HR3730 - Personal Leave

I.    Institutional Regulations

A.   Regular full-time Support Staff, Confidential Clerical, Trail Point Support, and Administrative/Professional employees are entitled to four days (32 hours) of Personal Leave each fiscal year. Regular full-time, nine-month Faculty members are entitled to three days (24 hours) of Personal Leave per collective bargaining contract year. Regular full-time, twelve-month Faculty members receive four days (32 hours) of Personal Leave each contract year as outlined in the collective bargaining agreement.

B.   Regular part-time employees are entitled to Personal Leave as outlined below:

1.    Support Staff, Confidential Clerical, and Trail Point Support are based on their FTE and rounded to the nearest hour.

2.   Administrative/Professional employees and twelve-month Faculty.

a.   FTE of .701 to .899 = 28 hours of Personal Leave/year

b.   FTE of .900 to 1 = 32 hours of Personal Leave/year

3,   Nine-month Faculty

a.   FTE of .51 to 7.000 = 16 hours of Personal Leave/year

b.   FTE of .701 to .899 = 20 hours of Personal Leave/year

c.   FTE of .900 to 1 = 24 hours of Personal Leave/year

II.   Procedure

A.   Personal Leave Accrual

1.    Nonfaculty employees receive their full Personal Leave allotment at the start of the fiscal year, while Faculty employees are eligible for theirs at the beginning of the collective bargaining contract year.

2.   A full-time Faculty employee who works a nine-month contract and also teaches full-time during the summer may receive a fourth personal day. This personal day must be used by the end of the contract year and cannot be carried over to the next contract year.

3.   Employees hired on or after January 1 will receive half of their regular annual allotment of Personal Leave during their initial fiscal or contract year of employment. Faculty members hired on or after May 1 will receive one day of Personal Leave. Those hired after July 1 will not receive any Personal Leave until the following contract year.

4.   Leave Carryover

a.  Personal Leave for Support Staff, Confidential Clerical, Trail Point Support, Administrative/Professional, and Regular twelve-month Faculty employees is non-cumulative, meaning unused days cannot be carried into the next fiscal or contract year.

b.  Regular nine-month faculty employees can carry over one day of Personal Leave to the next year, up to a maximum of four days in any contract year.

B.   Personal Leave Usage

1.    Personal Leave may be used in one-hour increments.

2.   Faculty are not permitted to use Personal Leave on days designated as DMACC In-Service Days or Faculty Development Days in the DMACC Academic Calendar.

3.   Support Staff, Confidential Clerical, and Trail Point Support employees may not use Personal Leave until they have completed 90 calendar days of their probationary period.

4.   Employees are allowed to use Personal Leave only to the extent that it is available.

C.   Personal Leave Approval

1.    An employee wishing to take Personal Leave must seek permission from their immediate supervisor as early as possible. The request for leave should follow the procedures established by the supervisor. Employees must report their usage of Personal Leave on their electronic timesheet.

2.   For Administrative/Professional, Support Staff, Confidential Clerical, and Trail Point Support employees, a supervisor may verbally approve Personal Leave for an employee who calls in on the day of the absence if there are extenuating circumstances. If the supervisor determines that the circumstances do not warrant an exception to the requirement for prior approval, the employee may be:

a.   Directed to return to work.

b.   Considered to be on an unauthorized absence.

c.   Placed on nonpay status.

d.   Subject to disciplinary action.

3.   For Faculty members, approval for Personal Leave is governed by the terms outlined in the collective bargaining agreement.

Relevant Policy: HR426 - Employee Leave Policy

HR427 - Faculty Qualifications & Role Policy

Adopted: October 1, 2002
Reviewed: Annually

Revised:
December 1, 2003

July 1, 2005

July 1, 2006

November 1, 2006

November 1, 2007

November 1, 2008

November 1, 2011

February 1, 2016

February 21, 2017

September 1, 2020

June 1, 2022

July 27, 2023

July 1, 2025