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Leave

Annual Leave

Annual leave is the term that the State uses for vacation days. Annual leave can be used by employees for any purpose. It must be approved in advance by the employee’s supervisor.

Classified Staff Annual Leave Accrual

All full-time regular employees in classified positions shall be eligible for annual leave with pay on the following basis:

Less than 5 years of service 1.25 days accrual per month
5 but less than 10 years of service 1.50 days accrual per month
10 but less than 15 years of service 1.75 days accrual per month
15 or more years of service 2.00 days accrual per month

Non-Classified Staff Annual Leave Accrual

Non-classified employees will initially earn annual leave at a rate between 1.25 days and two days per month as determined by the President at the time of employment. Non-classified employees always accrue at least as much annual leave as they would if they were in classified positions.

Twelve-Month Faculty Annual Leave Accrual

Twelve-month faculty members earn annual leave at a rate of two days per month. Leave-earning faculty must manage and report their leave in the same way that classified and non-classified staff do.

Annual Leave Conversion Upon Retirement

Upon meeting certain requirements, individuals retiring from Shepherd University may be eligible to apply unused annual leave as a credit toward the premium for the West Virginia Public Employees Insurance Plan, just as they can apply unused sick leave for this purpose. This option is not available to employees hired after July 1, 2001.

Sick Leave

Full-time regular classified and non-classified employees as well as 12-month faculty accrue 1.5 days of sick leave per month of active employment. Sick leave may be used by an employee who is ill or injured or when a member of the immediate family is seriously ill as defined by the treating physician, or when a death occurs in the immediate family. For the purpose of administering this leave policy, the immediate family is defined as: father, mother, son, daughter, brother, sister, husband, wife, mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandmother, grandfather, granddaughter, grandson, step-mother, step-father, step-children, or others considered to be members of the household and living under the same roof. Sick leave may also be used for employee medical appointments which are approved in advance by the supervisor.

Sick Leave Conversion Upon Retirement

Upon meeting certain requirements, individuals retiring from Shepherd University may be eligible to apply unused sick leave as a credit toward the premium for the West Virginia Public Employees Insurance Plan, just as they can apply unused annual leave for this purpose. This option is not available to employees hired after July 1, 2001.

Sick Leave Buy Back Program

In 2008, the West Virginia Department of Administration distributed procedures for eligible state employees to surrender a portion of their unused sick leave for a taxable cash benefit. Click here to learn more about the payment for unused sick leave.

Leave Management System (Kronos)

Employees request leave and supervisors approve it through Kronos, which is part of the State wvOASIS system.  To access wvOASIS and Kronos, click here.

Board of Governors (BOG) Policy 10

Higher Education Policy Commission (HEPC) Series 38