Skip to main content

University Policy 76

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.


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 care program.

Office of Web Services