Academic Personnel

Shared Leave – Librarians

The shared leave program allows you to receive donations of annual leave, sick leave, or personal holiday hours from other employees if you will need to take leave without pay or terminate from employment because of a qualifying situation. These leave donations are termed “shared leave”.

Shared leave recipients and donors must meet certain eligibility requirements and follow University of Washington (UW) procedures to request to receive or donate shared leave. UW employees may receive shared leave from and donate leave to UW employees, Washington state agency employees, and employees of Washington state school districts and educational service districts. All requests to donate and receive shared leave are subject to the supervisor’s or administrator’s approval. You may receive and use a maximum of 522 days of shared leave during your entire period of state employment.

Receive Shared Leave

To be eligible to receive shared leave:

  1. You must have or experience a qualifying condition listed in the table below, and
  2. You must have used or will shortly deplete your personal holiday, compensatory time, and/or discretionary leave, and
  3. You must have used or will shortly deplete the paid leave you are eligible to use based on the qualifying condition (see table below).
Qualifying Conditions You must have used or be about to use all of your:
You have a severe, extraordinary, or life-threatening illness or injury Annual and sick leave
You have caregiver responsibilities for a relative or a household member with a severe, extraordinary, or life-threatening illness or injury
You are a victim of domestic violence, sexual assault, or stalking
You are called to serve in the uniformed services of the United States Annual and military leave
You are serving as an approved emergency worker Annual leave

Uniformed Services Shared Leave Pool – Eligibility

When you are called to serve in the uniformed services of the United States, in addition to shared leave that you may receive from another employee, you may request to receive leave hours from the state’s Uniformed Services Shared Leave Pool (USSLP). The following requirements must be met to receive shared leave from the pool:

  • There must be leave available in the pool;
  • You must have or will shortly deplete available paid military leave, compensatory time, annual leave, personal holiday;
  • Your monthly military salary must be less than your state monthly salary (see WAC 357-31-650).

Regardless of your monthly state salary and your military salary, you may be eligible for up to eight hours per month of shared leave to continue your insurance coverage under the Public Employee’s Benefit Board.

Request to Receive Shared Leave

If you meet the requirements outlined above, contact your unit administrator for guidance about the leave request process.

Leave Use and Accrual While on Shared Leave

Your monthly annual and sick leave accruals will be used as they are earned before donated shared leave is used. Employees who are on the payroll for at least eight hours in the month will continue to receive employer-paid insurance benefits. Employees who receive shared leave may retain up to 32 hours of it to use over a four (4) month period, at eight (8) hours per month, specifically for the purpose of retaining insurance benefits.

Returning to Work After Being on Shared Leave

If you have been on shared leave because of a serious health condition and are now able to return to work, submit your healthcare provider’s return to work authorization to the Academic Human Resources Operations Office, including confirmation from the health care provider that the illness or injury is resolved. If your health care provider recommends a gradual return to work, partial use of shared leave may be approved according to your individual situation. Any unused hours of shared leave will be returned to the donors, and your leave records adjusted accordingly.

Returning Unused Shared Leave

Any donated shared leave that is not used and will no longer be needed must be returned to the donor(s) at its original value. The UW must receive a statement from the employee’s health care provider verifying that the illness or injury is resolved before unused shared leave for illness or injury is returned.

Donating Leave

You may donate leave to another eligible UW employee, Washington state agency employee, or Washington state school district or educational service district employee. Leave donation requirements are as follows:

Type of Leave Leave Donation Requirements
Annual Leave You may donate four (4) or more hours of annual leave, as long as you retain an annual leave balance of at least ten (10) days after the donation is deducted.
Sick Leave You may donate four (4) or more hours of sick leave as long as you retain a sick leave balance of at least 176 hours after the donation is deducted.
Personal Holiday You may donate four (4) or more hours of the personal holiday. Any personal holiday hours not donated must be used at one time within the current calendar year.

Uniformed Services Shared Leave Pool Donations

You may request to donate leave hours to the state’s Uniformed Services Shared Leave Pool (USSLP). Donations of leave to the state’s uniformed services shared leave pool are permanent and are never returned to a donating employee.

Request to Donate Leave to an Individual or to the Uniformed Services Shared Leave Pool

Contact your unit administrator for guidance about the leave donation process.

Additional Information