Time Away From Work
Both paid and unpaid time off may be granted to eligible employees according to the following leave guidelines. The value of paid time off is based upon regular earnings only.
Vacation Time
Vacation time off with pay is available to eligible employees to provide opportunities for rest, relaxation, and personal pursuits. Employees in the following employment classification(s) are eligible to earn and use vacation time as described in the Vacation Policy: Regular full-time, non-faculty employees, and regular part-time. (Temporary and student employees are not eligible for vacation benefits.)
- Vacation time may be earned but not taken until after the Introductory Period.
- Vacation days as earned may be taken at any time of the year only with supervisor approval, after taking into account appropriate department staffing needs. Employees in departments providing direct student service usually cannot take vacation for a period of time immediately before and after the start of the semester.
- Although normally taken in full-week units, vacation MUST be taken in whole day units.
- Vacation earned in one fiscal year must be taken by the end of the next fiscal year (June 30) or the time will be lost. The supervisor cannot approve an extension.
- A single vacation period will not normally be approved for more than two weeks. In unusual circumstances, if appropriate staffing levels can be maintained, the supervisor may approve a single vacation period longer than two weeks.
- If a University-observed holiday to which the employee is entitled falls during the vacation period, the vacation will be extended by the number of holidays.
- If, during a vacation period, the employee becomes ill and is hospitalized, the remainder of the vacation will be rescheduled.
If, during a vacation period, the employee becomes ill but is not hospitalized, the time off will remain classified as vacation and will not be reclassified as sick. - Employees who terminate their employment after the introductory period will be paid for all earned and unused vacation provided, however, that their final time or absence report has been received in the Human Resources Department.
- Full-time regular employees are eligible to receive holiday pay for such observed holidays which fall within his/her scheduled work year.
- Part time employees working less than 16 hours per week are not eligible to earn vacation time.
Vacation Schedule
Full-time faculty on a 12-month appointment receives a one-month vacation. Supervisors will inform all part-time employees of their earned vacation. This information will be developed using the formula developed by the Human Resources Department.
Note: Union employees – refer to the Agreement between Fairleigh Dickinson University and Office & Professional Employees Union, Local 153.
| Full-time, Non-exempt, Non-union | Years of Continuous Service As Of June 30 | Maximum Vacation | Rate Earned Per Month |
|---|---|---|---|
| 12-month schedule | 1 through 4 | 10 days | 1 day |
| 5 through 7 | 15 days | 1.5 days | |
| 8 or more | 20 days | 2 days | |
| 11-month schedule | 1 through 4 | 9 days | 1 day |
| 5 through 7 | 14 days | 1.5 days | |
| 8 or more | 18 days | 2 days | |
| 10-month schedule | 1 through 4 | 8 days | 1 day |
| 5 through 7 | 12 days | 1.5 days | |
| 8 or more | 16 days | 2 days | |
| 9-month schedule | 1 through 4 | 7 days | 1 day |
| 5 through 7 | 11 days | 1.5 days | |
| 8 or more | 14 days | 2 days |
| Full-time, Exempt Employees | Maximum Vacation | Rate Earned Per Month |
|---|---|---|
| 12-month schedule | 20 days | 2 days |
| 11-month schedule | 18 days | 2 days |
| 10-month schedule | 16 days | 2 days |
| 9-month schedule | 14 days | 2 days |
Part-time Regular Hourly Paid Employees
In order to arrive at vacation entitlement for part-time hourly paid employees, multiply the number of weekly scheduled work hours x 52 weeks. Divide the answer by 260. (workdays in a year) This gives the number of hours for one day. Then use the same schedule outlined above for full-time 12-month non-union employees, and for unit employees, use the schedule outlined in the Union Agreement.
Example: Employee works 20 hours per week x 52 weeks =1040 hours
1040 hours divided by 260 workdays in one year = 4 hours per day
The employee in this example has a 4-hour workday. According to the schedule, this employee will earn 10 days vacation at 4 hours per day or 40 hours vacation for the fiscal year.
Exempt Part Time Regular Employees
Part time exempt employees earn vacation at the same schedule as full time exempt employees, except the earn rate is ½ earning that full-time employees receive.
Sick and Personal Days (to be used interchangeably)
Full-time employees earn one day of sick/personal time per month of service during the first year of employment up to these maximums:
| 12-month schedule | 70 hours for 35 hour work week or 80 hours for a 40 hour work week. |
| 11-month schedule | 63 hours for a 35 hour work week or 72 hours for a 40 hour work week |
| 10-month schedule | 56 hours for a 35 hour work week or 64 hours for a 40 hour work week |
| 9-month schedule | 49 hours for a 35 hour work week or 56 hours for a 40 hour work week |
Part-time employees earn sick/personal time based on their weekly work schedule and the length of their work year.
The benefit year is defined in accordance with the University’s fiscal year, July 1 through June 30. On June 30, earned and unused sick/personal hours are credited to the employee’s “bank.”
