University Staff Leave Policies

Leave Policies

View the university's eligibility matrix to find your job type and see if you're eligible for this benefit.

Vacation

Eligible CU university staff members receive 22 days of paid vacation each year, or 14.7 hours each month. Your supervisor may approve requests to take vacation as it is earned. You may not accrue more than 44 days of vacation unless:

  • You're unable to take requested vacation time before July 1, due to business needs, and your supervisor allows you to accrue more than 44 hours up until September 1 of the same year.

Vacation payouts
While you cannot receive pay in exchange for vacation time while employed at CU, you may receive a vacation payout of your earned, unused vacation up to a maximum of 44 days upon leaving the university.

CU holidays and vacation days
If a CU-recognized holiday lands within the span of your vacation, you will not be charged vacation time for that day.

Leave Without Pay
While on leave without pay, you may not accrue vacation unless your absence is classified as military leave without pay or a furlough.

Sick Leave

Accruing sick leave
University staff members may earn 15 days of paid sick leave each year, or 10 hours per month. You also may accrue unlimited sick leave.

Part-time staff accrue sick leave on a prorated basis. You may not accrue leave while on leave without pay, unless you are on military leave without pay or on furlough.

Using sick leave
Unlike vacation, sick leave is intended for unplanned absences during which you cannot perform, due to illness or injury not covered by workers' compensation. Your supervisor may also approve sick leave for dental and medical appointments.

You may only use five days of accrued sick leave each year to care for immediate family members who are ill or need to be taken to medical or dental appointments. However, you may use all your accrued sick leave to care for an immediate family member with a serious health condition, as defined by the Family and Medical Leave Act (FMLA).

Sick Leave payouts
While there is no limit on how much sick leave you may accrue, you may only receive a payout of your unused sick leave when you retire from the university.  

Upon retiring from CU, you will receive ¼ of the payout from your unused sick leave accrual, up to a maximum of 30 days.

If you're on a 12-month contract, your sick time payout will be based upon your department's documented sick leave records.

If an employee dies while actively employed, CU will compensate the widow(er) or estate for ¼ of the employee's unused sick leave, up to a maximum accrual of 30 days, except as noted below.

If you are a university staff member who is transferring or returning to a nine-month faculty appointment at CU, you will be eligible for a payout of your earned, unused sick leave.

View the university's eligibility matrix to find your job type and see if you're eligible for this benefit.

Court and Jury Leave

You will receive jury leave with full pay for the extent of your jury duty. If you appear as a witness under subpoena or direction of the proper authority, the court will issue you pay, which you are entitled to keep.

If you must appear in court for personal reasons, without being served a subpoena, you must use vacation leave or leave without pay. You may keep any compensation you receive as a result.

Bereavement Leave

You may receive up to five days of paid leave to arrange for and attend an immediate family member's funeral and handle related affairs. Immediate family members include: spouse, children, parents, grandparents, grandchildren, brothers, sisters, mothers-in-law, fathers-in-law, sisters-in-law, brothers-in-law, sons-in-law, and daughters-in-law, and anyone else who belongs to your established household.

Note: Your supervisor may allow you to take five paid working days of funeral leave for an equally significant other person not included in this definition.

Leave for Job-Related Illnesses and Injuries

If you suffer an injury or illness in the line of duty that is covered by workers' compensation, you are entitled to 90 work days of paid injury leave. These benefits replace the more limited coverage of workers' compensation insurance, which you waive during your 90-day injury leave.

If you're unable to return to work after that time, you are eligible to take accrued vacation and sick leave in addition to workers' compensation.

Leave Without Pay

You may take leave without pay for reasons that are approved by your supervisor and hiring authority.

Before CU will grant leave without pay, except furloughs, you must use all your vacation, unless you request otherwise and your supervisor approves. Your hiring authority and human resources office must approve any extensions beyond the initial 12-month period. During periods of leave without pay, except for military leave and furloughs, you will not accrue vacation and sick leave.

