Handbook of Operating Procedures 5-4130

Emergency Leave

University of Texas SealEffective January 06, 2014
Executive Sponsor: Vice President for University OperationsPolicy Owner: Assoc. Vice President for Human Resources
I. Policy Statement 

The University of Texas at Austin (“University”) provides paid administrative leave in accordance with state law.

II. Reason for Policy 

This policy provides guidance for the administration and use of emergency leave.

III. Scope & Audience 

This policy applies to any employee who is appointed to work at least twenty (20) hours per week for a period of at least four and one-half (4 1/2) continuous months. For purposes of this policy, faculty must be appointed for at least fifty percent (50%) time for at least four and one-half (4 1/2) continuous months. Students employed in positions that require student status as a condition of employment are not covered by this policy.

IV. Definitions (specific to this policy) 
Employee's Family:

is defined as the employee's spouse, the employee's and the spouse's parents, children, brothers, sisters, grandparents, and grandchildren and an employee's daughters-in-law and sons-in-law.

Coworker:

is defined as a person who was an active employee of The University of Texas at Austin at the time of death.

Resident:

is defined as a person who lives or dwells at the home of an employee but who is not a member of the employee’s family as defined in this policy.

V. Website (for policy) 
http://www.policies.utexas.edu/policies/hop/5-4130
VI. Contacts 
Contact Details Web
Human ResourcesPhone:512-471-4772Website:
VII. Responsibilities & Procedures 
  1. Qualified Purposes
  1. Death in the Employee's Family. With supervisory approval, an employee shall be granted up to three (3) days of leave in the event of a death in the employee's family.
  1. Funeral of a Coworker. With supervisory approval, an employee shall be granted up to four hours (4) of leave to attend the funeral of a coworker.
  1. Natural Disasters. The president of the University may grant paid leave for natural disasters, such as hurricanes and tornadoes.
  1. Emergency Closures. The University may grant paid leave for emergency closures of campus facilities or operations.
  1. If the University is declared officially closed by the president, all non-essential employees will be granted emergency leave for the hours they were scheduled to work during the declared closure.
  1. Closures of individual campus buildings may result in the grant of emergency leave which will be determined by the appropriate vice president, vice provost, or dean, by following applicable procedures (see g. below).
  1. The decision to close University campuses and facilities outside the City of Austin will be made by the director of that campus or facility, independent of the campus and facilities of the University in Austin.
  1. Essential personnel are employees designated by their departments as vital to the operation of the University. Their presence is required during the period of emergency unless otherwise released from duty by their department head.
  1. An employee who is on accrued leave during an emergency closure shall have the accrued leave changed to emergency leave.
  1. If away on business during the declared emergency, the employee will record any hours worked as normal work hours.
  1. Information about campus alerts, closures and openings during emergencies or inclement weather situations is available on the Emergency Information website: http://www.utexas.edu/emergency/.
  1. The University’s emergency procedures and plans are available on the Emergency Preparedness website: http://www.utexas.edu/safety/preparedness/plans/.
  1. Other Emergency Leave. An employee shall be granted up to three (3) days leave with supervisory approval under the following circumstances:
  1. Leave shall be granted to an employee when the employee is needed to care for and assist a person other than a member of the employee’s family, as defined in this policy, who is a resident of the employee’s household and who is sick or has a documented medical condition. If the situation is covered under the Family and Medical Leave Act (FMLA), the employee should contact Human Resources. The FMLA will run concurrently with the emergency leave, as applicable.
  1. Leave shall be granted to an employee because of the death of a person other than a member of the employee’s family, as defined in this policy, who is a resident of the employee’s household. 
  1. Leave shall be granted to an employee for the purpose of arranging and providing alternative child care for a child who is not a member of the employee’s family as defined in this policy but who resides with the employee and for whom the employee has been properly designated as an emergency contact at a licensed child care facility or a public or private school.
  1. Leave shall be granted to an employee in order to assist any person who is not a member of the employee’s family as defined in this policy but is a resident of the employee’s household in arranging for and receiving health care services, including but not limited to mental health care services.
  1. Leave shall be granted under exigent circumstances to an employee who holds power of attorney, including but not limited to power of attorney for health care, on behalf of any resident of the employee’s household who is not a member of the employee’s family as defined in this policy for the purpose of fulfilling any duties created by the power of attorney designation.
  1. Employee Responsibilities

Except for emergency closures, the employee or the employee's representative must submit a written request for emergency leave to the department head. Requests shall specify the reason and length of time required. If requested by the supervisor, an employee must provide reasonable documentation that supports the request for emergency leave. The employee shall obtain approval for emergency leave and promptly and accurately record the use of leave.

 

  1. Supervisor and Department Head Responsibility
  1. Supervisor. The supervisor must approve requests for leave due to a death in an employee's family, attendance of a coworker's funeral, or other emergency leave requests as provided for in this policy, verify that the employee has accurately recorded emergency leave use, and sign the time report. 
  1. Department Head. For leave requests due to natural disasters, the department head shall transmit the requests to the president through the appropriate vice president with a recommendation.
  1. Delegation of Authority

Authority is hereby delegated to the department head or designee to determine emergency leave eligibility due to a death in an employee's family, attendance of a coworker's funeral or other emergency leave as provided for in this policy and approve use of leave.

VIII. Form & Tools 
None
XI. History 

Last review date: January 6, 2014
Next scheduled review: January 2016

Previously HOP 7.F.3