Time off and leaves for non-represented academic personnel
Table of Contents
Last updated: May 1, 2026
This page applies to non-represented academic personnel, excluding librarians and faculty. Leaves and time offs for represented academic personnel are governed by their respective CBAs:
- Postdoctoral Scholars collective bargaining agreement
- ACGME Residents and Fellows collective bargaining agreement
- Extension Lecturer collective bargaining agreement
- Service Employees International Union 925 – Libraries collective bargaining agreement
Employee rights and procedures
Notifying your manager
For foreseeable absences, faculty should provide notice at least ten days in advance of the absence, or as early as possible following your unit’s time off request procedure.
Documenting absences
Most leave and time off balances are recorded in Workday. Contact hrhelp@uw.edu or your unit’s Academic Partner if you need assistance submitting leave or time off requests and viewing absence records.
Maintaining benefits while on leave
To avoid interruption of benefits, academic personnel on leave can arrange to self-pay their insurance premiums if needed. Learn more on the Benefits web page or contact benefits@uw.edu with questions.
Non-ACGME Fellows
Academic titles governed by this policy:
- Fellow Non-ACGME
- Fellow Non-ACGME Stipend
If the applicable training grant provides more generous leave and time off than what is provided in this policy, the Fellow non-ACGME Stipend will be entitled to the leave and time off benefits offered by the training grant. Should a training grant not provide equal leave and time off benefits, then the Fellow non-ACGME Stipend is entitled to what is provided for in this policy. The academic appointing unit is responsible for providing funding for the leave and time off benefits if they are not otherwise covered by the applicable training grant.
Unpaid leave of absence
Full or partial unpaid LOAs will be at the University’s sole discretion and in accordance with NIH Ruth L. Kirschstein National Research Service award (“NRSA”) guidelines (if applicable).
Generally, leave may be approved for personal reasons related to medical or family care obligations. Leave will not be approved for outside work or in response to a loss of funding. If granted by the University, such leave shall not continue beyond the end of the appointment and does not extend eligibility in this title.
Vacation time off
Non-ACGME Fellows have 21 days of vacation time off front-loaded as their balance on their initial appointment start date.
If the appointment length is less than 12 months, vacation leave days are prorated. Vacation time off is to be applied for and approved in advance by the local unit.
Vacation time off may not be carried over upon reappointment and is not eligible to be paid out attermination.
Holidays
Non-ACGME Fellows receive paid time off for all UW holidays.
Individuals in these titles may join in the observance of all UW holidays. However, clinical responsibilities and educational requirements may necessitate an individual report for duty. In the event they report for duty on a UW holiday, they must be allowed to observe the holiday within the 30 calendar days following the UW paid holiday.
Holidays do not carry over upon reappointment and are not eligible to be paid out termination.
Civil Duty time off
Non-ACGME Fellows receive regular pay while on civil duty time off. Civil duty time off does not apply to legal actions initiated by or that name the Fellow non-ACGME as a defendant or witness in a private legal action unrelated to a UW appointment.
Bereavement time off
Non-ACGME Fellows receive up to 5 days of paid bereavement time off for the death of a family member or loss of pregnancy.
Sick time off
Non-ACGME Fellows receive 15 days front-loaded at the initial appointment start date. If the appointment length is less than 12 months, sick time off days are prorated.
Family member definition
For the purpose of bereavement and sick time off, “family member” is defined as a child or parent (including biological, adopted, foster, step, regardless of age or dependency, or legal guardian, or de facto parent or parent-in-law), a spouse, state registered domestic partner, spouse’s parent, grandparent, grandchild, or sibling, child’s spouse, or child’s registered domestic partner. “Family member” includes any individual who regularly resides in the employee’s home or where the relationship creates an expectation that the employee care for the person, and that individual depends on the employee for care. “Family member” does not include an individual who simply resides in the same home with no expectation that the employee cares for the individual.
