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University Policies

Annual Leave Policy for Administrative and Professional Faculty and Eligible Instructional and Research Faculty on 12-Month Contracts

(Board of Visitors Policy, #1491)

The policy can be found at the following link:
http://www.odu.edu/content/dam/odu/offices/bov/policies/1400/BOV1491.pdf

          

Sick Leave Policy

It is the policy of the university to grant sick leave with pay to faculty members or administrative and professional faculty (AP faculty) when this becomes necessary during the period covered by the person's contract. Sick leave is subject to verification. Faculty with a history of frequent and/or prolonged illness may be asked to provide a health care provider’s certification. Faculty must comply with a management request for verification of the need to use sick leave. Extended absences (5 workdays or more) due to illness should be discussed with the Vice President for Human Resources because of the requirements of the Family and Medical Leave Act (FMLA). Sick leave will continue until the person is able to resume his or her responsibilities, but for no longer than six months of sick leave during those months normally covered by contract for teaching and research faculty or the university’s fiscal year (June 10 through the following June 9) for AP faculty.

           A faculty member or AP faculty may use their sick leave, up to 10 days at a time, for an illness or death in their immediate families. Leave for this purpose may not exceed 10 days in a contract cycle for teaching and research faculty or the university’s fiscal year for AP faculty. Immediate family includes parents, stepparents, spouse, domestic partner, children, stepchildren, foster children, legal ward, grandparents, siblings, stepsiblings, corresponding in-laws, and any relative, either by blood or marriage, living in the faculty member's or AP faculty member’s home.

           Faculty or AP faculty may use sick leave with pay for the period of absence that is certified by a physician as medically necessary because of illness, health conditions, or recuperation due to pregnancy or childbirth. Therefore, the period of absence before, during and after delivery that is certified by the attending physician as medically necessary may be charged to sick leave. Any additional period of absence that the faculty member elects to take must be taken as leave without pay. The provisions of the Family and Medical Leave Act (FMLA) apply to absences due to the birth of a child or the mother's health condition related to childbirth. The FMLA specifies the conditions under which the university is required to allow eligible faculty and AP faculty up to 12 weeks of job-protected leave (paid or unpaid) during a 12-month period for several listed reasons. Please see the Family and Medical Leave section for more specific information. All such leave should be requested in advance, or as soon as possible after an eligible need is known.

           Faculty members are encouraged to carry a disability insurance policy that begins coverage after six months when sick leave is exhausted and the faculty member is removed from the payroll. Such a policy is offered through the university's Department of Human Resources. If a leave of absence without pay is granted after sick leave is exhausted, the position will be filled with a temporary appointment for the period of the leave.

           The chair and/or dean, in conjunction with the faculty member, will be responsible for developing a work-management plan for hiring replacements or assigning work or teaching to others when a faculty member takes sick leave.

- Approved by the Board of Visitors
June 12, 1975; Revised September 23, 1993;
Revised December 4, 1997; Revised April 9, 1998;
Revised September 9, 2005; Revised June 13, 2008;
Revised June 16, 2011
Transitioned to University-Level Policy
December 10, 2021

          

Parental Leave Policy

(University Policy, #6053)

The policy can be found at the following link:
https://www.odu.edu/about/policiesandprocedures/university/6000/6053

          

Civil and Administrative Leave Policy

Civil and administrative leave is available for all faculty members.

  1. Civil and administrative leave is granted to fulfill the civic duties and functions listed below:
    • As required by a summons to jury duty.

    • To appear as a crime victim or witness in a court proceeding or deposition as compelled by a subpoena or summons.

    • To accompany the faculty member’s minor child when the child is legally required to appear in court.

    • To attend work-related administrative hearings as a party or witness.

    • To attend one initial session with the Employee Assistance Program per qualifying incident.

    • To cover periods of investigation as approved by Human Resources and senior management.

    • To provide paid leave during the due process period.

  2. Civil and administrative leave is not granted for use by a faculty member:
    • who is a defendant in a criminal matter, where criminal matter means either an alleged misdemeanor or felony,

    • who has received a summons to appear in traffic court (except as a witness), or

    • who is a party to a civil case, either as plaintiff or defendant, or who has any personal or familial interest in the proceedings.

- Approved by the Board of Visitors
June 13, 2008
Transitioned to University-Level Policy
December 10, 2021

          

Military Leave Policy

  1. Military leave is available to all faculty members. Faculty members are eligible for leave with pay for up to 15 workdays in a federal fiscal year (October 1 through September 30) for military duty, including training, if they are members of any reserve component of the Armed Forces or the National Guard. Annual leave for those faculty eligible for annual leave need not be used for military reserve or voluntary, military-related training except in circumstances where more than fifteen (15) training days per appointment or contract period are needed.