Faculty, University Staff Leave Without Pay

Military Leave

If you are a reservist or National Guard member, you must present any proper military orders to receive up to 15 calendar days of leave without pay. This leave must be used to attend to ordered training and/or active duty service. You must abide by associated state and federal laws.

This leave is not charged to vacation leave.

If military service continues beyond 15 calendar days, you will be placed on military leave without pay for any remaining period of required military service. While on military leave, you will continue to accrue vacation and sick leave.

An appointing authority may authorize pay equal to the difference between the your university monthly pay and the sum of the monthly military pay and allowances for an employee called to active military duty. This difference cannot exceed 90 calendar days and applies after you have used your 15-day paid military leave.

You must provide a copy of the call-to-duty order and proof of military pay and allowances. This differential pay does not apply to regular military obligations such as the annual encampment and training.

If you volunteer to serve in the military, you will receive military leave without pay until the end of the initial period of service, plus any period of additional service imposed by law. If you fail to return to the university after this period or voluntarily extend military service beyond the initial period, CU will considered you to have resigned.

Parental Leave

University staff members are eligible for parental leave after having worked at CU for one continuous year.

Eligible university staff members may take up to six months of leave following the birth or adoption of a child. They also may use their unused sick, vacation or unpaid leave within 12 months of giving birth or adopting.

Parental leave and Family Medical Leave take place at the same time.

Learn more about CU's parental leave policy.

Administrative Leave

CU may grant short-term or extended paid administrative leave to university staff members.

Short-term administrative leave:

  • maximum allowance of 10 days, or 80 hours, in a 12-month period
  • general guiding principle: Leave must be good for the university and the state.
  • authorized by supervisors in advance, unless deemed an exceptional circumstance

Extended administrative leave:

  • granted when employees are the subject of disciplinary action or an investigation
  • leave amount based on how long the investigation runs
  • authorized by the president or chancellors, or their designees

Leave Sharing

University staff members may participate in leave-sharing programs, which allow employees to donate their leave to co-workers in need. 

Approvals of requests made to leave-sharing programs are subject to the university's sole discretion. Meeting eligibility criteria does not constitute an entitlement to paid leave requested through any leave-sharing program.

Employees may be eligible for leave sharing if they:

  • experience a catastrophic or life-threatening medical hardship (personally or as a caregiver)
  • suffer a significant personal loss due to a natural or accidental disaster
  • act as a first responder to a major catastrophic event
  • actively serve in the military and experience financial hardship

Furloughs

Furloughs are unpaid leaves that may be voluntarily requested or mandated by the president or a chancellor when budgetary circumstances require a specific reduction in personnel costs. If you are on furlough, you will continue to accrue annual and sick leave at the same rates as you would when on paid leave or engaged in university work during regularly scheduled business hours.

CU-Boulder Holiday Schedule

2014 ​Date ​Day of the Week ​Holiday
January 1 ​Wednesday ​New Year's Day
Janurary 20 ​Monday Martin Luther King, Jr. Day​
March 28 ​Friday ​Spring Break
​May 26​ Monday Memorial Day
​July 4 Friday Independence Day
​September 1 ​Monday ​Labor Day
​November 27 ​Thursday ​Thanksgiving
​November 28 ​Friday ​N/A
​December 24 ​Wednesday ​Christmas Eve
​December 25 ​Thursday ​Christmas Day

CU Colorado Springs Holiday Schedule

2014 ​Date ​Day of the Week ​Holiday
January 1 ​Wednesday ​New Year's Day
Janurary 20 ​Monday Martin Luther King, Jr. Day​
​May 26​ Monday Memorial Day
​July 4 Friday Independence Day
​September 1 ​Monday ​Labor Day
​November 27 ​Thursday ​Thanksgiving
​November 28 ​Friday ​Columbus Day Floating Holiday assigned
​December 25 ​Thursday ​Christmas Day
December 26 Friday Veteran's Day Floating Holiday assigned

