EDB MANUAL

UCLA Payroll Services

A guide for departments to use when adding or changing employee records on the Employee Data Base (EDB).
EDB MANUAL, SECTION C - ACADEMIC ACTIONS

C8.0 EDB ACADEMIC ACTIONS - LEAVES WITHOUT PAY


C8.1 Types of Leaves

Refer to the Academic Personnel Manual for the policies, definitions, criteria, and approval authority for the following leaves:

Leaves for Service to Governmental Agencies APM 750
Military Leave APM 751
Other Leaves without Pay APM 759
Parental Leave and Modified Duties APM 760

C8.2 Approval Authority

All Deans have approval authority to grant leaves of absence without salary for one academic year or less. An Academic Sabbatical Leave of Absence form must be completed and forwarded to the Academic Personnel Office with appropriate approval/recommendation signatures and a copy of the faculty member's or Chair's request. The Academic Personnel Office will notify the Dean's Office when those leave actions requiring Academic Vice Chancellor review are approved. The Dean's Office will then notify the department in order for the action to be processed on-line.

C8.3 Impact of Periods of Leaves on Eight-Year Limit Reviews

Periods of leave, whether with or without salary, shall be included as service toward the eight-year limit. Exception must be based on the petition filed at the time the leave is requested, or in the case of sick leave, within one quarter or semester after the leave is taken. The Academic Vice Chancellor will determine if the activity undertaken during the course of the leave is substantially unrelated to the individual's academic career.

Any childbearing or parental leave (provided for in APM 710-8-a, 760-26, and/or 760-27) which is equal to or exceeds one semester or one quarter and which is not greater than one year (whether with or without salary) shall automatically be excluded from service toward the eight-year limit. The faculty member may inform the department chair in writing before, during, or within one quarter or semester after the leave that it should not be excluded from service toward the eight-year period. (See APM 133-17-1, b, -c, and -d, and -i.)

For additional information, review Appendix 26 of "The CALL."

C8.4 Entering Academic Leave Data - (SABB)

ELVE - Leave of Absence Data
Field Data Information
Leave of Absence Action Code Enter action Code 08, this indicates an unpaid leave.
Leave of Absence Begin Date Enter the begin date of the leave.  For example, July 1, 20YY is 0701YY.
Return Date Enter the date when the individual returns to active pay status.  For example, January 1, 20YY is 0101YY.
Type Enter the appropriate leave type code. For example, a personal leave is code "08". Please note, the leave type code entered here must match the code indicated on the Sabbatical Leave of Absence Form.
Press Enter and then "F11" to advance to the next screen.

 

EAPP - Appointment and Distribution
Field Data Information
THIS IS A LEAVE WITH NO PAY; NO CHANGES NEED TO BE MADE TO THE APPOINTMENT AND DISTRIBUTION LINES; THE LEAVE ACTION HAS ALREADY BEEN RECORDED ON THE ELVE SCREEN.
Press Enter and then "F11" to advance to the next screen.

 

EACD - Academic Service
Field Data Information
Qtr/Sem/Months in 8-Year Rule Do not change.
Units Do not change.
Extension to 8 Year Rule If this leave has also resulted in an approval to extend the 8-Year Rule, enter the number of quarters, semesters or months to be excluded. If this is a sabbatical leave, no adjustment should be made; sabbatical leaves do not stop the tenure clock.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Qtr/Sem/Months on 19900 > 50% Do not change.
Units Do not change.
Qtr/Sem/Months in Unit 18 Titles Do not change.
Units Do not change.
Qtr/Sem as Teaching Asst Do not change.
Units Do not change.
As of Do not change.
Press Enter and then "F9" to complete the action and update the record.


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