Other Leaves

An unpaid personal leave of absence may be granted if business conditions permit and provided there are sufficient reasons such as:

• An employee has an illness or injury that exceeds time eligible under FMLA/CFRA
• An employee must care for a family member not covered under FMLA/CFRA or has exceeded time eligible under FMLA/CFRA
• An employee requests to stay home with a newborn or newly adopted child beyond the period allowed by the Pregnancy Disability Leave (PDL) or FMLA/CFRA
• An employee is not eligible for FMLA/CFRA
• An employee’s personal reasons
• Other reasons as specified in a collective bargaining agreement

Requesting an Unpaid Personal Leave of Absence

Employees can initiate a request for an unpaid personal leave of absence through USFWorks and by emailing leaves@usfca.edu unless required by their collective bargaining agreement to request in writing.

Please note:

• All leaves are evaluated on a case-by-case basis.
• Supervisors will approve or deny the request.  In certain requests, Vice Presidents/Deans must also review the request for approval or denial.
• Sick hours, if leave is for a medical condition, and/or other time off including vacation time must be exhausted before applying for an unpaid personal leave of absence.
• If the leave is granted and other job protected leave does not apply, employees may or may not be reinstated in their former positions, subject to the availability of those positions. If reinstatement is not possible, they may apply for other positions for which they may be qualified.
• Medical, dental, vision, employee assistance program benefits terminate at the end of month from their last day on payroll.  For example, if June 15th is the last day on payroll, benefits terminate June 30th.  All other benefits end as of the last day on payroll.  Employees will be offered COBRA for medical, dental, vision and employee assistance program benefits.
• Sick and vacation hours will not accrue for the duration of the unpaid personal leave.
• The number of employees on unpaid personal leaves of absence at any one time shall be subject to the operational needs of the University.
• Employees who fail to report for work at the end of an approved unpaid personal leave may be deemed to have voluntarily resigned.

Recognizing the deep impact the loss of a loved one has on employees and their families, eligible employees have access to the following bereavement leave types. 

For employees covered by a Collective Bargaining Agreement, please consult your CBA regarding bereavement provisions. 

Family Member Bereavement Time Off

Eligible full-time employees receive paid, job-protected bereavement leave due to the death of a family member (parent, [including step], child [including step], foster child living in home, spouse, registered domestic partner, legacy LDA, sibling, legal guardian, mother-in-law, father-in-law, daughter-in-law, son-in-law, grandparent, grandchild, or any other relative living in the family household). This leave exceeds California requirements and consists of the following:

• Up to five (5) days with pay regardless of work location, unless you are remotely working from a state with a requirement that exceeds this.
• Bereavement leave does not need to be taken consecutively but must be completed within twelve (12) months of the date of death.
• Bereavement leave will be based on the regularly scheduled hours worked per pay period.
• Vacation or unpaid time off in addition to the above paid time off may be requested from your supervisor. 

Part-time employees, including student employees and employees that do not have bereavement leave as part of their collective bargaining agreement may take up to 5 days of job protected bereavement and may use accrued sick hours and, if applicable, vacation hours or be unpaid.  The days need not be consecutive, but must be completed within twelve (12) months of the date of death.

Process to Request Family Bereavement Time Off:

After notifying your supervisor, record your time off in USFWorks using the “Bereavement” option.

Extended Bereavement Leave

Additionally, in the event of the passing of a spouse or child (including step) and foster child living in home, eligible full-time employees with at least 12 months of service are eligible for up to an additional 25 calendar days of job-protected paid bereavement leave.

• The extended bereavement leave must begin within five work days of the date of passing.

Process to Request Extended Bereavement Leave Option:

After notifying your supervisor of your request for extended bereavement leave, please contact leaves@usfca.edu to initiate an extended bereavement leave request. 

For either bereavement type, typically no other action is required, but employees should be prepared to provide documentation if necessary of the death to Human Resources (documentation includes, but is not limited to, a death certificate, a published obituary, or written verification of death, burial, or memorial services from a mortuary, funeral home, burial society, crematorium, religious institution, or governmental agency). All documentation provided will be kept confidential.

For questions regarding this policy, please contact leaves@usfca.edu.

For other resources during this difficult time, the EAP benefit can provide counseling services to eligible employees and dependents.

Jury duty leave includes jury duty service in addition to the preliminary examination and interviews that are required prior to such service.