CU Denver Holiday Schedule

2014 ​Date ​Day of the Week ​Holiday
January 1 ​Wednesday ​New Year's Day
Janurary 20 ​Monday Martin Luther King, Jr. Day​
​May 26​ Monday Memorial Day
July 4 Friday Independence Day
September 1 Monday Labor Day
November 27 Thursday Thanksgiving
December 25 Thursday Christmas Day
December 26 Friday N/A
December 29 Monday N/A
December 30 Tuesday N/A

CU Anschutz Medical Campus Holiday Schedule

2014 ​Date ​Day of the Week ​Holiday
January 1 ​Wednesday ​New Year's Day
Janurary 20 ​Monday Martin Luther King, Jr. Day​
February 17 Monday Presidents' Day
​May 26​ Monday Memorial Day
July 4 Friday Independence Day
September 1 Monday Labor Day
November 27 Thursday Thanksgiving
November 28 Friday N/A
December 24 Wednesday Christmas Eve
December 25 Thursday Christmas Day

CU System Administration Holiday Schedule

2014 ​Date ​Day of the Week ​Holiday
January 1 ​Wednesday ​New Year's Day
Janurary 20 ​Monday Martin Luther King, Jr. Day​
​May 26​ Monday Memorial Day
July 4 Friday Independence Day
September 1 Monday Labor Day
November 27 Thursday Thanksgiving
November 28 Friday N/A
December 25 Thursday Christmas Day
December 26 Friday In lieu of Christmas Eve
December 31 Wednesday New Year's Eve
2015 ​Date ​Day of the Week ​Holiday
January 1 ​Thursday ​New Year's Day
Janurary 19 ​Monday Martin Luther King, Jr. Day​
May 25 ​Monday ​Memorial Day
​July 3 Friday Day before Independence Day
​September 7 ​Monday ​Labor Day
​November 26 ​Thursday ​Thanksgiving
​November 27 ​Friday ​N/A
​December 24 ​Thursday ​Christmas Eve
​December 25 ​Friday ​Christmas Day
December 31 Thursday New Year's Eve

View the university's eligibility matrix to find your job type and see if you're eligible for this benefit.

Eligible CU university staff members may take up to 12 weeks (generally 480 hours) of Family Medical Leave (FML) in a 12-month period, so long as they have been employed by the university for at least 12 months and have worked at least 1,250 hours during the most recent 12-month period.

If you are a part-time employee who is exempt from the Fair Labor Standards Act (FLSA) and are in a position with an appointment of 50 percent or greater, CU will presume you have met the 1,250 hours requirement, provided you have worked at CU for at least one year. You will not be eligible for this leave, however, if you have taken FML and/or any extended period of leave in the 12 months before requesting FML.

CU pro-rates the 12 work weeks for eligible part-time staff.

FML is a form of job protection that runs concurrently with all applicable forms of paid and unpaid leave. Eligible employees may take FML for the following medical reasons:

  • the birth and care of your newborn child
  • the placement and care of a child from adoption or foster care
  • to care for a spouse, civil union partner, domestic partner, child or parent with a serious health condition
  • your own serious health condition
  • care for a parent, spouse, civil union partner, domestic partner, child or next of kin who is an injured service member
  • a qualifying exigency when a parent, child, spouse, civil union partner or domestic partner is called up for active military duty

Please contact the appropriate HR office for your campus' procedures and forms:

View the university's eligibility matrix to find your job type and see if you're eligible for this benefit.

CU grants you short-term and long-term disability leave.

You are automatically enrolled in long-term disability insurance, which the university covers.

You have two choices of short-term disability coverage:

  1. Receive up to $850 a week (based on an amount equal to or less than your annual salary).
  2. Receive up to $1,500 a week, or 60 percent of your weekly, pre-disability pay.

Learn more about university staff disability coverage.

