PURPOSE:

The College of Osteopathic Medicine has established the following standard vacation policy for 12-month faculty members.

 POLICY:

The vacation year is July 1 through June 30, coinciding with the university fiscal year.  Only faculty with 12-month appointments are eligible to accrue vacation.  Any deviation from the established vacation policy must be cleared with the department head and approved by the Dean.

Every effort should be made to grant requested preference in scheduling vacations; however, vacation schedules within a department should be arranged to meet departmental demands and to provide adequate staffing at all times.  This is of particular importance to clinical faculty whose vacation may affect academic scheduling.  It may be necessary for the department chair to designate or exclude certain vacation periods.  It may also be necessary to postpone a scheduled vacation due to departmental work requirements.

Paid vacation is earned by 1.0 or 0.90 FTE faculty with 12-month appointments at the rate of two (2) days per month except for the month of June or a maximum of twenty-two (22) days per fiscal year.  A faculty member’s unused vacation balance may exceed 32 days throughout the fiscal year but must be reduced to the 32 day maximum by June 30 (either through use of vacation or loss of time).

Any faculty member with less than 0.90 FTE will only earn vacation time if negotiated and approved by Dean.  If approved, vacation will be accrued and requested in hours.

A faculty member who begins employment before the sixteenth (16^th) of any month will earn two days of vacation for that month; if employment begins on or after the sixteenth (16^th), no vacation days will be earned.  If the last day of employment is before the sixteenth of the month, no vacation will be earned.  When an official University holiday falls within an employee’s vacation period, vacation is not charged for that day.

It is recommended that all vacation be taken during the year in which the employee becomes entitled to the vacation. 

Accrued but unused vacation will not ordinarily be paid upon resignation or termination of the faculty member.  Special cases and circumstances must be reviewed and approved by the Dean.

PROCEDURE:

To request vacation, an OU-COM Vacation Request Form must be submitted to the Department Chair for approval.  Once approved, the form is to be sent to COM Human Resource (HR) Office.  The COM HR Office is responsible for maintaining official vacation records of all COM faculty (and administrators).

Last updated: 03/16/2011