Leave Sharing FAQ (5/14/2020)

What is the Leave Sharing Program? 

The Leave-Sharing Program enables eligible employees to donate accrued, unused Annual Leave for use by co-workers for whom a medical emergency or major disaster requires them to be absent from work. The Program allows an eligible employee much needed time to recover from a medical emergency or major disaster while receiving paid leave.  

Why is Gallaudet University implementing the Leave Sharing Program?

Gallaudet cares about our employees’ well-being. We understand that paid time off runs out quickly when employees require extended time off due to a medical emergency or major disaster. It can create financial hardship. This program will reinforce the importance of sharing responsibilities to support one another in times of need.

The Leave Sharing Program has been a long-time request by employees. We are very pleased to be announcing the implementation of this program.


Who is eligible to participate in the Leave Sharing Program?

This program is available to regular status and extended temporary staff and teachers.


Who can donate to the Leave Sharing Program?

Eligible employees with accrued and unused annual leave may donate to the Leave Sharing Program. Annual leave donations are encouraged as it will not be possible for staff and teachers to apply from the program without donated annual leave.


How can I donate annual leave?

Please complete the Leave Donation Form and send it to hr@gallaudet.edu. It is important to note that after you donate annual leave that you must have a minimum 80 hours of annual leave remaining in your balance. Once you donate annual leave, the decision is irrevocable. 


Who can apply for annual leave through the Leave Sharing Program?

In order to be eligible, employees must meet the following criteria:

  • Be employed with Gallaudet University for a minimum of six months.

  • Have exhausted all other available paid leave; and 

  • Have a situation that meets the following:

    • o   Medical emergency, defined as a medical condition of the employee or an immediate family member that will require the prolonged/extended absence of the employee from duty and will result in a substantial loss of income to the employee due to the exhaustion of all paid leave available. An immediate family member is defined as any family member under the District of Columbia Family and Medical Leave Act (see A&O 4.19); or

    • o   Major disaster, defined as a disaster declared by the President of the United States under §401 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (the Stafford Act), or as a major disaster or emergency declared by the President pursuant to 5 U.S.C. §6391 for federal government agencies. An employee is considered to be adversely affected by a major disaster if the disaster has caused severe hardship to the employee and/or to a family member of the employee that requires the employee to be absent from work.

How can I request Donated Leave?

Please complete the Leave Request Form and send it to hr@gallaudet.edu. A committee, which will consist of an HR Manager, Director of Equal Opportunity Programs, and a Gallaudet Staff Council or Clerc Center Employee Relations representative, will review the request form(s) and will present the recommendation to the Executive Director of Human Resources. It is important to understand that there is no guarantee that there is sufficient donated leave in the program as it is a voluntary program.


Can I obtain Donated Leave concurrently with other paid leave?

No. You must exhaust all forms of paid leave, including annual leave, sick leave and floating day, before you can obtain Donated Leave. If you apply for benefits under the DC Paid Family leave program, you must be placed on leave without pay through Gallaudet University. You cannot obtain benefits concurrently.


What happens if there is no Donated Leave in the program?

Unfortunately, without Donated Leave, we won't be able to approve the Donated Leave request from employees in need. Human Resources will make effort to request Donated Leave from employees.

The value of each employee's annual leave can vary depending on the salary. Will this still be an hour by hour tradeoff?

No. When an employee donates annual leave, it will be converted to dollar amount. For example, Employee A earns $83,200 annual which translates to $40 per hour. Employee A donates 80 hours of annual leave to the Leave Sharing Program. The total value of Employee A's Donated Leave is $3,200. Employee B applies for Donated Leave after experiencing a medical illness. Employee B earns $20 per hour. Employee B is requesting 160 hours which translates to $3,200. Employee B can receive 160 hours of Donated Leave thanks to Employee A's donation. 

Will the identity of the Leave Recipient be confidential?

Yes. Upon receipt of the Leave Request Form, Human Resources will remove any indication of the employee's identify before it is shared with the committee for review.

Gallaudet

800 Florida Avenue NE
Washington, DC 20002

Gallaudet

800 Florida Avenue NE
Washington, DC 20002