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Attendance and Leave FISCAL SERVICES September 2015

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Attendance and Leave FISCAL SERVICES September 2015 OSU INSTITUTE OF TECHNOLOGY POLICY & PROCEDURES 3-002 Attendance and Leave FISCAL SERVICES September 2015 POLICY and/or PROCEDURE 1.01 An integral part of the benefits program for OSU Institute of Technology (OSUIT) is a uniform plan for attendance and leave for all classifications of personnel. 1.02 All personnel hired on a temporary appointment (expected to be less than six calendar months) or hired on a part-time appointment (less than 50% FTE) shall not be eligible to earn or accrue any leave benefit stated in this section except as prescribed by law. 1.03 The work schedule for exempt staff and faculty shall be whatever is deemed appropriate to meet the operating needs of the department or office. In general, a 40-hour workweek is considered to be minimal for exempt staff and faculty members, and such personnel are expected to work hours in excess of 40 hours per week when the workload requires such additional hours. Faculty are expected to spend 35 hours of their work week on campus. (For maximum and minimum credit hour assignments for faculty, see policy for Guidelines to Govern Workload Assignment of Faculty Members, 2-001.) 1.04 The work schedule for nonexempt employees shall be limited to no more than 40 hours per week or whatever is deemed appropriate by the supervisor with the appropriate approvals to meet the operating needs of the office or unit (subject to federal or state statutory limitations.) A. In reference to nonexempt employees, and in accordance with the provisions of the Fair Labor Standards Act, the official workweek of the university shall be deemed to be from 12:01 a.m. Sunday until midnight the following Saturday. B. All nonexempt staff are required to be present on their assigned job for the total hours in the work week, unless absence from duty is authorized by appropriate authority in accordance with the policies set forth herein. 1.05 Continuous Service A. In applying these rules, continuous service shall be construed as employment at OSUIT without a break in service. (This interpretation of continuous service shall have no effect on the rules and regulations of the Oklahoma Teachers Retirement System.) B. Employees who have satisfactorily completed their probation period and are separated due to a reduction in work force (layoff) and then re-employed by 3-002.1 OSU INSTITUTE OF TECHNOLOGY POLICY & PROCEDURES OSUIT within 12 calendar months from the date of layoff will not be considered to have had a break in service. C. An authorized leave of absence with or without pay shall not be considered a break in service. D. Any unauthorized leave of absence for more than three consecutive work days may be considered as a resignation from employment and if so considered, will be construed as a break in service. E. Resignation from employment shall normally constitute a break in service except as noted below. F. Staff who voluntarily resign employment from OSUIT and return within 30 calendar days may request reinstatement of the previous continuous employment date, and all rights and privileges accorded thereto. Such requests must be made by the employee in writing within the first 30 days of reemployment to the unit administrator, who will notify Human Resources of the reinstatement. G. When employees move from employment in one unit to another unit, any period in excess of five workdays that elapses between the last day on the payroll of one unit and the first day on the payroll of the other unit shall be covered by approved leave. If leave is not approved, then the period shall be considered to constitute a break in service. 1.06 Official University Holidays (See University Holidays Policy 3-003) 1.07 Rest Periods A. Supervisors (at their discretion) may allow full-time nonexempt staff one rest period during the first half of the work shift and one rest period during the second half of the work shift, provided that: 1. No single rest period shall exceed fifteen (15) minutes total absence from the nonexempt employees work station (to include any travel time). 2. Rest periods are scheduled by the unit administrator, considering the needs of the unit and, when possible, the wishes of the staff member. Rest periods are scheduled so that there will always be someone to continue needed services. 3. Employees may not accumulate unused rest periods. 4. Rest period time will not be authorized for covering an employee's late arrival on duty or early departure from duty, or for off-campus personal business. 3-002.2 OSU INSTITUTE OF TECHNOLOGY POLICY & PROCEDURES 5. Any time taken off beyond stated limits shall be charged to the individual's annual leave. B. Supervisors may allow part-time nonexempt staff a rest period depending upon number of hours worked and nature of the job. C. Flagrant violation of rest period privileges will be grounds for disciplinary action. D. Faculty and exempt employees are expected to exercise work breaks, rest periods, coffee breaks, etc. with professional care and propriety. Excessive time taken during these periods shall be considered unprofessional conduct. 1.08 Administrative Leave A. Court Leave 1. Employees who are called to serve as a member of a jury panel or who are legally subpoenaed as witnesses pertaining to their employment with the university shall be granted a leave of absence with pay. Fees paid by the court in connection with the jury panel duty may be retained by the employee. An employee is not entitled to receive any fee for serving as a witness pertaining to their OSUIT employment. 2. A leave of absence with pay shall be granted the employee when the court appearance is the result of an act performed by the employee as a part of his/her official duties as an employee of the university. The staff member shall not be entitled to a leave of absence with pay when the court appearance is the result of the employee being involved in a personal litigation case outside his/her scope of employment. Annual leave or compensatory leave, if applicable, may be used in lieu of a leave of absence without pay. 3. Employees who receive a jury duty summons should take it to their supervisor immediately so arrangements may be made if court leave is needed. In some instances it may be necessary to ask for the individual to be excused from serving on the jury. In those cases the supervisor will forward the jury summons to the Human Resources Director with a written statement stating why the employee should be excused. The Director will proceed to write the request to the court for the employee to be excused. This must be done as soon as possible after receipt of the jury summons. 4. When jury duty occurs while the employee is on leave without pay, paid court leave is not granted. When jury duty occurs while the employee is on annual leave or sick leave, the paid court leave will supersede the other type of leave. 3-002.3 OSU INSTITUTE OF TECHNOLOGY POLICY & PROCEDURES B. Voting Leave 1. Under Oklahoma Statutes, a staff member may have two hours or more time off to vote, if distance to polls requires it, provided all the following conditions are met. a. A request for such time off must be made in writing by the employee the day prior to the election. The unit leader will decide what time in the work schedule to give for voting. b. Employees will not lose any compensation or incur penalty for the absence if they provide proof of voting. c. Time off for voting is not required if the staff member has three hours after the opening of polls before the work day begins or three hours after close of the work day before close of polls. A unit leader may change work hours to provide for such a three-hour period. 2. If the above conditions are met, such time off to vote would be considered administrative paid leave. C. Funeral Leave 1. Employees shall be granted upon request up to three working days of funeral leave with pay upon the death of a related person in the immediate family; or for one day upon request of funeral leave with pay upon the death of a related person not in the employee's immediate family. For the purpose of this policy, the immediate family is defined as the father, mother, brother, sister, husband, wife, son, daughter, grandfather, grandmother, grandson, granddaughter, or corresponding in-law relationships. The three days will normally be contiguous with the day of the funeral. 2. In some cases, the three days of funeral leave are not sufficient. In such cases, additional administrative leave with pay may be requested by the employee and may be authorized by the division/department Vice President or President. 3. When covered funeral leave occurs while the employee is on leave without pay, paid funeral leave is not granted. When such leave occurs while the employee is on annual leave or sick leave, or other paid leave, the funeral leave will supersede the other type of leave. D. Catastrophe Leave An employee, who suffers individual, personal misfortune as a result of an event such as fire, explosion, flood, or violent weather, will be granted upon request up to three working days of paid administrative leave, if the event occurs while the employee is not on leave without pay. 3-002.4 OSU INSTITUTE OF TECHNOLOGY POLICY & PROCEDURES E. Inclement Weather (also refer to Policy 1-026 Inclement Weather) 1.
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