Leave Sharing for Officers, University Staff, Faculty on 12-Month Appointments and Classified Staff

APS 5049

PDF Version

Policy Profile

Policy Title: Leave Sharing for University Staff, Faculty on Twelve-month Appointments and Classified Staff
APS Number: 5049
Effective: 7/1/2010
Approved by: President Bruce D. Benson
Responsible University Officer: Vice President, Employee and Information Services​
Responsible Office: Vice President, Employee and Information Services​
Policy Contact: Vice President, Employee and Information Services
Supersedes: Leave Sharing for Officers, Exempt Professional and Faculty on Twelve-Month Appointments January 1, 2008 and Leave Sharing for Permanent State Classified Staff July 1, 1990
Last Reviewed/Updated: 7/1/2010
Applies to: University staff, faculty on twelve-month appointments and classified staff

Policy Snapshot

Brief Description:  Guidance regarding availability and minimum procedural standards for application to a leave sharing program.

I. Introduction

This administrative policy statement (APS) affirms the availability of leave sharing for all university staff, faculty on twelve-month appointments and classified staff, and provides guidance regarding minimum procedural standards in its application, as may be further developed in campus and system policy.

II. Policy Statement

  1. The president and chancellors may establish leave sharing programs for their organizations for the purpose of allowing donated annual leave to be used by their university staff, faculty on twelve-month appointments and classified staff. For classified employees such leave sharing programs may be further developed in accordance with applicable State Personnel Board Rules, subject to the following:
    1. Donations
      1. Only donations of accrued annual leave are permitted; sick leave cannot be donated. Annual leave donations must be documented in writing and approved by the donating employee’s department to assure sufficient accrued leave exists to support the amount of leave donated.
      2. Donations may include annual leave that would otherwise be in excess of accrual limits permitted beyond June 30 of each year.
      3. Depending on the campus leave sharing program, donations may be made generally to a "leave sharing program" or to a specific person.
    2. Procedures
      1. Campuses must implement written procedures that provide information to employees regarding leave sharing eligibility criteria, how eligibility and leave amount determinations are made, and how employees may donate or make a request for leave sharing. Such written procedures shall include sample forms for employees to use when donating annual leave and requesting leave sharing hours.
    3. Leave Sharing Discretionary
      1. The grant of leave sharing hours is discretionary, is not an employee’s entitlement and cannot be grieved or appealed.  Additionally, donated annual leave is not subject to payout upon termination of employment.  All requests should be treated in a highly confidential manner.

III. Related Policies, Procedures, Forms, Guidelines and Other Resources

IV. History

  • Initial policy – January 1, 2008
  • The term “officer and exempt professional” was replaced with the term “university staff” effective November 1, 2014.

V.  Key Words

Leave sharing, leave bank, and leave donations

Paid Administrative Leave for Officers, University Staff and Faculty on 12-Month Appointments

APS 5021

PDF Version

Policy Profile

Policy Title: Paid Administrative Leave for University Staff and Faculty on Twelve-Month Appointments
APS Number: 5021
Effective: January 1, 2011
Approved by: President Bruce D. Benson
Responsible University Officer: Vice President, Employee and Information Services
Responsible Office: Vice President, Employee and Information Services
Policy Contact: Vice President, Employee and Information Services 303-860-5617
Supersedes: January 23, 2004
Last Reviewed/Updated: January 1, 2011
Applies to: All campuses

Policy Snapshot

Brief Description:  Explains the process for paid administrative leave for university staff and faculty on twelve-month appointments.

Reason for Policy:  Comply with State law and Regent Policy 11E.

I. Introduction

Short-term paid administrative leave is permitted for university staff and faculty on twelve-month appointments, all of whom are exempt from the State Personnel System (eligible employees). This Administrative Policy Statement implements the Board's amended Regent Policy 11E.