Regular, full-time employees, including those in their probationary period, will receive their regular rate of pay for the first ten (10) regularly scheduled workdays each time that they report for jury duty service. In instances where jury duty exceeds ten (10) days, exempt salaried employees will not have their pay reduced for any week in which they work and also miss time for jury duty. Employees may request to use accrued vacation time or leave without pay for jury duty service that lasts beyond ten (10) workdays. When asked by the court as to how many days the University will pay for jury duty, employees should state that the University policy allows payment for ten (10) workdays only.

The University of San Francisco will provide unpaid time off for part time and all other non-full-time employees for jury duty services.

Employees may retain jury duty pay provided by the courts as reimbursement for their out-of-pocket expenses (e.g., mileage, parking, meals, etc.). Employees can record the time that they spent in jury duty service in USFWorks (visit the USFWorks training web page for detailed instructions). Additionally, employees reporting for jury duty must provide a copy of the summons to their supervisors.

On any regularly scheduled workday that employees on jury duty status are not required to report to the court, they are required to report to their regular place of work.

Union employees should refer to their collective bargaining agreement (CBA) for information on jury duty leave.

In accordance with the Veterans Reemployment Rights Act and state law, the University of San Francisco honors and respects the rights and obligations of its employees to serve in the Armed Forces of the United States and will allow for employees to serve in that capacity. Total military leave time may not exceed five years during employment, except in special circumstances.

Employees who enter the Armed Services or attend extended training as part of a Reserve or National Guard obligation may be paid for any accrued vacation time during their service time. When employees receive orders for any active military duty (including any call to active duty), they must advise their supervisor and Human Resources immediately of the pending absence, unless military necessity requires otherwise or if providing notification would be impossible or unreasonable. In such an event, employees must advise their supervisor and Human Resources of the need for military leave as soon as possible after becoming aware of the need for the leave. Employees on military leave may elect to continue their health plan coverage at their own expense for up to 24 months or during the period of service, whichever is shorter. Supplemental military pay for Reserve or National Guard active duty or training will be paid by the University for up to two (2) weeks in a twelve (12) month period.

Reservists

Reservists are allowed two weeks per year for training. Differential pay may be paid for up to two weeks of annual reserve active duty. Differential pay is the difference between employees’ basic salary and the total base pay from their military unit. As an option, employees may charge time for active duty training to accrued vacation and thereby retain their full military pay. Employees cannot take differential pay and vacation pay.

Active Duty

Employees who enter into active duty are entitled to return to their previously held positions following discharge or release from active duty, with no loss of seniority, status, or pay (subject to the exceptions and qualifications set forth in the law). Employees who enter the Military Reserve components or National Guard for initial training of not less than twelve (12) consecutive weeks or who are called into active duty service will be granted a leave of absence and will be entitled to reinstatement to their positions with no loss of seniority, status, or pay. Subject to the exceptions and qualifications set forth in the law, employees who are members of a Military Reserve component or the National Guard shall be excused from work (if scheduled) to perform weekend duty.

Reinstatement from Military Leave

In order to be eligible for reinstatement at USF, employees must have followed the above procedures (i.e. provided advance notice of the military obligation) and have completed their service honorably. In general, employees returning from military leave will be reemployed in the position and seniority level that they would have attained had there been no military leave of absence. If necessary, USF will provide training to assist employees in the transition back to the workforce.

Employees will accumulate seniority for the period of service in the Armed Forces and retain previously accumulated benefits, subject to the rules and regulations of those plans. During any period of paid leave, the University will continue normal contributions toward the cost of benefits. When military leave is unpaid, the cost of benefits will be paid by the employees. In addition, employees will be eligible for any general increases in pay or any approved benefits that occurred during their absence. Employees returning from military leave are entitled to any unused, accrued vacation benefits that they had at the time the military leave began. Upon reinstatement, employees will accrue vacation benefits at the rate that they would have attained if no military leave had been taken.

Employees who are absent from work 30 days or less or who are absent to take a fitness exam must report to work at the beginning of the first regularly scheduled workday following eight hours or more after returning home. If employees have served 31 to 180 days, they must apply for re-employment within 14 days after completing service. If employees have served 181 days or more, they must apply for re-employment within 90 days after completing service. As with other leaves of absence, failure to return to work or to re-apply within applicable time limits may result in loss of reemployment rights. Temporary employees may not be eligible for reinstatement following military leave and reinstatement may not be required for other employees in some circumstances.

