DOCUMENT CONTROL AND INDEX

TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

This policy consolidates the procedure and institutional schedule for Casual Leave, Earned Leave, Medical Leave, statutory maternity benefits, On Duty, Special Leave, Compensatory Off, Vacation and long Leave on Loss of Pay for teaching faculty. It supports academic continuity, employee welfare, transparent approval and reliable digital leave records.

2. PURPOSE

To provide clear entitlements, eligibility, approval, workload arrangement, documentation, credit, encashment and return-to-duty rules while ensuring that no institutional clause reduces a benefit or protection mandated by applicable law.

3. SCOPE

All teaching faculty and, where expressly stated, academic administrators. Non-teaching staff shall follow the separate HR/service rules applicable to their category.

OBJECTIVES

4. OBJECTIVES

• Provide predictable, fair and documented leave administration.
• Protect academic continuity through prior application and approved workload arrangements.
• Recognise health, maternity, professional development, examination and institutional-duty needs.
• Maintain accurate balances, approvals, supporting documents and audit trails in the approved portal.
• Prevent retrospective regularisation except for genuine and documented emergencies.
• Harmonise institutional benefits with applicable employment and maternity law.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Leave is availed after approval except where a genuine emergency makes prior approval impossible.
2. Leave approval considers entitlement, supporting evidence, academic continuity and institutional need.
3. No employee shall alter attendance, biometric or leave records outside the authorised process.
4. Health information shall be handled confidentially and accessed only by authorised persons.
5. Statutory entitlements and more beneficial legal provisions prevail over inconsistent internal wording.
6. Rejection, postponement, exceptional approval and balance correction shall be reasoned and recorded.

6. GENERAL POLICY COMMITMENT

The Institution shall implement this policy through approved roles, adequate resources, documented procedures, transparent communication and measurable review. Decisions and exceptions shall be recorded and authorized by the competent authority.

GENERAL LEAVE PROCEDURE

7.1 APPLICATION AND APPROVAL

• All leave shall be applied through the approved portal/form to the Dean, HOD or Section Head before commencement.
• Applications submitted at least two working days in advance should be decided and communicated before commencement where practicable.
• Faculty shall state class, laboratory, mentoring, examination and administrative arrangements.
• More than two days of leave in a month during the active academic period requires prior approval of the Principal unless covered by statutory leave or emergency.
• An extension request shall be submitted before the current leave expires.
• In genuine emergency, immediate communication is mandatory and post-facto documentation shall be submitted on return.

CASUAL LEAVE (CL)

7.2 ENTITLEMENT AND CONDITIONS

CL is intended for short personal needs and shall not be used to regularise habitual late attendance or unauthorised absence.

EARNED LEAVE AND MEDICAL LEAVE

7.3 EARNED LEAVE (EL)

• 12 days may be credited for the approved EL year, ordinarily in two phases of six days, subject to HR configuration and service eligibility.
• New employees receive pro-rata credit.
• EL shall normally be applied at least two working days in advance; minimum one day.
• Intervening holidays may be counted as EL; prefix/suffix holidays may be excluded under the approved rule.
• Encashment, if approved, shall follow payroll rules, qualifying balance, Basic + DA basis where applicable, statutory deductions and annual approval.
• Payment to a legal heir in the event of death shall follow law and documented succession requirements.

7.4 MEDICAL LEAVE (ML)

• ML is intended for serious illness/hospitalisation-level conditions and normally requires a minimum of three days.
• Certified medical records and discharge summary may be required.
• ML may accumulate up to the approved ceiling, currently 180 days, subject to HR verification.
• Long medical absence and fitness to resume duty shall be handled through competent medical advice, law and Management approval.

MATERNITY AND RELATED STATUTORY BENEFITS

7.5 STATUTORY COMPLIANCE

Maternity benefit shall be administered in accordance with the Maternity Benefit Act, 1961 as amended, and any other law applicable to the employee and establishment. Eligible employees shall receive the statutory duration and protection, including the enhanced benefit applicable under law. Institutional forms shall not restrict a statutory entitlement to a shorter period.

7.6 ADMINISTRATION

• The employee shall submit notice and medical documentation through the confidential HR process.
• Pre- and post-delivery periods, adoption/commissioning-mother benefits, miscarriage/medical termination and nursing/creche provisions shall follow applicable law.
• Payment timing, job protection and return-to-work arrangements shall comply with law.
• No unlawful bond, penalty, denial of statutory wage or adverse employment action shall be imposed for availing a legal entitlement.
• Flexible duty or work-from-home may be considered where legally permissible, operationally suitable and mutually agreed.

ON DUTY (OD) AND SPECIAL LEAVE (SL)

7.7 INSTITUTIONAL ON DUTY

• Normally up to 15 days per year for approved institutional work, project, consultancy or deputation; additional days require Principal approval.
• Prior permission and a post-activity report are required.

7.8 UNIVERSITY/EXAMINATION DUTY

• OD may be granted for valuation, invigilation, practical examiner and approved university work.
• Normally up to five days per semester and ten days per academic year; exceptions require Principal approval.
• Invitation/appointment and attendance certificate shall be submitted.

