1. Employee Educational Program:
    1. Information, Dates & Deadlines, Policy & Forms
  2. Family and Medical Leave Act
    1. Policy
    2. Form 
    3. FMLA District Director Procedural Guidelines
    4. FMLA District Director Tracking Worksheet
  3. Vacation Leave Policy (Section 80.0-89)
  4. Professional Improvement Study Leave for Extension Personnel
    1. Policy
    2. Professional Improvement Study Leave for Extension Personnel Form
    3. Extension Individual Study Plan (Master's Degree Approval Form)
  5. Vacation Leave Earned
    1. Agents, Extension Associates and Specialists
    2. Bi-weekly Employees/37.5 hours/week
    3. Bi-weekly Employees/fewer than 37.5 hours/week
  6. Leave Request
    1. myUK
      1. Leave balance statement
  7. Extension Guide to Emergency Closings

FMLA District Director Procedural Guidelines  

 1.Employee requests leave and/or the District Director receives information of a possible qualifying situation

*Calling in “sick” without providing more information will not be considered sufficient notice for FML.

*All conversations or discussions with the employee about FML must be documented. (The DistDirector or District Director Support Staff should make a note in the employee’s file they maintain for FML retention.)

2. Employee submits Family Medical Leave Form

Employee must submit a completed form to the District Director within 15 calendar days from the event. 

3. District Director determines eligibility for FML leave

*Employee must have at least 12 months of University service (need not be continuous, but within the last years

*Employee must have at least 1,250 hours actually worked during the previous 12 month period.

*Employee must meet the requirements for a qualifying event as well as a serious health condition

 (Please check the qualifying events each time as each case is different.)      

 *Absences for diagnostic studies to determine if a serious health condition exists may also qualify.

    Link to policy: http://www.uky.edu/HR/policies/hrpp088.html

4. District Director's support staff contacts Tina Ward to check for availability of leave balances.         

5. District Director notifies employee of eligibility and rights

Notification must be made with five (5) working days of receipt of FML leave request and include the Acknowledgement of Request for FML letter (approval/denial). Employee Relations can help with the letter if needed.  

If the employee will be going into an unpaid status, the District Director advises the employee to contact the Benefits Office to verify that all enrollments remain active: 257-9519. If it is an FML Worker’s Comp, the Worker’s Compensation Office can be contacted for questions: 257-8838.

Absence requests should be entered into CATSPAWS for agents or absence records completed for hourly employees.  (If assistance is needed contact District Director office) For hourly employees the absence sheet should match the timesheet.

*If employee can not complete bi-pay by the deadlines, someone in the county office or district office should be designated to complete this for them even if they are on a no pay status.

A copy of the completed FML form and the letter sent to the employee should be sent to Tina Ward.

 6. District Director verifies employee’s return to work

*Letter of Exhaustion – the District Director should send a letter notifying employee of exhaustion (two weeks prior to exhaustion)

*Employee should provide the District Director with a doctor’s release to return to work: this includes maternity leave. Note: This is not required for leave for a family member.

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Professional Improvement Study Leave for Extension Personnel-Policy

The purpose of study leave is to provide opportunities for professional growth and development which will enhance the employee’s service to the University. After six years of continuous service, an agent may apply for one year’s leave at fifty percent or six months leave at full salary. After three years of continuous service, an agent may apply for six months leave at half pay. To request study leave, an agent must submit and review his/her individual study plan with the District Director. This request should be made three months in advance.

A letter must be submitted which includes the following:

  1. The field of study or the project to be accomplished and results to be expected.
  2. The length of time for the study leave (up to 6 or up to 12 months) with a beginning and ending date included. How the individual’s current job will be covered.
  3. What areas of work the individual will continue to support and estimated time needed at the office.
  4. What areas of work co-workers and /or volunteers will support.
  5. A timeframe and outline for communicating with current county leadership the study plan.
  6. Justification of the value of the project, the potential for contributing to the individual and the likelihood the project will contribute to the quality of Extension’s program.

The letter of explanation, the individual study outline and the Study Leave Request Form must be submitted and approved by the District Director, Assistant Director, Associate Director and Board of Trustees.

A final report for non-degreed study leave will be required and should provide information on the accomplishments made during the leave. Study leave connected with a degreed program should submit a transcript of courses taken. This final report should be sent to the District Director.

Study leave must be approved by the UK Board of Trustees. Study leave is granted with the understanding that the employee, following the leave of absence, will continue service at the University for at least one year. County positions can be held for agents on study leave for six months. The prospect for holding a county position vacant for a year because of a full-year study leave will be determined before approval of the study leave. In general, holding a county position open for a year is not supported.

