Chapter IV Contents: [ IV.1 Orientation of New Staff ] [ IV.2 Employee Benefits: Overview ] [ IV.3 When a Staff Member Retires ] [ IV.4 Joint Governance Appointments ] [ IV.5 Awards and Honors for Faculty and Staff ] [ IV.6 Faculty and Staff Liability ] [ IV.7 Review of Tenured Faculty ] [ IV.8 Reporting Outside Interests & Activities ] [ IV.9 Overloads and Summer Appointments ] [ IV.10 Sexual Harassment Policies & Procedures ] [ IV.11 Nepotism, Conflict of Interest ] [ IV.12 Vacation Policy ] [ IV.13 Sick Leave Policy ] [ IV.14 Leave of Absence, Temporary Assignment ] [ IV.15 Extensions of the Tenure Clock ] [ IV.16 Absences from Madison ] [ IV.17 Disability Accommodation ] [ IV.18 Personnel Records: Content & Preservation ] [ IV.19 Tuition Reimbursement ] [ IV.20 Faculty Personnel Committee ] [ IV.21 UW-Madison Domestic Partnership Policy ] [ IV.22 Inclement Weather Guidelines ] [ IV.23 Telecommuting Policy ]

University policy and faculty legislation require that faculty and other instructional academic staff who hold academic year appointments must request advance approval for absence from Madison during periods when they have instructional or other regular responsibilities. While the College encourages professional activities by its staff that involve occasional brief absences from Madison during term time, the Dean's Office must be assured that appropriate provisions have been made to cover any missed classes or other responsibilities. Requests involving extensive absences should be discussed well in advance with the Dean, and may require the staff member to arrange alternative salary funding or a leave of absence if his/her salary is on the instructional budget. Non-teaching staff members must receive advance approval from their immediate supervisor for absence from Madison, and depending on the nature of their appointments and employment responsibilities may be required to take a leave of absence unless sick leave or vacation time is involved.  

During the regular academic year (Fall and Spring terms), Department Chairs are empowered to approve requests when the absence will be for less than two weeks; Dean's approval is required for absences longer than two weeks. The Dean approves requests for the Department Chair to be absent, even if absences are less than two weeks. Requests are submitted using the form provided here.

The revised Request to be Absent form:

• specifies the relevant University policies behind the form;
• makes it clear that a primary purpose is to ensure that classes are adequately covered;
• allows most requests to be dealt with at the departmental or program level; and
• provides the information necessary for department chairs and program directors (and the Dean) to make decisions.

The Request to be Absent Form can be downloaded from this site; departments and programs may duplicate this form if they wish to maintain a supply for their own use.

Individuals Not on Instructional Budget

Members of the faculty who are not on the instructional budget and who do not have instructional responsibilities do not need to complete this form per se; however, as a courtesy to colleagues and to the Department Chair, it is strongly recommended that the Chair be notified of intended absences. This form may be also used for that purpose, and Departments may, at their discretion, require all members of the faculty to submit the form.

NC August 2006