San Francisco Military Leave Pay Protection Act (Effective 2/19/2023)

The Military Leave Pay Protection Act (MLPPA) covers employees who work in San Francisco and are a member of the reserve corps of the United States Armed Forces, National Guard, or other uniformed service organization of the United States.   

In compliance with this requirement, the University will make up the difference between the eligible employees’ military pay and their regular pay for up to 30 days in a calendar year.

The supplemental compensation is so that the employees’ gross military pay plus the MLPPA supplemental compensation equals 100% of the employee’s gross pay, had the employee worked their regular schedule. The supplemental pay calculation excludes overtime unless regularly scheduled.

Covered “military duty” under the MLPPA includes:

• active military service in response to the September 11, 2001 terrorist attacks, international terrorism, the conflict in Iraq, or related extraordinary circumstances; or
• military service to provide medical or logistical support to federal, state, or local government responses to the COVID-19 pandemic; natural disasters; or engagement in military duty ordered for the purposes of military training, drills, encampment, naval cruises, special exercises, emergency state active duty, or like activity.

MLPPA leave must be taken in full-day increments, for up to 30 days in a calendar year.

Employees who are eligible to vote in any municipal, county, state, or federal political party primary or general election, any special election, or in any state election where propositions are submitted to a popular vote, may take up to three hours of paid time off to vote on election day if they do not have sufficient time outside of working hours to vote.  Employees should take time off at the beginning or end of their regular working shift and the time off should be combined with the voting time available outside of working hours, unless the University approves otherwise.

Employees who serve as appointed members of a local electoral board, as election judges, as assistant general registrars, or as officers of election, may take unpaid time off or request vacation hours to serve at a polling place on election day or at a meeting of the electoral board following the election to ascertain the results of such election.

Employees must provide the University reasonable advance notice of their need to take time off under this policy. The University requests that the employees give at least two days’ notice to their supervisor that time off to vote is needed.

The University of San Francisco (“University”) will provide reasonable accommodation to employees who are victims of domestic or family violence, gender violence, sexual assault, stalking, harassment, kidnapping, or another crime (the underlying factual basis of which has been found by the court to include an act of domestic violence (a “Qualifying Act of Violence”).  Employees may take time off for the following reasons:

• To obtain or attempt to obtain any relief or legal assistance, including a temporary restraining order, restraining order, or other injunctive relief; 
• To seek medical attention or treatment for injuries caused by the Qualifying Act of Violence;
• To obtain services from a domestic violence shelter or program, victim services organization, or rape crisis center as a result of the Qualifying Act of Violence; 
• To obtain psychological or other counseling related to the Qualifying Act of Violence; 
• To take steps to increase their safety from future Qualifying Acts of Violence, including by securing temporary or permanent relocation; 
• To recover from injuries caused by the Qualifying Act of Violence; or
• To seek legal assistance to address issues arising from the Qualifying Act of Violence, and to attend and prepare for court related proceedings arising from that crime.

The time off will be unpaid unless the employee has available vacation time to use, or the time off qualifies for sick leave.

Depending on the state where the employee resides, additional information may be found in the State Addendums. 

Employees may also take leave under this policy for the above reasons if a member of the employee’s family or household is a victim of a Qualifying Act of Violence, as long as the employee is not the alleged perpetrator. 

For purposes of this policy, “family or household member” means a spouse, domestic partner, parent, child, stepparent, stepchild, sibling, grandparent, grandchild.  Some states recognize other family or household members under this policy and more information can be found it the State Addendums.

University will provide reasonable accommodations to an employee who is a victim of a Qualifying Act of Violence if the employee has disclosed their status as a victim to the University, the employee requests a reasonable accommodation for their safety while at work, and the accommodation is reasonable and would not pose an undue hardship on the University. 

Employees must provide the University reasonable advance notice of the need to take time off under this policy, if practicable. If advance notice is not practical, employees must provide notice as soon as practical. The University may request reasonable documentation of the need for such leave, including, but not limited to, written certifications to evidence the need to take time off or receive reasonable accommodation.

When such an event occurs, the employee, within a reasonable time after the absence, is expected to provide the University with one of the following:

• A police report indicating that the employee was a victim of domestic violence or sexual assault.
• A court order protecting or separating the employee from the perpetrator of an act of domestic violence or sexual assault, or other evidence from the court or prosecuting attorney that the employee appeared in court; or
• Documentation from a medical professional, domestic violence advocate or advocate for victims of sexual assault, health care provider, or counselor that the employee was undergoing treatment for physical or mental injuries or abuse resulting from an act of domestic violence or sexual assault.

