5320 Procedure – Procedures for Certificated and Classified Administrators Requesting Leave/Adjusting Work Schedules

Within the expectations defined by these procedures, administrators are encouraged to view their daily schedules and contracted yearly schedules in a flexible manner that promotes professionalism and accountability.

An administrator who needs to take a leave from work for more than one-half day will arrange a mutually acceptable “exchange” of days with his/her supervisor.  An “exchange” is defined as the agreement to work an equivalent number of day(s) for the time spent on leave.  The type of days that must be exchanged for leave days may be: (a) days outside the contract year, (b) legal holidays, or (c) weekdays connected with holiday vacation periods.  The procedures listed below clarify the process for communication and approval.

Non-Emergency Situations  – PRIOR APPROVAL REQUIRED

1.   The administrator will verbally request a leave from the supervisor prior to the day(s) being requested.  The administrator will propose the day(s) he/she will work to exchange for the leave, or arrange the appropriate leave.

2.   If possible, the supervisor will give tentative approval to the administrator.

3.   The administrator will then submit a formal memo or e-mail to the supervisor requesting the leave date and exchange of day(s), or arrangement of appropriate leave.

4.   The supervisor will formally approve the request in a return memo.

5.   Staff are not required to exchange days spent doing professional development in a program that has been approved by the supervisor. The requirements for days to not have to be traded would be that the professional development:

•     enhances current job understanding and competence,

•     is approved by the superintendent/supervisor, and

•     does not cause undue adverse impact on a building or program.

Emergency Situations

1.   The administrator will contact his or her supervisor as soon as possible to inform him of the emergency situation.  The supervisor will help assist the administrator’s efforts to arrange building or office coverage.  The exchange of days or determination of use of the appropriate leave will be arranged once the emergency or the leave has taken place.

2.   Following the emergency situation or the leave, the administrator will submit a formal memo or e-mail to the supervisor requesting the leave date and exchange of day(s) or determination of

use of appropriate leave.  The supervisor will formally approve the request in a return memo.

Absence Due To Illness, Bereavement, Emergency

•    The administrator will inform his or her supervisor by telephone at the earliest convenience. If coverage at a building for a designee is required, the principal is responsible for arranging this at the earliest convenience.

Absence Due to Appointments and Personal Necessities

•    When the administrator needs to be gone from the office for over two hours for extended appointments or personal necessities (e.g., medical appointment), not requiring official leave for a half a day or more, the administrator will inform his or her supervisor of the intended absence and provide information to the school or central office so that the administrator can be located.

If the absence is less than two hours for an appointment or personal necessity, the supervisor need not be contacted.  However, the administrator will inform his or her office so that the administrator can be located.

Adjustment of Daily Schedule

•    Administrators have the flexibility to adjust their daily schedules on a regular or irregular basis in order to perform their duties in a more effective manner.  If this adjustment represents a significant alteration of normal hours, the administrator should arrange approval with his or her supervisor.

Adopted: 08/29/00
Revised: 08/29/00