Unit Policy
Title
Department of Orthopaedics: Policy on Leave Requests
Introduction
Purpose
The purpose of this policy is to define the requirements for all leave and out of office requests.
Scope
This policy applies to all EHRA Faculty and Non-Faculty, SHRA employees, HCS Advanced Practice Providers in the Department of Orthopaedics.
Policy
Policy Statement
Employees must make all requests or notifications for leave or business-related absences in advance, and per university policies and procedures for leave reporting. For EHRA Faculty and EHRA Non-Faculty, the Department Chair approves all leave requests. For Advance Practice Providers, the APP Manager approves all leave requests. For SHRA Non-Exempt employees, the ACA approves all leave requests.
EHRA Faculty
EHRA Faculty will submit requests 60 days in advance to ensure that adequate coverage is in place for faculty call schedules and clinics.
Faculty must submit requests to their Admin Support Associate (“ASA”) to ensure recording in QGenda System. The ASA will submit to Qgenda, and leave will be approved weekly by the Chair or his designee. Once time is approved by Chair, the ASA will submit time to clinical staff to arrange clinical schedules appropriately.
Advanced Practice Providers
Advanced Practice Providers will submit requests 60 days in advance to ensure that adequate coverage is in place for OrthoNow and clinics.
Advanced Practice Providers must submit PTO requests through myTime for payroll approval by the APP Manager. The APP will, also, submit to the ASA for input into QGenda. Once time is approved by the APP Manager, the ASA will submit time to clinical staff to arrange clinical schedules appropriately.
SHRA and EHRA Non-Faculty
SHRA employees must abide by the following notification periods, and make all notifications to the employee’s direct supervisor:
- Vacation – At least seven days in advance of the proposed vacation by email. The supervisor may deny vacation requested in a period shorter than seven days if there is not adequate coverage.
- Sick – If the absence is due to unexpected sickness, the employee must notify the supervisor before the start of the workday. For physician appointments, employees should inform the supervisor at least 24 hours before the appointment.
- All Other Time – Employees must report all other time off to the supervisor in a reasonable time period that will enable the supervisor to establish coverage for periods of absence – in general, seven days in advance.
Flexible Working Hours (SHRA employees)
Upon request and subject to the requirements outlined in this policy and in the Procedures, employees may request a temporary change to their regular work schedule to adjust for a specific event. This change may include modifying regular work start and end times or allowing work missed on one day to be made up on another. Any adjustments made to the employee’s schedule must fall within the same work week (UNC Chapel Hill’s established work week is 12:00 am Monday through 11:59 pm Sunday). For example, an employee may not leave early for an appointment on a Friday and make up the hours the following Tuesday.
This flexibility helps an employee avoid taking leave or other paid time off that would otherwise have to be accounted for in a given week. Managers have the discretion to grant these temporary changes in work hours if the operational needs of the department are satisfied, and to discontinue such arrangements when deemed necessary.
The department requires that Flexible Working Hour changes must be approved by the manage in advance of the occurrence to allow the supervisor to arrange coverage if required.
University Closures (SHRA employees)
If the university is closed under Condition 2, the department follows university protocols, and all employees must use leave for the day. The employee must report the time as leave (Vacation or Comp), or employees may elect to use Adverse Weather Owed. The employee must pay back Adverse Weather Owed within 90 days. The employee must make up the absence in the same week if there is a holiday or when the employee would be able to work without exceeding 40 hours of worked time. If the university is closed under Condition 3, the department follows university protocols, and all employees will not be required to use leave for the day. Human Resources adjusts timecards to account for time out of the office and does not deduct from employee leave.
If the employee is able to perform telework on a university closure day, they may do so, as long as they have approval from the supervisor of ACA.
Related Requirements
External Regulations
Unit Policies, Standards, and Procedures
- Department of Orthopaedics Policy on Work Hours and Schedules
Contact Information
Primary Contact
Name: James O. Sanders, MD - Chair of Orthopaedic Surgery
Telephone: 919-966-9072
Email: james_sanders@med.unc.edu
Other Contacts
Name: Paul Marini, MHA, FACHE - Associate Chair of Administration
Telephone: 919-843-9382
Email: Paul_Marini@med.unc.edu