  2. In addition to the 15 days discussed above, up to eight hours of military leave for pre-induction and other physical examinations required for military service are provided per federal fiscal year.

  3. The Governor of Virginia may call the Commonwealth’s Militia to respond to natural or man-made disasters in Virginia or in another state. Faculty called to such emergency-response military duty are on military leave with pay. This time is separate from and in addition to the 15 days of paid military leave discussed above.

  4. To qualify for military leave, faculty members are required to provide their department heads and Human Resources with copies of orders documenting dates and types of required military training, physical examination, or active duty from appropriate military officials, including discharge documentation.

  5. Faculty members covered by this policy will be granted unconditional military leave without pay for the duty indicated in their military orders that is not covered by military leave with pay, normally for up to five years.

  6. Contact Human Resources for a full description of military leave benefits and conditions, and guidance on all requests for military leave and/or reinstatement.

- Approved by the Board of Visitors
June 13, 2008
Transitioned to University-Level Policy
December 10, 2021

Bone Marrow and Organ Donor Leave Policy

Faculty employed by the university for one year may receive up to 30 days of additional paid leave for donating bone marrow or organs. This type of leave is provided in addition to other leave benefits, does not count toward the 12-week period of family and medical leave, requires medical certification prior to approval of the leave, and guarantees the faculty member’s position will be available upon return.

           For complete information, please refer to Policy 4.37 in the Department of Human Resource Management Policy Manual or call Human Resources at 683-3042.

- Approved by the Board of Visitors
June 13, 2008
Transitioned to University-Level Policy
December 10, 2021

          

Emergency/Disaster Leave Policy

AP faculty and 12-month faculty eligible for annual leave who are called away from their regular jobs to provide specific kinds of emergency services during defined times of state and/or national disaster are authorized, when approved by the university, to receive up to 80 hours of paid leave on an annual basis.

           Leave may also be available under this policy to a faculty member who has sustained severe or catastrophic damage to or loss of his or her primary personal residence, or has been ordered to evacuate that residence, as a result of a natural or man-made emergency or disaster. The university president has sole discretion for authorizing up to 80 hours of leave annually under this policy for faculty who meet all criteria shown below:

  • The event resulted in a formal declaration of a State of Emergency or of federal disaster status.

  • The faculty member’s home was located in the officially declared disaster area.

  • Formal documentation from recognized disaster relief organizations or insurance companies verifies severe, extreme, or catastrophic damage to or loss of personal property as a result of the declared emergency in which the damage or required evacuation rendered the faculty member’s home temporarily or permanently uninhabitable.

- Approved by the Board of Visitors
June 13, 2008
Transitioned to University-Level Policy
December 10, 2021

          

Recognition Leave Policy

Recognition leave up to five workdays may be awarded to AP faculty and 12-month faculty eligible for annual leave in a university fiscal year to reward outstanding performance, contributions to the goals and objectives of the department or university, and to acknowledge individual or team accomplishments. The vice president must approve the awarding of recognition leave.

           Recognition leave lapses within 12 months from the date it is awarded. However, the vice president may extend the 12-month retention period for recognition leave if the department has been unable to allow the use of the leave.

- Approved by the Board of Visitors
June 13, 2008
Transitioned to University-Level Policy
December 10, 2021

          

School Assistance and Volunteer Service Leave Policy

This type of leave permits (or, in the case of volunteer fire and rescue service, requires) the university to grant AP faculty and 12-month faculty eligible for annual leave up to 16 hours of time off with pay per university fiscal year to provide volunteer services through eligible non-profit organizations within or outside their communities. Such service may be provided as a member of a service organization or through authorized school assistance. The policy supports the Governor’s Commission on National and Community Service which encourages Virginians to dedicate service to others.

           Service organizations are defined as those that (1) are community based or that have extensions of their organizations within a community and (2) provide services through voluntary efforts of citizens in the following ways:

  • Relief to physically or mentally challenged persons;

  • Relief to victims of natural disasters or catastrophes (refer to DHRM Policy 4.17, Emergency/Disaster Leave or contact Human Resources at 683-3042);
  • Health services, emergency relief and shelter, transportation and preparation or delivery of meals;

  • Other direct health or welfare services for the economically disadvantaged; or

  • Community services which assist residents, including child and youth development.

