60 LEAVES

INTRODUCTION

In order to get needed rest, as well as to take care of personal matters, there are a variety of leaves available to AUS employees. This policy explains the different types of leave that are available.

PURPOSE

To provide AUS employees time off when needed to attend to personal business, recover from illness or injury, celebrate religious or cultural holidays or take time off for recreation.

SCOPE

This policy applies to all regular full time staff employees of AUS.

60.1 ANNUAL LEAVE (revised May 15, 2004)

Annual Leave

The university grants annual leave of thirty three working days with full pay per contract year to full time, non faculty employees. The leave policy applies to all non academic AUS employees however it does not supersede the contractual obligations of any individual.

After satisfactory completion of the probation period, an employee can apply for the prorated number of annual leave days earned up to that point. Annual leave may be taken in ½ day or whole day intervals. With the department head’s approval, employees may take all or part of their leave entitlement on more than one occasion.

Scheduling Annual Leave

At all times, in determining annual leave schedules, the operational requirements of the university must be considered. Leaves will be scheduled according to the needs of the university as well as the employees. It is the department heads’ responsibility to ensure advance leave planning by staff in order to accommodate leave requirements of staff as well as support the on going operational needs for the department. The plans and process is as follows:
• Equality in treatment among employees with regard to the allocation of the more desirable leave seasons is to be achieved.

• Leave should be evenly distributed between first and second level supervision of employees in each department so that operations do not suffer, and adequate coverage is provided at all times.

Applying for Annual Leave

Annual leave applications are processed through the AUS online information system. Click here for link. All employees are required to have a banner online password to apply for leave. If you do not have a password, contact HRSD to arrange access and a password. Leaves are processed and approved electronically. Once approved, employees will receive the appropriate notification via email.

Changing or Correcting Annual Leave Application

Should you wish to change your leave dates after you have submitted your application, or should you return to work on a date different than originally approved, then contact your department leave administrator to correct your application.

Returning From Annual Leave

All employees are required to resume work on their scheduled day of return from annual leave. There are no procedures to be completed, if resumption is as originally scheduled.
Late resumption of work without notification and prior approval by the department head will not be tolerated.

If an employee is unable to resume work as scheduled, it is their responsibility to immediately notify their department and request a leave extension. The department Leave Administrator may require the employee to submit formal written justification for the delay. If, in the university's judgment, the delay is caused by circumstances beyond the employee's control, the additional days are debited against current, or future, leave balances. If the employee's reasons for the delay in returning to work are not acceptable to the university, the overstayed period is treated as leave without pay and disciplinary action may be invoked, up to and including dismissal.

Adjustments to Annual Leave Days

When an official holiday falls during an employee’s annual leave, which would normally have been a workday, the days declared as holidays are added back to the annual leave.

Time spent on approved university business travel or training during leave is also not considered as part of the leave and should be booked against training or business. The time so spent shall be added to the leave and paid as normal work time. Employees must get advance approval from their department heads for work to be performed during leave periods. When possible, the employee should coordinate any training/business and leave in order to minimize the cost to the university

Carrying Over Leave Days

While everyone should endeavor to take their leave during the year in which it is earned, department heads are allowed flexibility on a case by case basis to allow employees to carry over up to seven working days of unused leave into the next employment year. The leave balance as of December 31 of each calendar year should not exceed forty eight working days. The employee will loose the days exceeding forty eight working days on December 31 unless an employee was asked to defer leave for the university’s convenience, and HRSD has been notified accordingly. In all cases, department heads must approve the time that leave is taken.

Payment of Annual Leave

Leave salary may be paid in advance, if the employee applies for accrued annual leave equal to or in excess of ten working days. If the leave period is less than ten working days, salary for the period will be processed along with the monthly payroll. The employee must apply for leave salary as an advance of salary. The payment will be processed via payroll in the month prior to the employee’s leave start date.

Leave salary will include the base salary plus any cash allowances paid on a monthly basis and will be paid for the entire period of leave taken. HRSD should receive a request for advance payment form two to three weeks before the commencement of leave in order to process the payment through finance in a timely manner.

60.2 SICK LEAVE (SHORT TERM DISABILITY)

The following sick leave policy is provided to protect employees for non work related illness or injury.
Employees are eligible for allowance under the sick leave policy from the date of their employment, provided they are full time employees, and have successfully completed the probationary period. Sick leave is not an entitlement and cannot be encashed. It is to be used only in cases where the employee is suffering from a genuine non occupational sickness or injury that makes it impossible to come to work.

Sick Leave Benefit

The following schedule of benefits applies to non work related illness and injuries. Sick leave accrued under this policy can be accumulated up to a maximum of ninety calendar days.

Proof of sickness and return to work clearance

If an employee is absent due to sickness for more than two consecutive days, then the employee must obtain a written medical certificate from a certified physician, stating the reason for the absence, the number of days absent and when the employee can return to work. The employee will be considered as ABSENT WITHOUT PAY until the medical certificate is provided to administration for approval through the UHC.

A “Fit to Return to Work Certificate” may also be requested in some instances. Such a certificate will be required after an absence due to an illness that exceeds two weeks in duration.

During a prolonged illness, the employee must furnish evidence of a medical examination every thirty days.
The university reserves the right to terminate an employee on medical grounds who has a continuous and/or interrupted illness, which has resulted in absence from work for his/her full sick leave entitlement 90 days. In such cases the employee will be paid all benefits due to him including end of service gratuity.

If an employee is absent due to sickness, the time should be noted by an “S” on the leave request and authorization form and verified by the immediate supervisor.

