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POLICY 06:07:14

EDUCATIONAL LEAVE

This policy is consistent with Tennessee Board of Regents Policy No. 5:01:01:13

Purpose

The purpose of this policy is to establish the criteria and process regarding educational leave for employees at Pellissippi State Community College governed by the Tennessee Board of Regents.

Policy

  1. Introduction
    1. It is the policy of Pellissippi State Community College to provide time off to
      regular college employees, to continue their education and/or participate in
      research, grants, or fellowships on a full-time basis.
    2. Requests for educational leave for regular employees must be approved in
      advance by the president. Such approval must specify the length of the leave
      which normally should not exceed twelve (12) months.
    3. Each request for leave will be evaluated on its own merits and approval will
      depend upon the evidence provided as to the enhancement of the employee’s
      value to the college resulting from the leave.
    4. Leave of absence for periods exceeding one (1) year may be granted upon
      recommendation of the president and approved by the Chancellor as stated in
      TBR Policy 5.01.01.03.
  2. Educational Leave of Absence with Pay
    1. Employees on educational leave of absence and receiving compensation through
      the payroll system of the college, regardless of the original source of the funds,
      are eligible for the following benefits:
      1. Retirement (Refer to Section IV. of this policy, Retirement Credit, for
        procedures to request retirement credit.)
        1. Regular full-time employees who have received final approval
          from the college and the Tennessee Consolidated Retirement
          System (TCRS) for the period of the leave will continue to accrue
          creditable service and/or to have employer contributions paid on
          their behalf.
        2. Individuals who receive TCRS approval and who continue in the
          retirement program should not participate simultaneously in any
          other retirement system.
        3. Employees whose request for retirement credit is denied by TCRS
          will be removed from participation in the retirement program for
          the duration of the leave.
      2. Basic Group Insurance
        1. Employees on approved educational leave who receive
          compensation from the college may continue their participation in
          the basic group insurance program.
        2. The employee’s portion of the premium will be withheld by payroll
          deduction and the college will pay the employer’s portion.
        3. The amount of the deduction and scheduled life insurance
          coverage will be the deduction and life schedule in effect
          immediately prior to the beginning of the leave.
      3. Other Group Insurance
        1. Employees on approved leave with pay may, at their option,
          continue membership in other group insurance plans available to
          active employees.
        2. In all such plans except the group medical/life insurance plan noted
          above, the full cost of the plan is born by the employee.
        3. These premiums will be withheld by payroll deduction in
          accordance with established procedures.
      4. Unemployment Compensation Benefits
        1. The college will provide unemployment benefits based on the
          provisions of State and Federal unemployment compensation acts.
      5. Social Security
        1. Employees will continue participation in Social Security with
          coverage and applicable taxes based on the compensation paid
          during the leave.
      6. Federal Withholding Tax
        1. Federal withholding taxes will be based on compensation paid to
          the employee during the leave and upon the applicable withholding
          tables.
      7. Longevity Pay
        1. Employees on approved educational leave with pay are considered
          to be eligible for longevity pay, and payments will be made on the
          regular schedule.
      8. Educational Assistance
        1. Refer to the eligibility requirements contained in the various
          programs of TBR Guideline P-130.
    2. Employees on educational leave are not eligible to accrue or use annual, sick or
      other leave benefits during the period not worked.
  3. Educational Leave of Absence without Pay
    1. Employees on an approved educational leave of absence and receiving no
      compensation from the college are eligible for the following benefits:
      1. Retirement (Refer to Section IV. of this policy, Retirement Credit, for
        procedures to request retirement credit.)
        1. Employees who have received approval from the college and
          TCRS will receive retirement credit for the period of the leave.
      2. Basic Group Insurance
        1. Employees on approved educational leave without pay are eligible
          to continue their participation in the group medical/life insurance
          program.
        2. If they elect continuation of coverage, employees must pay both
          the employee and employer share of the premium.
        3. The Administrative Affairs division (Payroll and the office of
          Human Resources) will bill the employee for the full premium, in
          advance, on a monthly basis.
        4. The rate of contribution and the life insurance coverage will be the
          rate and life schedule in effect immediately prior to the beginning
          of the leave.
      3. Other Group Insurance
        1. Employees on approved leave without pay may, at their option,
          continue membership in other group insurance plans available to
          eligible employees.
        2. In all such plans, the full cost of the plan is born by the employee.