           AP faculty and eligible 12-month faculty with children may be granted paid leave under this policy to:

  • meet with a teacher or administrator of a public or private preschool, elementary school, middle school, or high school concerning their children, stepchildren, or children for whom the faculty member has legal custody; or

  • attend a school function in which such children are participating.

           Any AP faculty or eligible 12-month faculty may be granted paid leave under this policy to perform volunteer work approved by any teacher or school administrator to assist a public preschool, elementary school, middle school, or high school.

           Faculty must receive approval from their supervisors prior to using volunteer leave. Supervisors may require written verification from an official of the service organization for use of volunteer leave. If the leave is used for school assistance, written verification should be from a school administrator or teacher.

           Supervisors should attempt to approve leave at the time requested by faculty, but have discretion to disapprove leave if it would significantly impact departmental operations.

           Supervisors may determine that it is not possible to release certain faculty under this policy, such as faculty in direct care or public safety positions, due to staffing requirements. When adequate, capable back-up staff is readily available, or if it is possible to adjust work schedules, faculty requests should be granted. If they are unable to grant volunteer leave requests, supervisors should inform affected faculty as soon as possible after the decision is made.

           Leave not taken under this policy in a university fiscal year is not carried forward to the next year. There is no payment for unused volunteer leave upon separation from university service.

- Approved by the Board of Visitors
June 13, 2008
Transitioned to University-Level Policy
December 10, 2021

          

Lactation Support Policy

University Policy, #6052

The policy can be found at the following link:

http://www.odu.edu/content/dam/odu/policies/university/6000/univ-6052.pdf

          

Leave of Absence Without Compensation

Leave of absence without compensation may be granted for reasons that are in the interests of the university. Faculty granted such leave shall return to their positions at the salary they were earning at the time the leave was granted plus any increments that may have been awarded.

           A faculty member's request for leave of absence must be approved by the department chair, the dean, the provost and vice president for academic affairs, and the president. Such leaves are granted for one year at a time and no more than two consecutive years of leaves of absence shall normally be permitted. A faculty member on leave of absence without compensation may not become employed as a full-time faculty member at another institution unless such employment was proposed on the faculty member's request for a leave of absence and was approved.

           Faculty authorized for leave of absence without compensation are eligible for extended benefits under life insurance, group medical programs, and some similar programs available to employees of the University.

- Approved by the Board of Visitors
December 9, 1983; Revised November 16, 1989
Transitioned to University-Level Policy
December 10, 2021

          

Tuition Assistance Policy

University Policy, #6400

The policy can be found at the following link:
http://www.odu.edu/content/dam/odu/policies/university/6000/univ-6400.pdf

          

          

Policy for Faculty Development Funds

Funds to support faculty development will be made available through the Office of the Provost and Vice President for Academic Affairs. These funds are for the purpose of improving the quality of instruction at Old Dominion University. The awards are available to all full-time faculty who are not on a terminal contract.

           After evaluation and signature by the department chair and dean, the Office of the Dean should submit a copy of the faculty member’s proposal to the Faculty Senate Scholarly Activity and Research Committee (D.). The committee’s recommendations for awards will be based on overall evaluations of competing proposals. The committee will forward its recommendations, along with the evaluation of the chair and dean, to the Provost for final review, evaluation, and determination.

           The following list provides some suggestions for funding, but it should not be considered exhaustive.

  1. Reimbursement of expenses for workshops on teaching effectiveness.

  2. Reimbursement of expenses for workshops which will make the faculty member proficient in some area and which subsequently may lead to course development.

  3. Summer stipends, which will not exceed those awarded for summer research grants, to support faculty self-study, development of instructional materials such as videos, course packs and workbooks, development of innovative educational approaches, or significant program curriculum revision.

  4. Reimbursement of expenses for guest speakers and/or consultants as related to classroom instruction.

           Faculty development funds cannot be used to support faculty attendance or presentations at conferences.

- Approved by the president
December 13, 1991
Reviewed; No Changes Proposed April 20, 2022

          

Participation in Learned Societies

The university recognizes the necessity of attendance at professional meetings and its effect upon the enhancement of good teaching and related activities. Every effort is made to have funds available to faculty members for this purpose.

-Approved by the provost and vice president for academic affairs
July 1, 2003

          

Fee Waivers for Full-time Faculty, Staff and Dependents

Statement: Fees for admission applications and transcripts for full-time faculty, staff, and their dependents are waived.

- Approved by the President
October 1, 2003

          


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