The University will treat all information related to an employee’s leave pursuant to this policy as confidential. Information obtained by the University will only be disclosed if the disclosure is: (i) requested from or consented to, in writing, by the employee victim; (ii) ordered to be released by a court of competent jurisdiction; (iii) otherwise required by applicable federal or state law; (iv) required in the course of an investigation authorized by law enforcement, including, but not limited to, an investigation by the attorney general; or (v) necessary to protect the safety of the employee or others employed at the workplace.

The University will not discriminate or retaliate against employees for requesting or taking leave or seeking reasonable accommodation in compliance with this policy. Employees may use available vacation during otherwise unpaid time off taken under this policy. Sick leave may also be available depending on the leave.

For questions, please contact leaves@usfca.edu.

University of San Francisco (“University”) employees who are victims, family members, or legal representatives of victims of a crime, act of violence or juvenile offense may take unpaid time off to:

• Obtain or attempt to obtain an order of protection, an injunction against harassment, or any other injunctive relief to help ensure the health, safety, or welfare of the victim or their child.
• Appear in court or attend any proceedings related to the crime, act of violence or delinquent act.
• Consult with the district attorney regarding the underlying crime and/or act of violence.
• Participate in a police investigation related to the underlying crime and/or act of violence; or
• Exercise the victim’s rights under applicable law.

For purposes of this policy, “family member” includes a person’s spouse, registered domestic partner, child, stepchild, child of registered domestic partner or spouse, sibling, stepsibling, parent, stepparent, grandparent or grandchild. Additional family members may be included in the out of state addendums. 

Employees must provide the University reasonable advance notice of the need to take time off under this policy, if practicable. If advance notice is not practical, notice should be given as soon as possible. The University may request reasonable documentation of the need for such leave. Documentation may come from any of the following:

• The court or government agency setting the hearing
• The district attorney or prosecuting attorney's office
• The victim/witness office that is advocating on behalf of the victim

To the extent permitted under law, the University will treat all information related to an employee’s leave pursuant to this policy as confidential. The University will not discharge, threaten with discharge, demote, suspend or in any other manner discriminate or retaliate against in the terms and conditions of employment because of an absence protected by this law. 

The time off will be unpaid unless the employee has available vacation time to use, or the time off qualifies for sick leave.

An employee working in California, who is a registered volunteer firefighter, a reserve peace officer or emergency rescue personnel, is allowed to take a temporary unpaid leave of absence to perform emergency duty.

If you are a registered volunteer firefighter, reserve peace officer, or emergency rescue personnel who intends to perform emergency duty during work hours, please alert your supervisor and the Leave Manager at leaves@usfca.edu so USF is aware of the fact that you may have to take time off to perform emergency duty. Employees may use, at their option, any accrued vacation while on this leave. Employees are expected to make their supervisor aware of their need for time off as soon as feasible so accommodations can be made.

In addition, employees who are volunteer firefighters may be permitted to take a temporary leave of absence up to 14 days per calendar year to engage in fire or law enforcement training. All time off for these purposes is unpaid or vacation leave can be used.

A University of San Francisco (“University”) employee who is the parent or guardian of a child in kindergarten or grades 1 through 12, or attending a licensed daycare facility, is allowed up to 40 hours off per calendar year, not exceeding 8 hours in any calendar month, for the purpose of participating in activities of the school or licensed daycare facility.

Employees are required to provide reasonable advance notice of the planned absence to their supervisor. Employees may use accrued vacation or unpaid time. The employee should indicate “School Activity” in comments on their time off request. Exempt employees taking leave for less than 1 day will not have their salary reduced.  The University may require documentation from the school or licensed day care facility as proof that the employee participated in the activity on a specific date and at a specific time.

Employees who are parents or guardians of a child who has been suspended from school are allowed time off if they are requested to appear at the school in connection with that suspension. Employees are required to provide reasonable notice of the requested appearance to their supervisor. Employees wishing to take such leave may utilize accrued vacation or take the time unpaid.

USF will make reasonable accommodations for any employee who reveals a literacy problem and requests that USF’s assistance in enrolling in an adult literacy program unless it would create a hardship for USF. USF will also assist employees who wish to seek literacy education training by providing employees with the location of local literacy programs.

