Overview
Leave without pay is a temporary non-pay status and absence from duty, which is sometimes termed “LWOP” or “unpaid leave.” The information on this page applies to leave without pay that is discretionary and not an entitlement such as a leave associated with FMLA. LWOP may be full-time with no pay or part-time with the individual’s pay temporarily reduced commensurate with the duration and percentage of approved leave.
Faculty may use LWOP for a variety of reasons, including:
- Personal reasons (e.g., family obligations or pursuing interests relevant to job duties and responsibilities)
- Parental leave, including adoption and foster placement in circumstances where FMLA is not applicable
- Family care leave in circumstances where FMLA is not applicable
- When state or federal leave entitlements are not applicable or have been exhausted and faculty member needs continued leave
- Paid sick time off allotment has been exhausted
- Medical condition does not qualify for paid sick leave use
- As a form of disability accommodation, determined and approved in the course of the interactive process with the Disability Services Office (DSO) and the faculty member’s unit
Consecutive Quarter Limits
Faculty with a 9-month service period (Sept 16-June 15) are limited to 6 consecutive quarters of LWOP. Faculty with a 12-month service period (July 1-June 30) are limited to 8 consecutive quarters of LWOP. Consecutive quarters are those that ‘touch’, for instance, Autumn/Winter or Winter/Spring. For 9-month faculty, Spring/Autumn would be considered consecutive quarters. For 12-month faculty, consecutive quarters would also include Spring/Summer and Summer/Autumn.
LWOP, of any duration or percentage, taken within a given quarter counts against the consecutive quarter limit. For instance, a leave from October 1 through November 30–while less than a full quarter–would count as one quarter against the consecutive quarter limit. LWOP that crosses academic quarters will count as two quarters against the consecutive quarter limit. For example, a LWOP between March 1 and April 1 touches both Winter and Spring Quarters and would, therefore, count as two quarters against the consecutive quarter limit.
A faculty member who has exhausted their consecutive leave eligibility is expected to return for a minimum of one full academic year before requesting additional leave. A request for LWOP beyond the consecutive quarter limit requires advanced review and approval by the Office of Academic Personnel. Units should work with Academic Human Resources (apleaves@uw.edu) to coordinate exceptional review prior to initiating the Workday business process.
Considerations and Exclusions
Mandatory review – Leave without pay for personal reasons is generally not permitted in the year the faculty member is going through mandatory review for promotion and/or tenure.
Parental leave without pay – For more details on parental leave without pay, please check with your unit. They may require that parental leave be taken as one continuous period of time away from work.
Patterns of use – Leaves requested under this policy should not be used in a manner that changes the individual’s fundamental appointment relationship with the UW. A pattern of recurring use that results in a non-temporary, alternate work arrangement (e.g., leave every Spring quarter) would not be appropriate.
Sabbatical leave – sabbatical or professional leave is not a LWOP and, therefore, does not count against the consecutive quarter limit.
Application and Review
To apply, the individual requesting LWOP will complete the Leave without Pay Request Form as instructed and submit it to their unit who will coordinate review, approvals, and processing in Workday. LWOP requests are reviewed by the chair/director/campus dean; if supported, the request goes to the dean/chancellor who will review and have final approval authority except in cases where exceptional review by the Office of Academic Personnel is required.
Whenever possible, requests should be submitted at least 30 calendar days before the proposed leave begins. A separate form is needed for each academic year associated with the leave. In other words, a leave that crosses academic years requires two request forms.