1. Purpose

To define clear rules for availing paid leave, unpaid leave, leave of absence, and related procedures for all regular employees.

2. Eligibility

Applicable to all regular employees of the college.

3. General Guidelines

• Leave is not a right; approval depends on institutional requirements.
• Absence without approval invites disciplinary action.
• Leave year: January–December.
• All leave records will be maintained by the institution.
• Leave must be applied before proceeding on leave.
• In emergencies, employees must inform their reporting authority by phone and regularize the leave within 2 days of resuming duty.
• Leaves are credited in January. Earned Leave (EL): 5 days for teaching staff, 30 days for non-teaching staff.
• EL is available only after completion of probation/one year of service.
• Leave can be availed only based on available balance; unpaid leave allowed when balance is exhausted.
• Employees joining mid-year will receive leave on a pro-rata basis.

3.1 Unauthorized Absence

• Absence beyond sanctioned leave for 15 days without information will be treated as voluntary abandonment.
• A 3-step warning process will be followed:
  • 1st warning → after 7 days of no return
  • 2nd warning → after 7 more days
  • Final termination → after 7 days of no response
• Prolonged illness requires regular updates to the reporting authority.

3.2 Additional Rules

• Unapproved leave = Leave Without Pay (LWP).
• Weekends/holidays between sanctioned CL/EL are not counted as leave.
• Leave of next year cannot be used in the current year.
• Planned leave must be applied in advance; unplanned leave must be regularized on return.

4. Types of Leave

A. Casual Leave (CL)

• 12 days/year; after one year of service → 15 days/year.
• Pro-rata for new joiners.
• Minimum ½ day, maximum 3 days/month.
• More than 3 days → counted as EL.
• Cannot be carried forward or clubbed with other leave types.
• Apply 1 day in advance, and 1 week prior when applying for more than 2 days.
• Unused CL lapses at year-end.

Process

Apply to the Head of Institution; once approved, records are updated.

B. Earned Leave (EL)

• Apply 15 days in advance.
• EL credited in January.
• Carry-forward limit:
  • Up to 9 days;
  • Employees with 5+ years of service: up to 25 days.
• EL beyond this limit lapses.
• EL is not encashable; only to be availed.

C. Maternity Leave

• As per Maternity Benefit Act 2016:
  • 26 weeks total
  • 1 month full pay + remaining 22 weeks at 50% pay
  • Max of 2 pregnancies.
• Prenatal treatment leave (first 7 months) counted as normal leave.
• Can start up to 8 weeks before expected delivery.

Process

Submit leave application + doctor’s certificate; requires approval.

D. Paternity Leave

• Available to all regular male employees.
• 15 days paid, must be taken within 15 days of childbirth.
• Must be taken in one stretch.

Process

Apply at least 15 days before expected delivery; requires approval.

E. Leave Without Pay (LWP)

• Allowed when paid leave is exhausted.
• Max 15 days, subject to approval.
• Unapproved absence → disciplinary action + marked as LWP.
• Salary deducted for LWP days.

F. Compensatory Off

• Granted when work is done on national/festival/declared holidays with prior approval.
• Must be availed within 1 year, else lapses.

Process

Approval from senior management is mandatory. Inform reporting authority on the day of availing.

G. Sabbatical Leave

• Eligible after 2 years of service.
• Apply 45 days in advance.
• Not allowed once semester begins.
• Unpaid leave for 6 months to 1 year; extension only with approval.
• Employee cannot work within 100 km of the college during sabbatical.
• Pay on return resumes from existing level.
• Failure to return after sabbatical = treated as resignation.

5. Leave of Absence (Unpaid)

• For medical/personal reasons.
• Medical LOA requires prior application 20 days in advance (if foreseeable) + doctor’s certificate.
• Personal LOA can be taken for unforeseen reasons, max 6 weeks, subject to approval.

6. Cancellation of Leave

• Approved leave can be cancelled based on institutional needs.
• Communication will be sent to the employee; leave balance updated.

7. Extension of Leave

• Must inform the reporting authority in advance.
• Once approved, the reporting authority must inform the administrative office.
• Employee must regularize leave after return.
• Unapproved overstay = absence from duty → disciplinary action.
• Extended leave without approval = LWP.

8. Leave on Resignation/Termination

EL will be calculated up to the last working day and settled during full & final payment.

9. Policy Revision

The college reserves the right to modify or revise this policy as needed.