      4. Educational Assistance
        1. Refer to the eligibility requirements contained in the various
          programs of TBR Guideline P-130.
    2. Employees on an approved educational leave of absence and receiving no
      compensation from the college are not eligible for the following benefits:
      1. Unemployment Compensation Benefits
        1. Unemployment benefits will not be provided for employees who
          do not receive compensation from the college while on leave.
      2. Social Security
        1. The college will not make any contributions during a leave without
          pay.
      3. Longevity Pay
        1. Longevity is not payable during a leave of absence without pay,
          nor is the period considered as eligible service.
      4. Leave Benefits
        1. Employees on educational leave are not eligible to accrue or use
          annual, sick or other leave benefits during the period not worked.
      5. Educational Assistance
        1. Refer to the eligibility requirements contained in the various
          programs of TBR Guideline P-130.
  4. Retirement Credit
    1. An Application for Retirement Credit for Educational Leave of Absence form
      should be submitted along with a written request for a leave of absence to the
      president. If the leave request is approved, the application for retirement credit
      should then be forwarded to the Tennessee Consolidated Retirement System. The
      TCRS Board of Trustees is responsible for granting final approval for retirement
      credit.
    2. To be considered for retirement credit, the leave must be for the purpose of
      attending school or engaging in academic research related to employment, and
      must be intended to increase the employee’s usefulness to the college. Approval
      by TCRS is granted conditionally upon the employee’s immediate return to
      employment after the leave for a period of at least one year of service. An
      individual may not receive retirement credit for educational leave in excess of two
      years during the individual’s lifetime.
    3. Example of the types of leave which will be considered for retirement credit is as
      follows:
      1. The leave is for formal study at an institution of higher education leading
        to an advanced degree in a field relevant to the faculty/staff member’s area
        of professional responsibility.
      2. The leave is for a formal period of research or post- doctoral study in a
        field related to the faculty/staff member’s area of professional
        responsibility. Such leaves will include, but not be limited to, periods of
        study supported by grants, such as the Guggenheim, Fulbright-Hays,
        Rockefeller Foundation, or Ford Foundation fellowship.
      3. In rare cases, retirement credit will be allowed for an approved educational
        leave for formal study leading to an undergraduate degree or professional
        certification directly related to enhancing an employee’s ability to perform
        his/her job. A written statement justifying the leave must be provided and
        approved by the president.
    4. When retirement credit is approved for a leave of absence which occurs after
      1981, creditable service and/or contributions during the leave will be handled in
      the following manner:
      1. Employees Receiving Compensation
        1. TCRS Member Creditable service in TCRS will be granted for the
          period of the leave and the employer contribution will be made
          based on the rate in effect during the period of the leave and the
          annualized salary in effect immediately prior to the educational
          leave; however, employer provided employee contributions will
          not be credited to the employee’s account.
        2. ORP Member Employer contributions equal to 10% (11% of salary
          above the Social Security wage base) of the annualized salary in
          effect immediately prior to the educational leave will be made.
      2. Employees Receiving No Compensation
        1. >TCRS Member Creditable service will be granted but no employer
          contributions will be made during the leave period.
        2. ORP Member Employer contributions equal to 10% (11% of salary
          above the social security wage base) of the annualized salary in
          effect immediately prior to the educational leave will be forwarded
          to the ORP.
        3. If the employee is an ORP member and does not return to service
          following the educational leave of absence, the college should
          request a refund from the ORP vendor(s) of the employer
          contributions which were made during the leave period.
        4. If retirement credit is approved for a leave of absence which
          occurred prior to July 1981, the TCRS member must pay employee
          contributions plus interest based on the salary earned in the year
          immediately prior to the commencement of the leave; the ORP
          member must contact the TCRS Prior Service Section directly to
          initiate an individual calculation.
    Sources: TBR Policy 05:01:01:13; T.C.A. § 49-8-203Adopted by TBR June 25, 1993. Source: TCA 2-1-106
    Revised by TBR June 25, 1993
    Revised by TBR October 2, 1998
    Reviewed/Recommended: President’s Council, November 27, 2023
    Approved: President L. Anthony Wise, Jr., November 27, 2023

Pellissippi State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, sex, sexual orientation, gender identity/expression, pregnancy, disability, age (40+), status as a protected veteran, genetic information, or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to all employment and education programs and activities. View the nondiscrimination policy. For questions or concerns, please contact George Underwood.