PENN STATE - HUMAN RESOURCES

Policy HR18 GRADUATE STUDY LEAVE OF ABSENCE

POLICY'S INITIAL DATE: July 1, 1965
THIS VERSION EFFECTIVE: February 9, 1996

Contents:

  • Purpose
  • Eligibility for Leave
  • Length of Leave
  • Minimum Leave
  • Payment by University During Leave
  • ....Some Examples Follow
  • Holding a Fellowship or 1/4 Time Graduate Assistantship During Leave
  • Return to Active Service
  • Membership in Employee Benefits While on Leave
  • Eligibility for Educational Privileges
  • Application for Leaves
  • Approval of Graduate Study Leave

  • PURPOSE:

    To allow an eligible person permanently assigned away from University Park to pursue graduate study on a full-time basis as a regularly registered student working for an advanced degree.

    ELIGIBILITY FOR LEAVE:

    On recommendation of the dean, an individual in any of the following categories who has served the University efficiently for two (2) years or more is eligible for a graduate study leave of absence if he or she is a registered candidate for an advanced degree:

    a. A regular faculty member as defined in HR05 and HR21.

    b. A County Agent or Home Economics Extension Representative (including those at the Assistant or Associate ranks);

    c. Exempt staff personnel whose positions require the attainment of advanced degrees in the judgment of the appropriate function member of the President's staff.

    LENGTH OF LEAVE:

    A graduate study leave with partial salary shall not exceed twelve (12) months. The leave will continue from the date granted to the next June 30. It may be renewed to the second June 30. However, such leave granted beyond twelve (12) months shall be without partial salary.

    MINIMUM LEAVE:

    For a member of the teaching faculty, a leave of less than one (1) semester is not granted. For a member of the library, the research faculty, or eligible exempt staff personnel, there is no minimum requirement.

    PAYMENT BY UNIVERSITY DURING LEAVE:

    For a member of the teaching faculty, the University will pay at the rate of $2,100 per semester for a period not to exceed two (2) semesters. No payment will be made for the Summer Session.

    For a member of the research or library faculty, or an eligible exempt staff member, the University will pay at the rate of $116.67 per week of absence, not to exceed $4,200 in a fiscal year.

    If such a leave is granted to a member of the teaching faculty for less than a full fiscal year, the total payment for the fiscal year is calculated as follows:

    1. Provide $2,100 for each semester of leave.

    2. Provide payment for weeks worked times the weekly rate based on the faculty member's contracted year.

    Some examples follow:

    -- A 36-week faculty member who takes a one-semester leave is paid as follows:

    $2,100 for the semester on leave plus 18 weeks for pay for the semester worked.

    -- A 48-week faculty member who takes a two-semester leave is paid as follows:

    $4,200 for the two semesters on leave plus 12 weeks of pay for the remainder of the contract worked.

    An employee on a sabbatical leave may not also receive graduate study leave pay.

    HOLDING A FELLOWSHIP OR 1/4 TIME GRADUATE ASSISTANTSHIP DURING LEAVE:

    In addition, if any eligible staff member is appointed by the University to a fellowship or a one-quarter time graduate assistantship, the University will award a grant-in-aid covering full tuition in lieu of a grant-in-aid of 75% of tuition payable under the policy, "Educational Privileges for Regular Employees and Other members of the University Staff."

    A fellowship, or a one-quarter time graduate assistantship, may be held without affecting full-time study requirement.

    RETURN TO ACTIVE SERVICE:

    Individuals granted graduate study leaves are required to return to full-time active service with the University for two (2) consecutive contractual years, or, if they do not return or do not remain for the full two years, to refund all the salary received from the University during the leave. There will be no proration of the amount to be returned if an individual remains for any time less than two years.

    MEMBERSHIP IN EMPLOYEE BENEFITS WHILE ON LEAVE:

    A faculty or staff member on graduate study leave who is a member of the group life insurance plan, the group health care program (hospital/ surgical/major medical coverages or Healthpass, Dental, and Vision), or the voluntary accidental death and dismemberment plan, is required to maintain his or her membership during the leave. If the faculty or staff member is a member of a retirement plan in effect at the University, he or she continues in that plan. The amount contributed is determined by the salary received during the leave.

    ELIGIBILITY FOR EDUCATIONAL PRIVILEGES:

    A faculty or staff member on graduate study leave will retain these privileges during the term of his or her leave in accordance with the appropriate policy: either HR36 Educational Privileges for Regular Employees and Other Members of the University Staff, or, HR65, Graduate Study Grants for Faculty and Certain Exempt Staff Personnel Who Are Permanently Located Away From University Park. As stated in HR65, it applies only to institutions located within reasonable commuting distance of the faculty or staff member's University location other than University Park.

    A person who qualifies and receives a fellowship or one-quarter assistantship, however, is eligible for the grant-in-aid under the fellowship or graduate assistantship policy.

    Dependents of faculty or staff members who are eligible for grants-in-aid will retain this eligibility during the time that the faculty or staff member is on graduate study leave.

    APPLICATION FOR LEAVES:

    Applications for Graduate Study Leave of Absence are processed by the submission of the Leave/Layoff (IBIS Form LVLO) (on-line documentation not yet available).

    The LVLO Form shall be processed electronically through the appropriate appoved paths of administrative officer to the Office of Human Resources.

    The LVLO Form must again be submitted for all University employees when they return from a leave.

    APPROVAL OF GRADUATE STUDY LEAVE:

    The decision for such leaves of absence will be made by the dean or administrative office consistent with this policy.


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