II. Policy Statement

  1. Extended Paid Administrative Leave

    If a university staff or faculty member on a twelve-month appointment is the subject of disciplinary action or an investigation, extended paid administrative leave may be authorized for such employee for a reasonable period of time. In such circumstances, a reasonable period of time will be determined based upon the length of time it takes to complete an investigation. Only the president or chancellors, or their designees, may authorize extended paid administrative leave for university staff and twelve-month faculty for investigative purposes.

    However, the president or chancellors, or their designees, reserve the right to place university staff or faculty on twelve-month appointment on extended leave without pay.
  2. Short-Term Paid Administrative Leave

    Supervisors of eligible employees may authorize short-term paid administrative leave for the purposes described in this policy. A maximum of ten (10) days or eighty (80) hours of short-term administrative leave may be granted over a twelve-month period.

    Short-term paid administrative leave is not an entitlement or benefit. Authorization of short-term paid administrative leave for eligible employees rests within the sole discretion of their supervisors as exercised within the guidelines described in this policy.
    1. Purpose of Short-Term Paid Administrative Leave.

      Supervisors may authorize short-term paid administrative leave for eligible employees for reasons determined to be for the good of the university and the state. Supervisors shall consider prudent use of taxpayer dollars and the business needs of the university in determining whether such leave is for the good of the state. Such reasons include, but are not limited to, incentive rewards, coursework directly related to employment, and participation in school or community volunteer activities.

      Short-term paid administrative leave may also be authorized for eligible employees whose workloads (e.g., specific long or short term projects) require them to work significantly beyond their normal work schedules (as established by their individual supervisors) for prolonged periods of time when such leave is found to be necessary to maintain employee performance or morale or in recognition of extraordinary work performance.

      Use of short-term paid administrative leave is not required for eligible employees for the purpose of attending or participating in professional or academic seminars or conferences, participation in official activities of university employee organizations or other similar events, or supervisor required training. These activities are considered to be work time for which leave is not required.
    2. Authorization of Short-Term Paid Administrative Leave

      Ordinarily, eligible employees must have their supervisor's authorization prior to taking short-term paid administrative leave. In exceptional circumstances, short-term paid administrative leave may be authorized retroactively.
  3. Reporting Requirements

    All use of paid administrative leave for eligible employees, except in situations of campus closures, must be reported by use of the university's time collection procedures. The president shall review the use of short-term paid administrative leave on an annual basis.

III. Interpretation

The Office of the Vice President, Employee and Information Services shall interpret this policy.

IV. History

  • Original policy January 23, 2004
  • Revised January 1, 2011
  • The term “officers and exempt professionals” was replaced with the term “university staff” effective November 1, 2014.

Parental Leave for Faculty, Officers and University Staff

APS 5019

PDF Version

Policy Profile

Policy Title: Parental Leave for Faculty and University Staff
APS Number: 5019
Effective: June 6, 2005
Approved by: Jack O. Burns
Responsible University Officer: Vice President for Academic Affairs and Research
Responsible Office: Office of the Vice President for Academic Affairs and Research
Policy Contact: Office of the Vice President for Academic Affairs and Research
Supersedes: Parental Leave for Faculty, Officers, and Exempt Professionals dated March 26, 2003
Last Reviewed/Updated: June 6, 2005
Applies to: University-wide

Policy Snapshot

Brief Description:  Provides the university parental leave policy for faculty and university staff, in accordance with the Family and Medical Leave Policy.

I. Introduction

At its meeting of January 18, 1990, the Board of Regents approved a university parental leave policy for faculty, officers, and exempt professionals1. In 1998 and 1999, the faculty council women's committee, working with the office of the vice president for academic affairs, explored alternatives to the existing policy that better meet the needs of faculty. The Board of Regents revised the policy on April 20 and again on June 9, 2000, on March 20, 2003, and on June 4, 2005, to reflect those needs and to be congruent with the Family and Medical Leave Policy and other policy changes.

