Taking time off for an event or activity during the work day
Last updated: May 8, 2025
This page applies to all staff.
The UW supports employee participation in work-related events and services such as orientations, trainings, online courses, and community building activities. This policy provides guidance about release time and manager approval of absence requests for work-related activities.
Release time
“Release time” is time during which an employee is released from their work duties and compensated at their regular rate of pay to attend staff training and development programming and other work-related activities. Participation is counted as part of an employee’s hours worked.
For work-related training and development
The University offers a range of staff training and development programs to assist employees in learning new job skills, improving job performance, and increasing promotional opportunities. Staff training and development classes are available to all staff. Examples of staff training and development programs include, but are not limited to, those offered by:
- UW Human Resources Office of Professional & Organizational Development
- UW Information Technology
- UW Medicine Organization Development and Training
- UW Office of Minority Affairs & Diversity
With manager approval, employees may be provided release time necessary to participate in such training and professional development for up to a maximum of 24 hours per quarter, plus travel time to and from class. Release time is prorated accordingly for part-time employees. Management-directed training is not included in this limitation on release time.
Employees who are not scheduled to work during the time a course is offered may participate in the course; however, no compensatory time off or additional compensation will be allowed.
Participation in staff training and development programs require manager approval. In reviewing employee training requests, managers should consider operational and departmental needs. If operational and/or departmental needs require denial of an employee’s request to attend staff training and development programs, or unanticipated operational and/or departmental needs preclude employees from attending classes as previously approved, the employee should be permitted to attend the course the next time it is offered.
If your collective bargaining agreement allows, time spent contributing to or participating in DEI-related activities will be considered work time. This may include participation in affinity groups, DEI committees and teams, and completion of trainings required by your collective bargaining agreement.
For union-related activities
Refer to your current collective bargaining agreement provisions on release time. Release time for union related activities is tracked as a distinct time off type in Workday or KRONOS for Medical Centers’ staff. Please see the Enter Absence User Guide for more information.
For complaint resolution processes
The University provides employees reasonable release time from their regular work schedules to participate in complaint resolution processes, following notification of appropriate administrative personnel. See UW APS 46.3 Resolution of Complaints against University Employees.
For accessing WA Employee Assistance Program services
The University of Washington supports the use of WA Employee Assistance Program (EAP) resources and services. If an employee is unable to secure an appointment with a WA EAP counselor, attorney, or financial consultant outside of work hours, the University may provide reasonable release time from their regular work schedules to access such services.
Employees should follow their department’s procedures for requesting release time and should provide as much notice as possible. Employees should work with their managers to ensure that time away from work does not impede critical operations.
For educational or professional leave
For longer term educational absences related to your employment, check your collective bargaining agreement for educational leave provisions or University policy on professional leave.
Absences for non-work-related events and service activities
The University of Washington is proud to support activities that celebrate our community like Whole U events, faculty seminars, and volunteer activities. Units are encouraged to be flexible in order to encourage employee participation in these events as they foster engagement in the workplace, leading to a happier, more productive workforce.
When non-work-related events and activities occur during your scheduled work hours, it is up to you to speak with your manager about the possibility of participating.
As is true for vacations and other personal absence requests, if the requested time off would impair departmental operations, the manager may deny the request. If your manager approves time off to attend the activity, you may use vacation time off, compensatory time, discretionary time off and holiday credit to cover the absence. Overtime exempt professional staff interested in requesting a partial day absence should review the Partial-Day Absence webpage.
Resources
Contact your HR Consultant with questions related to time off policies or if your specific time off need is not addressed above.