7.9 SPECIAL LEAVE

• Up to 12 days in the approved academic year for FDP of substantial duration, conference presentation/participation, workshop, seminar, external BoS, RAC/DC membership, resource-person or session-chair duty.
• Prior approval and relevant invitation/proof are mandatory.
• Participation/presentation certificate and brief outcome report shall be submitted on return.
• Additional deputed training days require Dean recommendation and Principal approval.

COMPENSATORY OFF AND VACATION

7.10 COMPENSATORY OFF

• Applicable for authorised duty performed on a declared holiday.
• Full-day or half-day credit requires the corresponding approved working duration.
• It shall normally be availed within 60 days and is not automatically encashable.
• University examination duty on a holiday may earn one day with COE certification and Principal approval under the notified rule.
• Duty outside campus on a holiday requires prior approval and evidence.
• Academic administrators may be excluded where their post already requires holiday availability.

7.11 VACATION LEAVE

• Eligibility normally requires one year of service and at least 75% physical attendance during the relevant preceding semesters, subject to approved exceptions.
• The current teaching-faculty schedule provides up to 14 days after the odd semester and 14 days after the even semester, as notified.
• Faculty shall be on duty on the last working day before and first working day after vacation unless separately approved.
• Leave is not ordinarily combined with vacation.
• Work during vacation does not automatically create compensatory off. Where an administrator is formally denied vacation for institutional need, conversion to EL may be considered under the approved 3:1 rule.

LONG LEAVE, LOSS OF PAY AND RETURN TO DUTY

7.12 LONG LEAVE ON LOSS OF PAY

• An employee with at least three years of continuous service may apply for long leave up to one year for higher studies or compelling personal commitments.
• Approval depends on academic continuity, replacement, service record and Management decision.
• Any service commitment or recovery clause shall be lawful, reasonable, documented and approved before leave begins.
• Unauthorised overstay may be treated as absence and may affect continuity after notice and due process.

7.13 RETURN AND FITNESS

• Faculty shall submit a joining report and required certificates immediately on return.
• Fitness certification may be required after prolonged illness or where safety is relevant.
• Handover records, pending assessment and student responsibilities shall be resumed or formally reassigned.

7.14 DIGITAL RECORDS

The leave portal shall preserve application, balance at application time, recommendation, approval, reason, workload arrangement, supporting document access, balance transaction and payroll effect. Corrections require authorised reason and audit history.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• The Management/Principal approves the policy, exceptional long leave and authorised deviations.
• HR maintains balances, service eligibility, payroll effects, records and legal compliance.
• Dean/HOD/Section Head verifies workload arrangements and recommends leave.
• Faculty apply on time, provide truthful information and complete handover.
• COE certifies approved examination duty; R&D/Dean certifies academic or project duty.
• IT/portal administrators maintain role access, timestamps, audit and backup without deciding entitlement.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Faculty submits the prescribed online/form application with dates, leave type, reason, proof and workload arrangement.
2. Recommending authority verifies balance, class/lab/examination coverage and operational impact.
3. Approving authority records approval, rejection or request for clarification before commencement where practicable.
4. In an emergency, faculty informs the HOD/authority immediately and submits the formal application and proof on return.
5. Extension is requested before the approved leave expires; long-leave extension reaches the Principal at least 15 days before the expected return.
6. On return, faculty submits joining/attendance/activity documents where required and resumes assigned duties.
7. HR/portal updates balance and payroll effect with a complete audit trail.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Leave applications, recommendations, approvals and rejection reasons
• Leave balance ledger and pro-rata credit records
• Medical, maternity and supporting certificates with restricted access
• Workload/class arrangement and handover records
• OD invitation, permission, attendance certificate and activity report
• Compensatory-duty and vacation-work records
• Joining reports, service bonds only where lawful and specifically approved, and payroll/encashment records

11. MONITORING INDICATORS

• Timely application and approval rate
• Classes/labs reassigned without disruption
• Accuracy of leave balances and payroll adjustments
• Number of emergency/post-facto and unauthorised absence cases
• OD/special-leave evidence submission rate
• Grievances, legal exceptions and audit observations resolved

12. CONFIDENTIALITY, RETENTION AND ACCESS

Records shall be accurate, retrievable and protected against unauthorized alteration, disclosure or destruction. Access shall be role-based and limited to legitimate institutional need. Retention and disposal shall follow the approved schedule and applicable requirements.

13. NON-COMPLIANCE

Non-compliance may result in corrective action, withdrawal of access or benefit, recovery of loss, disciplinary action, referral to a statutory body or other proportionate action after due process.

REVIEW AND APPROVAL

14. REVIEW AND AMENDMENT

The policy owner shall review this document at the stated cycle or earlier due to changes in law, regulation, institutional structure, technology, risk, audit findings or stakeholder requirements. Amendments shall take effect only after approval and version control.

15. REFERENCES

• Institutional HR Policy and Service Rules
• Maternity Benefit Act, 1961 as amended and other applicable employment laws
• Applicable AICTE, UGC, Anna University and institutional service requirements
• Approved biometric attendance, workload and online leave procedures

16. APPROVAL AND SIGNATURES

This is a controlled institutional document. Printed copies are uncontrolled unless specifically stamped and issued by the authorized office.