Community Service Leave
Initially approved July 9, 2001
Administering Office: Human Resources
In recognition of the State's diverse needs for volunteers to support schools, communities,
citizens and non-profit organizations, and recognizing the commitment of State employees
to engage in volunteer services, the State Personnel Commission has approved a community
service leave policy for SPA (subject to the State Personnel Act) employees. The Board
of Governors has also adopted the policy for EPA (exempt from the State Personnel
Act) employees. The following policy will govern the scope and operations of the community
service leave policy at Western Carolina University.
Community Service Leave shall be available to all eligible SPA and EPA employees (permanent
full-time and part-time employees with the latter being prorated) to encourage volunteerism
in support of North Carolina's schools, communities, citizens and non-profit organizations.
This policy replaces and is in lieu of all previously established leave programs for
child development and community involvement.
An eligible employee shall be awarded twenty-four (24) hours of Community Service
Leave annually which may be used for volunteer participation in the programs, services
and organizations indicated below, or they may elect to receive an award equivalent
to one (1) hour each week that a public school is in session. The latter award is
to be used exclusively for mentoring or tutoring students in North Carolina schools.
Leave shall be credited to employees on January 1 of each year, unless the employee
chooses the tutoring/mentoring option. New employees shall be credited with leave
immediately upon their employment, pro-rated at two hours per month for the remainder
of the calendar year.
Leave not taken in a calendar year is forfeited; it shall not be carried over into
the next calendar year.
Employees shall not be paid for Community Service Leave upon separation. However,
if an employee transfers to another state university or agency, any balance of Community
Service Leave not used shall be transferred to the new agency. Under the tutoring/mentoring
option, the employee should secure approval from the new supervisor prior to the transfer
so that any necessary changes may be communicated to appropriate officials.
APPROVAL OF LEAVE AND RECORDKEEPING
Employees must receive approval from their supervisor to use this leave. The supervisor
or other management may require that the leave be taken at a time other than the one
requested, based upon the needs of the department. Acceptable proof that leave taken
is within the purpose of this policy may be required.
Supervisors who approve such activities shall maintain records indicating the number
of employees involved and the number of hours used.
Leave for Child Involvement and School Volunteerism: Employees may use all or part of their annual allotment of Community Service Leave
to volunteer time in support of programs and services in public and private elementary,
middle and high schools, and licensed public and private day care and pre-school settings.
A parent may use this leave to meet with a teacher or administrator concerning the
parent's child or may attend any educational or academic function sponsored by the
school in which the child is participating.
Leave for Non-Profit Organization Volunteerism: Employees may use all or part of their annual 24-hour allotment of Community Service
Leave to volunteer time in non-profit, non-partisan community organizations which
are designated as 501(c)(3) agencies under the Internal Revenue Code, or human services
organizations licensed or accredited to serve citizens with special needs including
children, youth, and the elderly.
Leave for Tutoring and Mentoring in North Carolina Schools: In lieu of the 24-hour award as noted above, employees may elect to receive one(1)
hour of volunteer leave for each week that public schools are in session as documented
by a local Board of Education. This leave award 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 with the University
and the school. A "school" is one that is authorized to operate under the laws of
the State of North Carolina and is an elementary, middle or high school or a child