UNC CHARLOTTE PERSONNEL INFORMATION MEMORANDUM

PIM 46

LEAVE ADMINISTRATION – Community Service

DATED:  May 12, 2003

Category:  Benefits

Contact:  Benefits Manager - ext. 2208

1.  References

State of North Carolina General Statutes 166A-30 - 166A-32.
See State Personnel Manual Section 5
Governor’s Executive Order #168

2.  Purpose

In recognition of the State’s diverse needs for volunteers to support schools, communities, citizens and non-profit organizations, and recognizing the commitment of University employees to engage in volunteer service, Community Service Leave, within the parameters outlined below, may be granted to:

·        parents for child involvement in the schools (as defined below)

·        any employee for volunteer activity in the schools or in a Community Service Organization (as defined below), or

·        any employee for tutoring and mentoring in the schools.

Following are definitions of terms used in this policy:

Terms

Definition

School

(public or private)

One that is authorized to operate under the laws of North Carolina and is: an elementary, middle or high school or a child care program.

Child

A son or daughter who is:
a biological child, an adopted, foster, step-child, legal ward, or a child for which an employee stands in the place of the parent (in loco parentis).

Community Service

Organization

A non-profit, non-partisan community organization which is designated as an IRC 501(c)(3) University or human service organization licensed or accredited to serve citizens with special needs including children, youth and the elderly.

Child Involvement

• meeting with a teacher or administrator concerning the employee's child
• attending any function sponsored by the school in which the employee's child is participating. This provision shall only be used in conjunction with non-athletic programs that are a part or supplement to the school's academic or artistic program.
• performing school-approved volunteer work approved by a teacher, school administrator, or program administrator.

Community Service

• performing a service for a community service organization.

3.  Community/Child Involvement Leave Allowance

For purposes of this policy child involvement will be counted toward the community service leave allowance, and no longer limited to eight hours per year. With approval of the supervisor, an employee is eligible for Community Service Leave as follows:

Type of Appointment

Allowance

Full-time -  permanent, probationary, trainee, or time-limited

24 hours/year OR
1 hour/week (up to a max of 36 hrs)
for mentoring/tutoring as outlined below

Part-time (half time or more) -
permanent, probationary,
trainee, or time limited

Prorated –equal to percentage of
full- time amount

Temporary, intermittent, or
part-time less than half-time

None

The twenty-four hours (24) of paid leave shall be credited to each employee on January 1 of each year, unless the employee chooses the mentoring/tutoring option. New employees shall be credited with leave immediately upon their employment, prorated at two hours per month for the remainder of the calendar year.

4.  Employee Option for Tutoring and Mentoring

In lieu of the twenty-four (24) hour award as noted above, an employee may choose to tutor/mentor in a school. Leave under this option shall be used exclusively for tutoring or mentoring a student in accordance with established standards rules and guidelines for such arrangements as determined and documented by joint agreement between the employee, school and University supervisor.

The amount of community service leave for tutoring/mentoring is one (1) hour of community service leave for each week (up to a maximum of 36 hours) that schools are in session as documented by the elected board of the local education, University, or the governing authority of any non-public school.

Under the tutoring/mentoring option, the employee may use up to one hour of Community Service leave per week. This time is inclusive of the time needed to travel to and from the school site. If more than one hour is necessary, then the employee could arrange with the supervisor to use lunch time, compensatory time, or annual leave to account for time not worked over the one hour per week allowance.

5.  Changing Options

If an employee chooses to change options during the calendar year, the maximum hours that may be granted is the maximum allowed under the new option chosen minus the amount already used.

6.  Approval of Leave

Employees must receive prior approval from their supervisor to use this leave.  The supervisor or other University management may require that the leave be taken at a time other than the one requested, based on the needs of the University.

7.  Records

Supervisors who approve community service leave will maintain a record of such leave for each employee under his/her supervision as leave is taken, and report this to the Payroll Office on Leave Form P-1 under the appropriate leave codes. It is necessary to have explanatory remarks on the leave form as to the qualifying reason for the leave.  The supervisor will be responsible for assisting the Benefits Office in transferring any unused balance to another State Agency/University should the employee transfer.

8.  Inter-Agency/University Transfer

If an employee transfers to another State Agency/University, any balance of community service leave not used shall be transferred to the new employer. Under the tutoring/mentoring option, the employee should receive approval from the new supervisor prior to the transfer so that any necessary changes may be communicated to appropriate officials.
9.  Non-cumulative

Leave not taken in a calendar year is forfeited; it shall not be carried over into the next calendar year.

10.  Separation

Employees shall not be paid for this leave upon separation.

11. Partisan Political Involvement

Partisan political activity during University time and the use of State equipment or supplies for such a purpose are not permitted. Special care must be taken to avoid any possible interpretation that the University is, in fact, permitting time off and in so doing supporting a political candidacy. Political activity must be in accordance with G.S. 126-13 of the State Personnel Act.