Institutional Leave Policy

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  1. Only the President can grant leave, but the President designates the implementation of stated guidelines regarding leave to the immediate supervisor of any individual requesting leave. The immediate supervisor will tentatively approve leave in accordance with the guidelines; the President will approve leave thus granted, provided it is within the guidelines and does not hinder the operations of the institution.
  2. The guidelines are, collectively, board policies and memoranda from the President regarding specific situations.
  3. Leave request forms are to be executed and approved in advance whenever possible. Any leave that is not formally requested prior to its occurrence is considered unanticipated unless otherwise determined by the President. The leave request form should be submitted immediately upon return to work in these cases.
  4. Leave is allocated by the hour. The minimum possible leave request is one hour.
  5. Employees who are absent for an entire week should submit leave requests totaling the amount of hours that they are scheduled to work during the week (i.e., 35 hours for faculty and 40 hours for administrators or staff). Note: The only exception includes D3 adult education teachers who work 40 hours per week but should request only 35 hours of leave for a full week of absence per guidance from the Alabama Community College System.
  6. Employees must be in paid status for a minimum of one-half of the workdays in the month of employment to accrue a day of annual and/or sick leave, except those absent for Family and Medical Leave purposes as designated by the President.
  7. In cases of unanticipated leave, including being late to work, an employee must immediately notify his or her supervisor. This should be done prior to the beginning of the employee’s shift. If the immediate supervisor cannot be reached, the next available line supervisor must be notified, or the employee should contact the President. In any case, proper arrangements must be made for the responsibilities of the absent individual. During periods of incapacitation, a designee, to include an immediate family member or a person having unusually strong personal ties to the employee, may request leave on the employee’s behalf.
  8. Personnel on approved unpaid (non-FMLA) leave cannot earn pay for holidays.
  9. Employee leave requests should be submitted by the employee and then must be approved by the immediate supervisor and by the President. A copy of the form is provided to the immediate supervisor and to the individual who requested the leave, and the original form becomes a part of the employee’s leave file within the Office of Human Resources Office. In cases of college business leave requests, the Human Resources Director makes a copy of the form and sends both the original and yellow copies to the employee. The employee should attach the original copy to his or her travel reimbursement form (if reimbursement for expenses is requested).
  10. Once approval is given by the President, the employee must report annual, sick, or personal through MyNACC SSB before the reporting deadline. Supervisors must verify the leave report was approved and submit it for processing through his or her MyNACC SSB before the reporting deadline.
  11. Requests for paid college business leave must include an itemized cost estimate, the specific reason for the request, the destination of the event, and a copy of the agenda/itinerary of the travel. Immediate supervisors indicate by their signatures that the travel is necessary to meet the goals and objectives of the division or office and that funds are available within the respective division or office budget. For out-of-state travel, both a Request for Out-of-State Travel form and an Employee Leave Request form must be submitted prior to the date of the anticipated travel. Personnel will not be reimbursed for any travel that is not approved by the President prior to the travel, unless an exception is granted by the President (see College Business Leave for more information).    
  12. An injury incurred during the performance of duties must be reported to the President or Human Resources Director within 24 hours of its occurrence by completing the Job-Related Injury form, available from the Office of Human Resources. Employees should make these reports regardless of whether they intend to seek medical attention. Incidents that occur during rest breaks or lunch periods, accidents resulting from carelessness or violation of published safety rules, and injuries caused by the behavior of fellow employees are subject to judgment of the President as to whether they are job related. Only the President has the right to determine whether leave or continued benefits are to be granted in cases of reported job-related injuries. Board Policy 610.02 and the accompanying guidelines outline information for absences relating to on-the-job injuries.
  13. Failure to comply with the institutional leave policies and procedures could result in disciplinary action including, but not limited to, suspension with or without pay and/or termination.