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Handbook of Operating Procedures
Chapter 2 - Faculty and Academics
Publication Date: November 7, 2017
Responsible Executive: VP for Academic Affairs


2.06 Medical Absences and Teaching Continuity


I. POLICY STATEMENT


The University of Texas at San Antonio (UTSA) recognizes the importance of teaching continuity during the long semester and the needs of faculty members in this teaching setting with regard to medical conditions for both employee and qualified family member. It is the policy of UTSA to require departments to ensure continuity in classroom instruction. 


II. RATIONALE


This This policy is to ensure continuity in classroom teaching during the long semester. The policy provides an opportunity for a faculty member to request time off from classroom instruction in accordance with the requirements established by law and policy with a guarantee of employment.


III. SCOPE


This policy applies to all benefits eligible faculty (tenured, tenure-track, and non-tenure track) on the instructional budget in a long-session semester.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter2/2-6.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System or the Board of Regents' Rules & Regulations

  1. Board of Regents' Rule 31007, Section 5, Tenure
  2. UTSA HOP policy 4.20, Authorized Leave
  3. UTSA HOP policy 2.10, Faculty Reappointment, Tenure and Promotion
  4. UTSA HOP policy 9.02, Persons with Disabilities

Other Policies & Standards

  1. The Americans with Disabilities Act as Amended (ADA)
  2. The Family and Medical Leave Act (FMLA)

VI. CONTACTS


If you have any questions about HOP policy 2.06 Medical Absences and Teaching Continuity, contact the following office:

Human Resources
210-458-4250

The Office of the Senior Vice Provost for Academic and Faculty Support
210-458-2700


VII. DEFINITIONS


None


VIII. RESPONSIBILITIES


    1. Faculty Member
      1. Notifies the department chair and Human Resources (of his/her request for leave due to a medical condition [to include pregnancy or adoption] for self or covered family member) with at least thirty (30) days advance notice when foreseeable and where practicable.
    2. Department Chair
      1. Secures the services of a qualified instructor to teach the appropriate classes, when a faculty member is not available to teach during a long semester.
      2. Submits a request for supplemental funds to cover any additional instructional costs to the Dean, when adequate departmental funding is not available.
      3. Reviews reduced work schedule leave request with the dean and coordinates reduced work schedule with faculty member on requested leave beyond the federal FMLA or state parental provisions.
    3. Dean
      1. Submits a request for supplemental funds to cover any additional instructional costs to the provost, when adequate departmental or college funding is not available.
      2. Provides faculty member with written notification on the reduced work schedule.
      3. Makes final decision on requests made by faculty member that request leave beyond the federal FMLA or state parental provisions and notify the faculty member in writing within a reasonable period of time.
    4. Provost
      1. Approves supplemental funds request submitted by the Dean.
    5. Human Resources
        1. Coordinates with department chair and dean on request for medical leave and reduced work schedule workload for medical reasons.

    IX. PROCEDURES


    1. Notification of Leave
      1. The faculty member shall notify the department chair and Human Resources (with his/her request for leave due to a medical condition [to include pregnancy or adoption] for self or covered family member) with at least thirty (30) days advance notice when foreseeable and where practicable). If thirty (30) days notice is not practicable, such as lack of knowledge of approximately when leave will be required to begin, notice must be given as soon as practicable.
    2. Procedures for Leave Requests or Reduced Work Schedule
      1. When the department chair receives a request for leave or reduced work schedule made pursuant to the FMLA, the chair, will work with HR, who will determine whether the faculty member requesting the leave qualifies for FMLA. Once HR determines that the employee is eligible for FMLA and that the documentation received supports the request, the employee is entitled to the FMLA leave.

        A faculty member requesting leave as a reasonable accommodation under the ADA should follow the procedure set out in UTSA HOP policy 9.02.  When the department chair receives a request for leave as an accommodation under the ADA, the chair will coordinate with HR on the request.  The chair will provide the dean with his or her recommendation on the leave request accommodation and the dean, in consultation with HR, will make the final decision and provide that decision in writing to the faculty member. When the department chair receives any other request for medical leave and/or reduced work schedule for medical reasons that is not covered by FMLA or ADA, the chair, in coordination with HR, will provide the dean a recommendation on the leave request and/or on the proposed reduced work schedule for the faculty member.

        The dean will provide the faculty member a final decision in writing on the leave request and/or reduced work schedule. A faculty member approved for leave and/or a reduced work schedule will continue on their regular appointment during the period of this assignment and will complete the agreed-upon plan.
    3. Use of Sick Leave
      1. University employees, including faculty, shall use available sick leave, pursuant to HOP policy 4.20.
    4. Extensions of Probationary Period for Tenure-Track Faculty
      1. See HOP policy 2.10 Faculty Reappointment, Tenure and Promotion and Regents Rules and Regulations Series 30000, Rule 31007, Section 5, Tenure.

    X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


    None


    XI. FORMS AND TOOLS/ONLINE PROCESSES


    None


    XII. APPENDIX


    None