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Classified and Certificated Personal Leave Protocols

Certificated Staff Personal Leave Protocol

Option 1 – The certificated staff member’s request does not require the use of more than three (3) personal leave days for the current school year:

Step 1 – The staff member submits a request for Personal Leave via AESOP.

Step 2 – AESOP puts the request on hold and awaits approval from the staff member’s immediate supervisor. It is recommended that the staff member contact their supervisor directly to expedite the approval process so that AESOP can assign a qualified substitute in a timely manner.

Step 3 – The staff member’s supervisor reviews the request following the Administrator Review Criteria.

Administrator Criteria:
1. The request for personal leave is made at least 3 days in advance.
2. The request for personal leave does not exceed 3 days, and the staff member has sufficient personal leave available for the balance of the request.
3. There are no more than 10% of certificated staff members scheduled to be absent during the days(s) of the request.
-OR 4.  The administrator determines that they can support the personal leave request even though Criteria 1, Criteria 2 and/or Criteria 3 have not been met.

Step 4 – The supervisor approves the request via AESOP, and a sub (if needed) is assigned.
If the supervisor cannot approve the personal leave request based on the above criteria:
1. The supervisor notifies the staff member.
2. The staff member has the option to make a written request (via e-mail or letter) to the Superintendent for personal leave approval.
3. The Superintendent reviews the request to determine if the unique and/or special nature of the request warrants approval.

Important Notes:
Personal leave may be taken in half-day (subject to availability of half-day subs) or full-day increments only.
In unusual situations where prior notice is not possible, personal leave approval shall be sought immediately upon return to work.

Option 2 – If the certificated staff member’s personal leave request requires the approval of a 4th day of personal leave (per the LCEA Collective Bargaining Agreement):

Step 1 – The staff member contacts their supervisor (in person) regarding the personal leave request with the reason they are seeking approval and submits a written request to the Superintendent for review.

Step 2 – The Superintendent reviews the request to determine if the unique and/or special nature of the request warrants approval.
If the personal leave request is approved:
1. The employee enters the request in AESOP, noting the Superintendent’s prior approval.
2. AESOP puts a hold on the request until the supervisor approves the request in the system. Upon approval, a sub (if needed) is assigned.

Important Notes:
Personal leave may be taken in half-day (subject to availability of half-day subs) or full-day increments only.
In unusual situations where prior notice is not possible, personal leave approval shall be sought immediately upon return to work.

Classified Staff Personal Leave Protocol

Step 1 – Staff member submits a request for Personal Leave via AESOP.

Step 2 – AESOP puts the request on hold and awaits approval from the staff member’s immediate supervisor. It is recommended that the staff member contact their supervisor directly to expedite the approval process so that AESOP can assign a qualified substitute in a timely manner.

Step 3 – Staff member’s supervisor reviews the request following the Administrator Review Criteria.

Administrator Criteria:
1. The request for personal leave is made at least 3 days in advance.
2. The request for personal leave does not exceed 3 days and the staff member has sufficient personal leave available for the balance of the request.
3. There are no more than 10% of classified staff members scheduled to be absent during the days(s) of the request.
-OR 4. The administrator determines that they can support the personal leave request even though Criteria 1, Criteria 2 and/or Criteria 3 have not been met.

Step 4 – The supervisor approves the request via AESOP, and a sub (if needed) is assigned.
If the supervisor cannot approve the personal leave request based on the above criteria:
1. The supervisor notifies the staff member.
2. The staff member has the option to make a written request (via e-mail or letter)
to the Superintendent for personal leave approval.
3. The Superintendent reviews the request to determine if the unique and/or special nature of the request warrants approval.

Important Notes:
Personal leave may be taken in one hour increments.
In unusual situations where prior notice is not possible, approval of personal leave should be sought immediately upon return to work.

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