II. Policy Statement

It is the policy of the University to support to the greatest extent possible, and in a manner consistent with the effective and efficient operation of the University,  faculty and university staff2 with a need for pregnancy, childbirth, adoption and parental leaves. Pursuant to the following policies, deans, primary unit chairs and other supervisors shall make reasonable efforts to accommodate  faculty and university staff with such needs.

III. Statement of Eligibility

A faculty member or university staff member is eligible for parental leave under this policy after one year of continuous employment at the University of Colorado3. A part-time faculty member with an appointment of 50% or greater is eligible for the benefits of this policy on a pro-rata basis. For purposes of this administrative policy statement, eligible faculty are defined as: instructors, senior instructors, assistant professors, associate professors, and full professors.

  1. Parental Leave for Child Care Following Birth or Adoption
    1. Standard Parental Leave for Faculty on Nine-month Appointments

      Faculty on nine-month appointments are entitled to use accrued sick leave to provide care for the faculty member's child within twelve months of the birth or adoption of the child4. Accrued sick leave may be used up to a maximum of one semester.

      If the accrued sick leave is not enough to cover the one-semester period, then the faculty member who is the primary caregiver may continue the leave for the remainder of the period at half pay with full benefits.

      The faculty member shall inform the chair of the primary unit as early as possible of the intent to use parental leave. The chair may require that the leave be taken consistent with the teaching schedule of the unit.
    2. Negotiated Parental Leave for Faculty on Nine-month Appointments

      Nine-month faculty who prefer not to take the leave described in Section A.1 have the option to negotiate with the chair of the primary unit to develop alternative ways for dealing with child care, such as differentiated work loads, "banked" courses (i.e., courses taught as an overload in a prior semester or summer session for no remuneration that can be exchanged for course off-loads in the semester of parental need), and other strategies or combinations of strategies. Such negotiations shall take into account the effect of the negotiated agreement upon the students and other faculty in the unit. Negotiated leave arrangements must be in writing, signed by the faculty member and the chair, and approved by the dean.
    3. Timing of Parental Leaves

      One purpose of this policy is to minimize the disruption of students' education that occurs when faculty leave their classes in mid-semester and must be replaced by another instructor. Thus, it is the intention of this policy that nine-month faculty selecting the standard parental leave or the negotiated parental leave will employ the provisions of this policy to minimize the disruption of student learning by arranging parental leaves, when possible, to coincide with the semester calendar (or appropriate teaching module in effect in the unit).
    4. Parental Leave for Twelve-Month Faculty and University Staff

      Twelve-month faculty members and university staff are entitled to use up to a maximum of six months accrued sick leave and vacation leave to care for the faculty member'suniversity staff member's child within twelve months of birth or adoption of the child. The faculty member or university staff member shall inform the chair of the primary unit or appropriate supervisor as early as possible of the intent to use parental leave.

      In most cases, the nature of twelve-month faculty members' work does not lend itself to negotiated parental leave (described in A.2). However, in exceptional circumstances, if the chair and dean of the unit agree, a twelve-month faculty member may negotiate a child care leave, following the process outlined in A.2 and provided the negotiated leave does not result in significant financial, academic, or clinical harm to the unit.
    5. Tenure Probationary Period for Tenure-track Faculty 

      Consistent with Article 5.B.4 (D) of the Laws of the Regents, leave taken pursuant to this policy, including negotiated leave, does not count as part of the tenure probationary period. Parental leave results in a "stop" on the tenure clock; such "stops" must be taken in one-year increments. However, a faculty member may elect, no later than six months following his or her return to full-time service, to have the leave time count as part of the tenure probationary period. Such an election shall be made in writing and must be approved by the dean and the chancellor. The faculty member's election is irrevocable and not subject to modification. Normally, a maximum of two "stops" on the tenure clock for parental leave is allowed under this policy.

