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Administrative Rules

Subject:    Non-Accrued Leave AR# 6.09.005
Based on Board Policy: F-9, Employee Benefits
Recommended by Council/President: Administrative Services Council
Date Approved/Amended: 2/4/98, amended 8/5/98, 7/22/99, 7/31/00, 2/19/03

The Austin Community College District provides the following non-accrued incidental leave benefits for all applicable staffing table positions.


Bereavement Leave

Jury Duty Leave

Military Leave

Parental Leave

Personal Leave

Professional Leave

Family and Medical Leave

Volunteer Fire Fighter’s Emergency Leave


All use of incidental leave by the employee must be reported and shall be in accordance with the conditions governing the said leave.


Bereavement Leave:  Staffing Table Employees are eligible to use three (3) paid working days when the death of an immediate family member occurs.  Immediate family is defined as:  spouse, parent, brother, sister, child, grandparent, grandchild, father-in-law, mother-in-law, brother-in-law or sister-in-law, son-in-law, daughter-in-law


Jury Duty Leave:  Staffing Table Employees are eligible to use paid jury duty leave when officially summoned to serve on a jury.  The employee is required to submit a copy of the summons to the immediate supervisor and complete the appropriate leave request form. 


Parental Leave:  Staffing Table Employees who have been employed in a staffing table position for at least twelve months are eligible to use ten (10) days of paid parental leave at the time of the birth or adoption of a child.


Personal Leave:  Employees who hold staffing table positions are eligible to use five days of personal leave per fiscal year.  Personal leave may be used for funerals not covered by Bereavement Leave, religious observances not on the approved college Calendar, doctor or dental appointments or other necessary personal business.  The employee's supervisor must approve all personal leave in advance and the proper leave forms completed.  Personal leave cannot be used for vacation. 

Personal Leave is not cumulative and is deducted from the employee’s annual sick leave. 


Military Leave:  Staffing Table Employees may take up to fifteen (15) working days paid military leave per ACC’s fiscal year to perform temporary active duty or military training with the Reserve or National Guard units.  Prior written notification of intent to perform the three-week duty must be submitted to the immediate supervisor, Provost and Associate Vice President of Human Resources.  A copy of the official military orders must be attached.  Such leave of absence shall not be considered a break in service.


Professional Leave:  Staffing Table Employees may be granted professional leave for official, short-term absences from Austin Community College.  This leave may be used to attend or participate in professional meetings, conferences, workshops, seminars or panels or to serve as an officer or delegate of a professional organization. 

Travel expenses associated with Professional Leave may or may not be paid by the College depending on the nature of the proposed activity and the availability of funds


Family and Medical Leave Act:  Eligible employees who have been employed for a twelve consecutive month period may take up to a maximum of twelve weeks of Family and Medical Leave during a twelve month period for: 


·         The serious health condition of the employee that renders the employee unable to perform the essential job functions as defined in the employee’s job description. 

·         To take care of a spouse, parent or child with a serious health condition.

·         The birth, adoption or foster care placement of a child.  Leave cannot extend beyond twelve months of the birth or placement.


All absences of more than five (5) days, if related to an employee’s serious health condition or the serious health condition of an employee’s spouse, parent or child, must be reported under FMLA.  The employee must provide, in a timely manner, certification from their health care provider verifying necessity of leave or documentation to verify the birth or placement of a child for adoption or state-approved foster care placement. 


Leave taken for the serious health condition of the employee, or the serious health condition of a spouse, child, or parent, may be taken intermittently or on a reduced work schedule, if medically necessary.  When leave is for the adoption or birth of a child, leave may be taken intermittently or on a reduced work schedule only with the approval of the supervisor.

The College may reassign employees to another position of equal pay and benefits to better accommodate intermittent or reduced leave requests.  Intermittent or reduced leave cannot exceed twelve weeks (480 hours) leave per twelve-month period. 

Spouses who are both employed by the College are entitled to a combined total of twelve weeks for the birth, adoption or state-approved foster care placement, or to care for a sick parent (not parent-in-law). 

Employees are required to exhaust all applicable eligible leave and parental leave as part of their twelve-week Family or Medical Leave.  If an employee on FMLA is in a paid status, the employee is eligible to use other types of incidental leave, such as Bereavement Leave.  Employees in an unpaid status are not eligible to use other types of incidental leave. 

Volunteer Fire Fighters’ Emergency Leave:  Pursuant to the General Appropriations Act (Tex. H.B. 1, 75th Leg., R.S. 1997), Article IX, section nine, State agencies and institutions of higher education may grant paid leave to volunteer fire fighters who are called upon to respond to an emergency fire situation in the State of Texas. 

A Staffing Table Employee who is a volunteer fire fighter shall be granted a leave of absence with full pay if called upon to respond to an emergency fire situation. To request approval for a leave of absence the employee must notify his/her supervisor that he/she has been asked to respond to an emergency fire and produce an active membership card that certifies the employee as an active responding member of a volunteer fire department.  The employee must complete the appropriate forms for a leave of absence to the immediate supervisor for approval. When approved, the employee must keep the supervisor informed about the status of his leave time and dates of return to work. An employee who is on Volunteer Fire Fighters Emergency Leave shall have all insurance coverage remain in effect for the duration of the Leave.  The employee is responsible for any dependent insurance deductions.  

The supervisor should consult with the Associate Vice President of Human Resources to determine the amount of time to be approved based upon the specific situation.



President:   Richard W. Fonté Date:    03/04/03