc codes must be entered at the campus level, not the school. |
|
Amount per occasion |
Working partially stretches the amount of leave available. (Family formation leaves must conclude within 6 months of birth). Does not include summer for 10 month faculty. See this document for scenarios. |
Sabbaticals
- Faculty must apply for and be approved for sabbaticals.
- Codes:
- ASF: semester-long, full pay.
- ASH: academic year long, half-pay
- If someone will use grant income to pay half their salary, it is coded as an ASF for 2 semesters.
- If plans change, for a one semester or one year shift, no permission is needed. Make sure the e-doc codes are edited with the new dates. For a two-year shift, the dean must approve; for more than two years, the faculty member must re-apply.