Clinician Researchers
Individuals who hold appointments as clinician researchers are always paid a stipend from a training grant in their primary position (Clinician Researcher-Stipend), as well as a salary for their work as an attending physician (Clinician Researcher). If the applicable training grant provides more generous leave and time off than what is provided in this policy, the Clinician Researcher will be entitled to the leave and time off benefits offered by the training grant. Should a training grant not provide equal leave and time off benefits, then the Clinician Researcher is entitled to what is provided for in this policy. The academic appointing unit is responsible for providing funding for the leave and time off benefits if they are not otherwise covered by the applicable training grant. To apply for leave or time off, check with your local unit contact.
Unpaid leave of absence
Full or partial unpaid leave of absence (LOA) will be at the University’s sole discretion and in accordance with NIH Ruth L. Kirschstein National Research Service award (NRSA) guidelines (if applicable).
Generally, a LOA may be approved for personal reasons related to medical or family care obligations. LOA will not be approved for outside work or in response to a loss of funding. If granted by the University, such leave shall not continue beyond the end of the appointment and does not extend eligibility in this title
Vacation time off
Clinician Researchers have 21 days of vacation time off front-loaded on their initial appointment start date.
If the appointment length is less than 12 months, vacation time off days are prorated. Vacation time off is to be applied for and approved in advance by the local unit.
Vacation time off may not be carried over upon reappointment and is not eligible to be paid out at termination.
Holidays
Clinician Researchers receive paid time off for all UW holidays.
Individuals in these titles may join in the observance of all UW holidays. However, clinical responsibilities and educational requirements may necessitate an individual report for duty. In the event they report for duty on a UW holiday, they must be allowed to observe the holiday within the 30 calendar days following the UW paid holiday.
Holidays do not carry over upon reappointment and are not paid out at termination.
Civil Duty time off
Clinician Researchers receive regular pay while on civil duty time off. Civil duty time off does not apply to legal actions initiated by or that name the Clinician Researcher as a defendant or witness in a private legal action unrelated to a UW appointment.
Bereavement time off
Clinician Researchers receive up to 5 days of paid bereavement time off for the death of a family member or loss of pregnancy.
Sick time off
Clinician Researchers receive 15 days front-loaded at the initial appointment start date. If appointment length is less than 12 months, sick time off is prorated.
Family member definition
For the purpose of bereavement time off and sick time off, “family member” is defined as a child or parent (including biological, adopted, foster, step, regardless of age or dependency, or legal guardian, or de facto parent or parent-in-law), a spouse, state registered domestic partner, spouse’s parent, grandparent, grandchild, or sibling, child’s spouse, or child’s registered domestic partner. “Family member” includes any individual who regularly resides in the employee’s home or where the relationship creates an expectation that the employee care for the person, and that individual depends on the employee for care. “Family member” does not include an individual who simply resides in the same home with no expectation that the employee cares for the individual.
Educators
For more details about leave and time off for Educators, contact the College of Education.
Visiting Scientists
In limited circumstances and for a limited period of time, an employee who holds a Visiting Scientist appointment may be permitted to take a partial unpaid leave of absence for reasons related to family obligations.
For details about Visiting Scientists, contact hrleaves@uw.edu.
Other University leave policies
Non-represented academic personnel may be eligible for leave in accordance with:
- APS 45.4, Leave Related to Active Military Duty
- APS 46.8, Providing Reasonable Accommodations and Time Off for Domestic Violence, Sexual Assault, Stalking, or Hate Crime
- APS 45.5, Family and Medical Leave Act (FMLA) Coverage for University Employees
- APS 45.6, State of Washington Paid Family and Medical Leave Program
Workday User Guides
- Leave of Absence – Sick/Injured or Becoming a Parent – Academic Personnel
- Leave of Absence – Leave Without Pay – Academic Personnel
Questions
For all questions regarding medical, parental, military, and domestic violence-related time off, contact your leave and accommodation specialist.