USF will take reasonable steps to safeguard the privacy of any employee who identifies themselves as an individual with a literacy problem. The employee can contact the Leave Manager at leaves@usfca.edu for assistance. An employee who is performing satisfactorily will not be subject to termination of employment because they have disclosed literacy problems. While USF encourages employees to improve their literacy skills, USF will not reimburse employees for the costs incurred in attending a literacy program.

This policy applies to then University of San Francisco (“University”) employees who have worked for the University for at least 90 days at the time leave is requested. Eligible employees may take up to 30 days of paid leave and an additional 60 days of unpaid leave in a 12-month period to serve as an organ donor. Eligible employees may also take up to 7 days of paid leave and 23 days of unpaid leave in a 12-month period to serve as a bone marrow donor. The University may require that employees use up to two weeks of available vacation and/or paid sick leave during paid organ donor or bone marrow donor leave.

In addition, the University employees may take 1 hour of paid leave every 56 days and 3 hours of unpaid leave every 12 months to donate blood.

Employees must provide the University reasonable advance notice of the need to take leave under this policy to their supervisor and to leaves@usfca.edu. The University may request reasonable documentation of the need for leave, which should state both that the employee taking the leave is a bone marrow or organ donor and that the donation is medically necessary.

These leaves are not a break in service for the purpose of salary adjustments, sick leave, vacation, annual leave or seniority. The University will continue any coverage under a group health plan for the employee during the leave of absence but an employee is still responsible for their share of the premium on while on leave. Employees returning from donor leave will be reinstated to the position held before the leave began, or a position with equivalent seniority status, benefits, pay and other terms and conditions of employment. The University may refuse to reinstate an employee if the reason is unrelated to the exercise of rights under the donor leave.

For questions about how to use and report leave related to organ or bone marrow donation, please contact leaves@usfca.edu.

USF encourages employees with drug or alcohol abuse problems to seek needed counseling and treatment. Employees who are unable to find assistance may contact the Leave Manager at leaves@usfca.edu to receive information about finding help. Any communications initiated by an employee and not as a result of a violation of this policy will be treated as confidentially as is possible.

USF will reasonably accommodate any employee who wishes to voluntarily enter and participate in an alcohol or drug rehabilitation program, provided that this reasonable accommodation will not create an undue hardship for USF. Any such leave shall be unpaid except that, to the extent that employees have accrued sick or vacation leave, they must use it. Sick or vacation leave will not accrue while an employee is on Rehabilitation leave, nor will the employee receive holiday pay.

Requesting assistance for substance abuse does not relieve the employee of his/her responsibility to meet performance, safety, and attendance expectations. Rehabilitation expenses will be paid by the employee unless coverage is provided under a health insurance policy. Satisfactory participation in and completion of a rehabilitation program approved by USF is a condition of continuing employment.

SB 848 effective 1/1/2024

For California employees with at least 30 days of service, up to 5 days of job protected leave can be taken within 3 months of a reproductive loss event (failed adoption, failed surrogacy, miscarriage, stillbirth, or unsuccessful assisted reproduction).  

This leave type applies to a person, the person’s current spouse or domestic partner, or another individual, if the person would have been a parent as a result of one of the above events.

The days do not need to be taken consecutively and the number of days is capped at 20 days within a 12 month period.  

This leave is unpaid but employees can use available time off such as sick, vacation, or, if eligible, comp time.  To request, please notify your supervisor of your absence and report your time off in USFWorks.  If you have additional questions, please contact leaves@usfca.edu.

Employees may take unpaid time off to appear in court or any other governmental investigative body’s investigative proceedings if required to comply with a subpoena, court order, or the prosecutor’s request, as a witness or prospective witness in a civil, administrative, criminal, legislative, or juvenile court proceedings, including in discovery proceedings. Time off under this policy may be taken to provide information to, or testify before any public body conducting an investigation, hearing, or inquiry into any violation of law.

Employees must provide the University of San Francisco (“University”) reasonable advance notice of the need to take time off under this policy. The University may request reasonable documentation reflecting the need for such leave. The University will treat all information related to an employee’s leave pursuant to this policy as confidential, except as required by law. The University will not discriminate or retaliate against any employee for requesting or taking leave in compliance with this policy.

Employees may use available vacation hours or unpaid time off taken under this policy.