      In the case of the birth or adoption of a child, for which the faculty member does not seek parental leave, the faculty parent who is the primary caregiver may elect to stop the tenure clock for one year. The department chair and dean must be notified in writing of this election within six months of the birth or adoption of the child; this election is irrevocable and not subject to modification. Normally, a maximum of two such "stops" on the tenure clock is allowed under this policy.
  2. Other Parental Leave

    For purposes of caring for their minor children, faculty members or university staff members, upon timely request and with reasonable accommodation to the needs of the primary unit, shall be entitled to parental leave without pay, or reduced loads at reduced pay, up to a total of two semesters for faculty or twelve months for university staff and faculty on twelve-month contracts. This maximum of two semesters or twelve months of parental leave includes, and is not in addition to, any leave taken under Section A of this policy or leave taken under the Family and Medical Leave Policy. (See Section D below.)
  3. Simultaneous Leave

    If both parents are employed by the University of Colorado, leaves under this policy may not be taken simultaneously unless there are documented medical reasons requiring both parents to be absent, except that parents may simultaneously take a reduction in load of one-half or less at reduced pay.
  4. Relation of Parental Leave to Family and Medical Leave Policy

    The provisions of this Parental Leave Policy are intended to be interpreted in conjunction with the university's Family and Medical Leave Policy. Leave under this Parental Leave Policy will be considered leave under the Family and Medical Leave Policy, and leave under the Family and Medical Leave Policy that is taken for the purposes of child care as described herein shall be considered leave under this Parental Leave Policy. Thus, leave taken under the Parental Leave Policy counts as part of, not in addition to, the twelve weeks of leave permitted under the Family and Medical Leave Policy.

    Any faculty member or other employee who anticipates a request for leave under this Parental Leave Policy, including primary unit chairs, deans, and other supervisors, is urged to read both policies closely and to consult as needed with appropriate human resources professionals on campus.
  • 1. The rules of the state personnel system should be consulted for policies applicable to classified staff.
  • 2. The term "officer and exempt professional" was replaced with the term "university staff" effective November 1, 2014.
  • 3. For 9-month faculty, the summer "counts" toward eligibility.
  • 4. Care for sick children is covered in Regent Policy 11-E 3.f

Acting and Interim Appointments for Officer and University Staff Positions

APS 5013

PDF Version

Policy Profile

Policy Title: Acting and Interim Appointments for Officer and Exempt Professional Positions 
APS Number: 5013
Effective: January 1, 2011
Approved by: President Bruce D. Benson
Responsible University Officer: Senior Associate Vice President and Chief Human Resource Officer
Responsible Office: Senior Associate Vice President and Chief Human Resource Officer
Policy Contact: Senior Associate Vice President and Chief Human Resource Officer 303-860-5617
Supersedes: Procedures for Making Acting Appointments to Administrative Positions, 11/20/95
Last Reviewed/Updated: January 1, 2011
Applies to: University-wide

Policy Snapshot

Brief Description:  Provides guidance for making acting or interim appointments to non-faculty positions that are exempt from the state personnel system (Administrative Positions).

Reason for Policy:  To provide guidelines not addressed in Regent Policy

I. Introduction

This Administrative Policy Statement provides guidance for making acting or interim appointments to non-faculty positions that are exempt from the state personnel system (Administrative Positions). These positions include: (1) University Staff; (2) Department Chairs; (3) Associate and Assistant Deans. For the purposes of this policy, the terms "acting" or "interim" are used interchangeably. This APS does not apply to acting or interim appointments for officer positions that report directly to the Board of Regents.

