Unit Standard
Title
Carolina Performing Arts: Standard on Requesting Planned Paid Time Off
Introduction
Purpose
These are the default guidelines for requesting planned paid time off (PTO) within the unit, including the use of comp time. This standard serves as the unit’s foundational framework and outlines the general procedures for submitting and approving PTO requests, ensuring the unit can meet operational needs while offering clarity and consistency for employees. Senior Directors and Directors may implement additional requirements or adjustments based on department-specific needs or workload fluctuations, but the guidelines here offer a baseline for handling planned leave requests, ensuring adequate workload coverage and effective communication during absences.
Scope
These guidelines apply to all leave-earning employees within Carolina Performing Arts (CPA).
Standard
Unplanned Absences
In cases of sudden illness or emergency situations, employees must notify their supervisor as soon as possible. While advance notice is not possible in these instances, prompt communication is essential for arranging coverage and minimizing disruption to the team.
Advance Notice for Planned PTO
Employees are required to submit their PTO requests 2 weeks (14 calendar days) in advance of the desired time off. However, requests submitted within this two-week timeframe may be approved at the supervisor's discretion. PTO approval will be granted based on the order in which requests are received and the operational needs of the team. Employees should discuss leave that exceeds two consecutive business days with their supervisor before formally submitting the request to ensure that necessary arrangements can be made. If you need to modify previously approved PTO dates, please submit a new request as soon as possible. Any changes will depend on availability and the need for continued team coverage.
How to Submit a PRO Request
Requests for time off are submitted through TIM. The steps for requesting time-off can be found in the TIM Manual for SHRA and EHRA employees (pg.18-22). Usage of Personal Observance leave should be applied directly to the employee's timecard. To change approved leave dates, employees must promptly submit a new leave request and delete the original one. If the change involves a reduction in the amount of leave already approved, such as returning earlier than planned or using fewer hours, employees must inform their manager and have them enter a negative leave balance directly onto the employee's timecard in TIM.
Approval Process
Supervisors will review PTO requests based on the order of submission, current workload, and the need for team coverage. They will make every effort to approve reasonable requests within two business days. If a request is denied, the supervisor will discuss alternative dates or options with the employee requesting leave.
Ensuring Coverage
Employees are responsible for identifying pending tasks and working with the supervisor to coordinate coverage during their absence. This may involve actions like arranging for a colleague to manage urgent tasks or communicating details of ongoing projects to ensure seamless workflow.
Calendar Updates
Once an employee’s PTO request is approved, the employee must add the time as “Out of Office” to their Outlook calendar using the following naming convention: "First Name Last Name - OOO" (i.e., Jane Smith - OOO). The employee must also add/invite the CPA Out of Office calendar to the appointment. This ensures that the employee’s absence is visible to colleagues and helps with proper planning, reducing the risk of scheduling conflicts and allowing the team to be aware of availability. Instructions for how to communicate availability in outlook can be found in EDA's How-To Library.
Note: Recipients of OOO invitations should mark the invite as "Free" to avoid it appearing as if they are also out of office.
Definitions
- Time information management system (TIM): UNC-Chapel Hill's official system for tracking employee hours and leave.
- SHRA: Positions covered by the NC Human Resources Act.
- EHRA: Positions that are not subject to the NC Human Resources Act.
Related Requirements
External Regulations
Contact Information
Name: Jah'Mar Coakley
Title: Assistant Director of People & Culture
Unit: Carolina Performing Arts
Email: jcoakley@unc.edu
Name: Joe Williams
Title: Senior Director of Benefits
Unit: Office of Human Resources, Leave Administration and Total Wellbeing
Email: joe_williams@unc.edu
Name: Tabitha Massey
Title: Human Resources Director
Unit: Office of the Provost
Email: tmassey@unc.edu
Information Details
- Effective Date and title of Approver:
- Effective Date: 5/14/2025
- Approver:
- Revision and Review Dates, Change notes, title of Reviewer or Approver:
- Last Revised Date:
- Revised by:
- Next Review Date: July 1, 2026