There is no maximum on the number of banked hours that an employee can accumulate.
In accordance with the New Jersey Paid Sick Leave Act, the definition of sick leave is as follows:
- You need diagnosis, care, treatment, or recovery for a mental or physical illness, injury, or health condition; or you need preventive medical care.
- You need to care for a family member during diagnosis, care, treatment, or recovery for a mental or physical illness, injury, or health condition; or your family member needs preventive medical care.
- You or a family member have been the victim of domestic violence or sexual violence and need time for treatment, counseling, or to prepare for legal proceedings.
- You need to attend school-related conferences, meetings, or events regarding your child’s education; or to attend a school-related meeting regarding your child’s health.
- Your employer’s business closes due to a public health emergency or you need to care for a child whose school or child care provider closed due to a public health emergency.
In accordance with the New Jersey Paid Sick Leave Act, the definition of family member is as follows:
- Child (biological, adopted, or foster child; stepchild; legal ward; child of a domestic partner or civil union partner)
- Grandchild
- Sibling
- Spouse
- Domestic partner or civil union partner
- Parent
- Grandparent
- Spouse, domestic partner, or civil union partner of an employee’s parent or grandparent
- Sibling of an employee’s spouse, domestic partner, or civil union partner
- Any other individual related by blood to the employee
- Any individual whose close association with the employee is the equivalent of family
Additional Reasons for Time Away from Work
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Employees on leaves of absence shall not be entitled to any holiday pay.
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For the purposes of professional growth and development, employees who have served in full-time exempt positions for at least six consecutive years, and whose performance for the past two years has met or exceeded expectations, may apply for a short-term or long-term administrative leave with pay. Those who qualify and are interested should check with their supervisor.
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Depending upon department staffing level, it may be possible for supervisors to approve an unpaid personal leave of absence, for good cause, accepted by the University for a period up to three months.
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Should you be called for jury duty, you will receive your base pay, based on regularly scheduled hours.
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Employees who are served with a summons or court order to appear as a material witness, and who furnish the necessary evidence, will be given time off with pay for the time they appear as a witness, provided they are neither the plaintiff nor the defendant.
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Upon the death of an immediate family member, an employee will receive a paid compassionate leave of absence of five-work day’s duration. Additional unpaid days may be taken with the approval of the supervisor. Part-time employees will receive a pro rata allowance.
Members of the immediate family shall include:
- Spouse;
- Grandparent/grandchild;
- Child including step or foster child; or
- Parent, parent-in-law, brother/sister, brother-in-law or sister-in-law.
- Aunt, Uncle.
- Cousin.
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Reemployment Rights for Veterans and Reservists
A leave of absence will be granted to employees who need to leave their jobs to serve in the United States Armed Forces. Employees will be permitted to serve a total of five years on active duty without loss of reemployment rights. The University complies with the federal Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA).
Annual Military Training
Employees who, as members of the Reserve Forces of the United States or National Guard, are required to participate in annual training will receive a military leave of absence for a period of up to fifteen days per calendar year, upon submittal of the orders to their supervisor. During this leave, the University will pay the difference between regular salary and military pay. Evidence of the amount paid by the government must be given to the Human Resources Department. This leave is in addition to earned vacation.
Four-Day Work Week
The University observes a four-day work week for eight consecutive weeks each summer for some classes of employees. This is a wonderful perk that many employees look forward to each year, as it provides an extra day to enjoy additional time off during the summer months. While we plan to continue this summer schedule, we are making changes to align our policy with peer institutions within our region.
Effective immediately, all regular full and part-time, non-union employees will continue to work their normal scheduled hours, condensed over 4 days, during this period. For example, full time hours for a 35 hour per week employee are typically 9:00AM to 5:00 PM (7 hours per day, excluding a lunch hour), Monday through Friday. During the summer four-day work week period, an additional 1.75 hours will be added to each work day, Monday through Thursday.
For those departments operating on a 9:00AM to 5:00PM schedule, the hours will change to 9:00AM to 6:45PM. Supervisors will continue to have the ability to schedule operating hours based upon the needs of their departments. Please speak with your supervisor directly to confirm the expected hours.
The University’s Vacation policy requires that vacation days are to be taken in daily increments. During the summer work schedule, the same rule applies. If an employee takes one vacation day, it is counted as 1 day; weekly vacation during the summer work weeks will be charged 5 vacation days (Monday through Friday).
Union employees are not subject to this change and should refer to Article 24 of the OPEIU contract for details associated with the summer schedule.
Unacceptable Activities While on Leave of Absence
If you accept any employment or go into business while on a leave of absence from Fairleigh Dickinson University, you will be considered to have voluntarily resigned from employment with the University as of the day on which you began your leave of absence.
Insurance Premium Payment During Leaves of Absence
During your approved leave of absence you are required to continue to pay your insurance premiums. If you are not receiving payment from the University, you must remit your check every month to the Human Resources Department. Failure to do so will result in loss of benefits.