II. Policy Statement

  1. An acting or interim appointment may be made to an Administrative Position on a temporary basis if it is determined by the position's appointing authority to be in the best interests of the university. Usually, standard appointments to vacant positions should be made as soon as possible given the circumstances of the vacancy and in the best interests of the university
  2. All acting or interim appointments to Administrative Positions must be approved in accordance with Regent Policy 2K.
  3. In advance of making an offer of an acting or interim appointment to a prospective appointee, the Appointing Authority shall prepare a letter of offer, or addendum to the current letter of offer if responsibilities are being absorbed into the current position on a temporary basis, that includes the following terms and conditions:
    1. A statement regarding the duration of the acting or interim appointment, and explanation that extensions of time-specific acting or interim appointments must be approved as personnel matters pursuant to Regent Policy 2K.
    2. Ordinarily, acting or interim appointments should not exceed a period greater than one year. However, acting or interim appointments may continue beyond a one-year period, subject to approval as a personnel matter pursuant to Regent Policy 2K.
    3. As determined by the Appointing Authority, a statement regarding the position the prospective appointee already occupies, in the form of one of the following options:
      1. The Appointing authority may allow the prospective appointee to remain in the position s/he already occupies, and assign the additional duties and responsibilities of the Administrative Position on an acting or interim basis;
      2. As an inducement for the prospective appointee to accept the acting or interim appointment, the Appointing Authority may agree to hold open the position already occupied by the prospective appointee, or to fill the position already occupied by the prospective appointee on a temporary basis, for the duration of the acting or interim appointment;
      3. The Appointing Authority may decide that the position already occupied by the prospective appointee shall remain subject to administrative discretion as exercised in the normal course of business.
    4. A statement regarding the Appointing Authority's determination of a reasonable and appropriate salary to be paid to the prospective appointee while serving in the acting or interim capacity. Such determination shall be subject to the regular salary approval process, pursuant to Regent Policy 2K and  Regent Policy 11C.
    5. A statement regarding terms and conditions for annual and sick leave accrual, and benefits eligibility for the period of the interim appointment; or, the terms and conditions of such benefits that depart from those of a regular university staff appointment (if any), subject to advance, written approval of the respective campus or system administration human resources office.
    6. Except as otherwise provided in a term employment contract as approved by the Board of Regents, the following statements regarding at-will employment; controlling terms and conditions, and ethical standards, as follows:
      1. This is an at-will appointment and is subject to all the rules and policies of the university. Your employment is subject to termination by either you or the university at any time. Except as provided by law, no compensation shall be owed or paid to you upon or after the termination of your employment unless it was earned prior to termination.
      2. The terms and conditions of this acting or interim appointment as stated in this letter of offer supersede any conflicting provisions that may be contained in employee handbooks, but may not supersede Regent Laws or Policies or state law. However, the terms and conditions of this acting or interim appointment are subject to any changes to the university's employment policies that affect all employees of the university staff class, as applicable.
      3. You (the appointee) agree to uphold ethical standards appropriate to your position, including, but not limited to, complying with all applicable laws, rules, regulations, and policies, and reporting suspected or known noncompliance as required by Regent and University policies.
    7. If the prospective appointee is a certified employee of the state personnel system, the letter of offer shall include a statement providing for a leave without pay from the classified position that the prospective appointee already occupies, for the duration of the initial period of the acting or interim appointment. Such statement shall also provide that upon termination of the initial period of the acting or interim appointment, the appointee shall be reinstated to her/his former classified position, without loss of any rights or benefits accruing to that position in her/his absence, and with restoration of all accrued unused leave remaining at the time of acceptance of the acting or interim appointment. In the event the appointee's classified position no longer exists, layoff procedures shall apply.
  4. If the appointee is selected, through search procedures, for the standard appointment to the Administrative Position in which the appointee serves on an acting or interim basis, the standard appointment to the Administrative Position and salary will be treated as personnel matters subject to approval pursuant to  Regent Policy 2K.

III. Interpretation

Subject to the President's authority to interpret university policies, the Office of the Senior Associate Vice President and Chief Human Resource Officer shall provide interpretive guidance for this policy.

IV. History

  • Original, Officer and Exempt Professional Positions, 5/1/84
  • Revised 11/20/95
  • Revised 7/1/05
  • Revised 1/1/11
  • The term “Officer and Exempt Professional” was replaced with the term “university staff” effective November 1, 2014.