Once all full pay sick time has been used, an employee may elect to use any eligible vacation time before half pay benefits come into effect, if he/she so wishes.

Illness During Vacation

If during a vacation period the employee is hospitalized, any sick leave for which they are eligible will begin on the date of hospitalization, where by, time in hospital and recuperation will be recorded as sick leave and not vacation leave. Hospitalization and extended sick time must be backed up by appropriate medical documentation.

Disqualification Provision

Disqualification for sickness benefits may occur for any of the following reasons:

• Disability resulting from an unlawful act
• Disability arising while engaged in personal activities for profit or while working for another employer

Employee Responsibility

It is the responsibility of the employee to:

• Promptly notify his/her immediate supervisor or other appropriate individual of an illness
• Obtain adequate medical treatment to speed recovery
• Make every attempt to keep their immediate supervisor or other appropriate person informed of expected recovery period and estimated return to work date

Where an employee’s attendance is a concern, the department head may request individual employee to submit a certificate validated by the UHC, for every day’s absence. The department head may through HRSD refer employees whose attendance is causing concern to the UHC for a medical evaluation.

60.3 MATERNITY LEAVE

INTRODUCTION

This policy is designed to provide maternity leave benefits to female employees who are pregnant and who desire to return to work after completion of their pregnancy.

SCOPE

This policy applies to full time female employees who have completed one year of continuous service with the university.

POLICY
The employee should notify her supervisor in advance of the expected time of leave and estimated return. Upon delivery, the employee will be entitled to receive full pay for 45 consecutive calendar days as Maternity Leave. An employee who has not completed one year’s service is entitled to the same number of days leave, but at half pay.
Should the employee’s attending physician recommend that she stop work prior to delivery, she will be placed on sick leave, and will receive sick leave benefits. If she has used up her sick leave benefits, she will be placed on leave without pay until Maternity Leave benefits can take effect.

Eligible employees may extend their time off with pay prior to or following delivery, by utilizing a part or all of their annual leave and or sick leave benefits in conjunction with Maternity Leave benefits. HRSD will assist in calculating the employee’s benefits.

At the end of the maternity leave, an employee is entitled to an additional 45 days of consecutive unpaid leave. If however, the employee has returned to work, she may not take further maternity leave unless due to illness (self only). A certificate from her doctor that her illness is related to the pregnancy and or delivery must substantiate such illness.
Housing and other non work related allowance would continue to be paid during maternity leave whether leave is granted with full or half pay. This also applies during an extended leave, if granted.

For the purpose of breast feeding the baby, female employees can take one hour a day, which maybe taken in two intervals of half an hour each, for a period of two months. After each interval the employee will resume their normal work schedule. The employee’s salary will not be reduced during this period; neither should this time be made up be the employee.

The university reserves the right to request a certificate of confinement signed by the employee’s physician prior to granting the maternity leave.

60.4 COMPASSIONATE LEAVE

The university will grant compassionate leave with pay to employees in cases of critical illness or death/burial of an immediate family member, as defined in this manual. In the event of critical illness or death/burial the university will grant the following:

• Up to three working days paid leave, if incident occurs within the UAE
• Up to five working days paid leave, if incident occurs outside of the UAE

If the immediate family member's critical illness or death/burial occurs at a time close to an employee's annual leave eligibility, the employee shall be granted the earned annual leave airfare, and will be granted extra leave up to five working days in addition to the annual leave days.

Additional days may be granted on request by the employee and at the university's discretion. They are debited against the employee's leave credit or considered as leave without pay.

Paid absences will not be granted more than twice for the critical illness of the same relative and only once within a twelve month period.

In the event of death of an immediate family member, leave will be granted regardless of the number of absences allowed due to critical illness.

Management may request the employee to produce evidence of the illness or a death certificate, upon the employee's return to work.

Compassionate leave applies only when the employee is serving in Sharjah. If the mishap occurs while on annual leave, compassionate leave is not granted.

60.5 PERSONAL LEAVE OF ABSENCE

A personal leave of absence is granted to protect continuity of service in such instances as extended illness or personal business. The granting or denial of leave of absence and determination as to whether the leave of absence should be without salary and benefits will be considered on a case by case basis.

The decision to grant such leave may be made only by the appropriate vice chancellor on the recommendation of the Director of HRSD.

Once authorized, such leave of absence of less than 31 calendar days shall not affect the employee’s continued service or service related benefits. If it is more than 31 calendar days, the full duration will be considered as leave without pay, hence, no accredited service, and the suspension of benefits, such as medical and life insurance.

60.6 RELIGIOUS LEAVE (HAJ)

Haj (Pilgrimage) Leave

To assist Muslim employees in fulfilling their obligation to make the pilgrimage, they are entitled to Haj Leave of twenty one calendar days. Haj leave days beyond seven calendar days will be without pay. An employee is eligible for Haj leave only once during their tenure of service. The duration of the leave will be considered as accredited service.
Department heads should consider staffing needs and employees seniority when deciding which employees are eligible for leave during each year.

60.7 OCCUPATIONAL ILLNESS/INJURY LEAVE

An employee who suffers from a disabling occupational illness or work related injuries is eligible for occupational sick leave. The employee receives full pay during the treatment period or for six months whichever is shorter.

If treatment extends beyond six months, the university keeps the employee on half pay. The reduced pay continues for a further maximum period of six months or until full recovery, whichever occurs earlier.

Eligibility for benefits will be determined on a case by case basis and any resulting benefit will involve advice and approvals from the Vice Chancellor for Finance and Administration