Reason for this procedure:
To outline the means by which WVU administers authorized absences from the work
This procedure applies to:
This procedure applies to all faculty, faculty equivalent/academic professional
(FE/AP), classified and non-classified employees at West Virginia University,
including those on the divisional campuses.
Results when an employee is away from the work place and:
- Has followed the departmental or university procedures for requesting approval
to be absent from work, including the submission of any required form/notification/documentation;
- The absence has been approved by the employee’s supervisor, or his/her designee.
Unauthorized Absence: Results when an employee is away from the
work place and has failed to follow the procedures to have an authorized absence.
The University has the right to expect a reliable workforce, and employees are expected
to be present and functioning at work as scheduled. Employees are to obtain proper
authorization to be away from the work site for any reason. Prior to their normal
start time, employees must notify their supervisor if unable to report to work
for any reason. Prior to leaving the work site, employees must notify their supervisor
if unable to continue work for any reason. Employees are to maintain adequate leave
accruals to cover absences from the work place or, to provide proper notification,
documentation and obtain prior authorization for a leave of absence without pay.
Failure to comply with any of these expectations results in unauthorized leave.
An unauthorized absence of any duration may result in, but is not limited to: prohibition
to charge time absent to requested leave or disciplinary action, up to and including
the termination of employment.
Responsibility for interpretation of this administrative procedure rests with the
Vice President for Human Resources or his/her designee.
It is the responsibility of the employee to provide appropriate and satisfactory
information and/or documentation regarding absences from work in order that it
may be properly charged to CTO/STO, annual or sick leave, or a pre-approved leave
of absence without pay.
Additional information or questions regarding this procedure should be directed to
Employee Relations in the Division of Human Resources at (304) 293-5700 ext. 5,
Leave Request Documentation:
Employees are required to comply with internal
procedures for scheduling time away from the workplace, including proper utilization
of the Leave Request System.
Medical verification/assessment is a
signed statement from the treating health care provider to validate the illness
or other cause for which sick leave, family or parental leave, or medical leave
of absence may be granted. The health care provider signing the medical assessment
must be current and appropriately board certified. The document must provide information
regarding the individual’s medical condition, diagnosis, prognosis, and functional
limitations, including duration and treatment plan, if any.
Request for Personal Leave of Absence:
In order to request a non-medical, unpaid, personal leave of absence, employees
must complete a Request for Personal Leave of Absence form, obtain authorization
from the Dean/Director or Administrator, and submit it to the WVU-HR Benefits
office for processing.
Effective: September 10, 1998