Community Service Leave

Policy

In recognition of the State's diverse needs for volunteers to support schools, communities, citizens and non-profit organizations, and recognizing the commitment of State employees to engage in volunteer service, Community Service Leave, within the parameters outlined below, may be granted to:

  • parents for child involvement in the schools (as defined below)
  • any employee for volunteer activity in the schools or in a Community Service Organization (as defined below), or
  • any employee for tutoring and mentoring in the schools.

Print Community Service Leave Form (DOC, 24KB)

Definitions

Following are definitions of terms used in this policy:

School (public or private)

One that is authorized to operate under the laws of the State of North Carolina and is:

  • an elementary school,
  • middle school,
  • high school, or
  • a child care program

A son or daughter who is:

  • a biological child
  • an adopted child
  • a foster child
  • a step-child
  • a legal ward
  • a child of an employee standing in loco parentis

Community Service Organization

A non-profit, non-partisan community organization which is designated as an IRS Code 501(c)(3) agency, or a human service organization licensed or accredited to serve citizens with special needs including children, youth, and the elderly.

Advisory Note: Although religious organizations may be 501(c)(3) agencies, this leave does not apply to activities designed to promote religious beliefs.

Covered Employees and Leave Credits

Community service leave replaces the current child involvement leave. With approval of the supervisor, an employee is eligible for Community Service Leave as follows:

  • Full-time, permanent, probationary, trainee, or time-limited = 24 hours/year OR 1 hour/week (up to a max of 36 hrs) for mentoring/tutoring (as outlined below)
  • Part-time (half time or more) permanent, probationary, trainee, or time limited = Prorated, equal to percentage of full-time amount
  • Temporary, intermittent, or part-time (less than half-time) = None

The twenty-four hours (24) of paid leave shall be credited to each employee on January 1 of each year, unless the employee chooses the mentoring/tutoring option. New employees shall be credited with leave immediately upon their employment, prorated at two hours per month for the remainder of the calendar year.

Employee Option for Tutoring and Mentoring

In lieu of the twenty-four (24) hour award as noted above, an employee may choose to tutor/mentor in a school. Leave under this option shall be used exclusively for tutoring or mentoring a student in accordance with established standards rules and guidelines for such arrangements as determined and documented by joint agreement with the school and the University Supervisor.

The amount of community service leave for tutoring/mentoring is one (1) hour of community service leave for each week, up to a maximum of 36 hours, that schools are in session as documented by the elected board of the local education agency or the governing authority of any non-public school.

Under the tutoring/mentoring option, the employee may use up to one hour of Community Service leave per week. This time is inclusive of the time needed to travel to and from the school site. If more than one hour is necessary, then the employee could arrange with the supervisor to use lunch time, compensatory time, or annual leave to account for time not worked over the one hour per week allowance.

Print Community Service Leave Tutoring/Mentoring Option Form (DOC, 24KB)

Changing Options

If an employee chooses to change options during the calendar year, the maximum hours that may be granted is the maximum allowed under the new option chosen minus the amount already used.

Community service, for this purpose, is:

  • meeting with a teacher or administrator concerning the employee's child,
  • attending any function sponsored by the school in which the employee's child is participating. This provision shall only be utilized in conjunction with non-athletic programs that are a part or supplement to the school?s academic or artistic program,
  • performing school-approved volunteer work approved by a teacher, school administrator, or program administrator, or
  • performing a service for a community service organization.

Advisory Note: Service does not include activities designed to promote religious beliefs such as teaching or leading religious assemblies or in raising funds to support religious activities. Service would include activities supported by religious organizations such as working in soup kitchens, homeless shelters or other community activities.

Approval of Leave

Employees must receive approval from their supervisor to use this leave. The supervisor or other University management may require that the leave be taken other than that requested, based on the needs of the University. (See form attached) (DOC, 24KB)

Records

Supervisors who approve such activities shall maintain a record for each employee under his/her supervision. Employee must record the time on the monthly time sheet using the appropriate leave code.

Inter-Agency Transfer

If an employee transfers to another State agency, any balance of community service leave not used shall be transferred to the new agency.

Noncumulative

Leave not taken in a calendar year is forfeited; it shall not be carried over into the next calendar year.

Separation

Employees shall not be paid for this leave upon separation.

Partisan Political Involvement

Partisan political activity during University time and the use of State equipment or supplies for such a purpose are not permitted. Special care must be taken to avoid any possible interpretation that the University is, in fact, permitting time off and in so doing supporting a political candidacy. Political activity must be in accordance with G.S. 126-13 of the State Personnel Act.

Steps to Participate in Tutoring/Mentoring Option

  • Employee meets with Supervisor and receives permission to proceed.
  • Employee complete top part of form (must be done annually, part A).
  • Employee sends form to school official to complete part B.
  • Form is returned to Employee who presents it Supervisor for approval (part C).
  • Supervisor sends copy of approved form to the Office of Human Resources.