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Vacation Leave Earned - Agents, Extension Associates and Specialists

22 days per year or 176 hours per year

Month

Days

Days (converted to decimal)

Hours

1

1 5/6

1.833

14.667

2

3 2/3

3.667

29.333

3

5 1/2

5.50

44.000

4

7 1/3

7.333

58.667

5

9 1/6

9.167

73.333

6

11

11.000

88.000

7

12 5/6

12.833

102.667

8

14 2/3

14.667

117.333

9

16 1/2

16.500

132.000

10

18 1/3

18.333

146.667

11

20 1/6

20.167

161.333

12

22

22.000

176.000

Staff employees accumulate TDL (sick leave) at the rate of: one (1.00) day per month or 8 hours per month.

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Vacation Leave Time Earned - Bi-weekly Employees/37.5 hours/week

Months

Category I

Category II

Category III

1

5/6 day
(.83 day or 6.25 hrs)

5/4 day
(1.25 days or 9.375 hrs)

5/3 day
(1.66 days or 12.5 hrs)

2

5/3 day
(1.66 days or 12.5 hrs)

2 1/2 days
(2.5 days or 18.75 hrs)

3 1/3 days
(3.33 days or 25 hrs)

3

2 1/2 days
(2.5 days or 18.75 hrs)

3 3/4 days
(3.75 days or 28.12 hrs)

5 days
(5.00 days or 37.5 hrs)

4

3 1/3 days
(3.33 days or 25 hrs)

5 days
(5.00 days or 3.75 hrs)

6 2/3 days
(6.667 days or 50 hrs)

5

4 1/6 days
(4.167 days or 31.25 hrs)

6 1/4 days
(6.25 days or 46.875 hrs)

8 1/3 days
(8.333 days or 62.50 hrs)

6

5 days
(5.00 days or 37.5 hrs)

7 1/2 days
(7.5 days or 56.25 hrs)

10 days
(10 days or 75 hrs)

7

5 5/6 days
(5.833 days or 43.75 hrs)

8 3/4 days
(8.75 days or 65.625 hrs)

11 2/3 days
(11.667 days or 87.5 hrs)

8

6 2/3 days
(6.667 days or 50 hrs)

10 days
(10.00 days or 75 hrs)

13 1/3 days
(13.33 days or 100 hrs)

9

7 1/2 days
(7.5 days or 56.25 hrs)

11 1/4 days
(11.25 days or 84.375 hrs)

15 days
(15.00 days or 112.50 hrs)

10

8 1/3 days
(8.33 days or 62.50 hrs)

12 1/2 days
(12.50 days or 93.75 hrs)

16 2/3 days
(16,667 days or 125 hrs)

11

9 1/6 days
(9.167 days or 68.75 hrs)

13 3/4 days
(13.75 days or 103.125 hrs)

18 1/3 days
(18.33 days or 137.50 hrs)

12

10 days
(10 days or 75. hrs)

15 days
(15.00 days or 112.50 hrs)

20 days
(20.00 days or 150 hrs)

Category I:10 days per year (through third year anniversary)
Category II:15 days per year (after third year anniversary)
Category III:20 days per year (after ninth year anniversary)
Sick (TDL) leave
Full time biweekly employees accumulate one day (7.5 hours) per month

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Vacation Leave Time Earned - Bi-weekly Employees/fewer than 37.5 hours/week

Through third year anniversary

Hours worked

Vacation per year (hrs)

Vacation per month (hrs)

TDL (sick) per year (hrs)

TDL (sick) per month (hrs)

19

38

3.125

45.60

3.80

20

40

3.170

48.00

4.00

21.50

43

3.580

51.60

4.30

25

50

4.166

60.00

5.00

30

60

5.000

72.00

6.00

32.50

65

5.416

78.00

6.50

33.75

67.5

5.625

81.00

6.75

34

68

5.667

81.60

6.80

After third year anniversary

Hours worked

Vacation per year (hrs)

Vacation per month (hrs)

TDL (sick) per year (hrs)

TDL (sick) per month (hrs)

19

57

4.750

45.60

3.80

20

60

5.000

48.00

4.00

21.50

64.50

5.375

51.60

4.30

25

75

6.250

60.00

5.00

30

90

7.500

72.00

6.00

32.50

97.50

8.125

78.00

6.50

33.75

101.25

8.4375

81.00

6.75

34

102

8.5000

81.60

6.80

After ninth year anniversary

Hours worked

Vacation per year (hrs)

Vacation per month (hrs)

TDL (sick) per year (hrs)

TDL (sick) per month (hrs)

19

76

6.333

45.60

3.80

20

80

6.667

48.00

4.00

21.50

86

7.166

51.60

4.30

25

100

8.333

60.00

5.00

30

120

10.000

72.00

6.00

32.50

130

10.833

78.00

6.50

33.75

135

11.250

81.00

6.75

34

136

11.333

81.60

6.80

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