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Leave and Time Off Policies

Refer to the information below for policy details regarding Paid Leave, Holidays, FMLA, Parental Leave, and Unpaid Leave.  Select the appropriate section based on your status (funding source and institution) to find your specific leave policies.

Please see the tables for a quick guide, or read the full policies below.

Vanderbilt University Postdoc Leave

PolicyVU Scholar, ResearchVU Scholar, Trainee
PTO – Any scheduled absences(e.g., vacation, sick time, extended parental leave)•20 days per fiscal year, prorated by quarters, 5 days a quarter. (Oct. 1, Jan. 1, April 1, July 1)
•Must be used in the appointment year
•All time off must be approved by your PI/Mentor
Holidays6 official VU holidays plus Winter BreakIf NIH NRSA recipient, must comply with NIH policy
Family & Medical LeaveUp to 12 weeks job protected unpaid leave if meet eligibility requirements under FMLA and up to 16 weeks if meet eligibility under TMLA Not covered under FMLA. May take up to 12 weeks of unpaid leave if a trainee for 12+ months for reasons outlined on policy document
Parental LeaveTwo-week paid parental leave for eligible parents/spouses
Must be used before the child is 12 weeks old
If NIH NRSA recipient, must comply with NIH policy
Unpaid LeaveNon-FMLA medical and personal leave can be requestedIf NIH NRSA recipient, must comply with NIH policy

Vanderbilt University Medical Center Postdoc Leave

PolicyVUMC Research FellowVUMC Research Fellow Trainee
PTO – Any scheduled absences(e.g., vacation, sick time, extended parental leave)•22 days per fiscal year, prorated by quarters, 5.5 days a quarter. (Oct. 1, Jan. 1, April 1, July 1)
•Must be used in the appointment year
•All time off must be approved by your PI/Mentor
HolidaysIn addition to paid leave time, holidays are published by VUMC Human Resources. For information, visit: VUMC Holiday CalendarIf NIH NRSA recipient, must comply with NIH policy
Family & Medical Leave Up to 12 weeks job protected unpaid leave if meet eligibility requirements under FMLA and up to 16 weeks if meet eligibility under TMLA Not covered under FMLA. May take up to 12 weeks of unpaid leave if a trainee for 12+ months for reasons outlined on policy document
Parental Leave Two-week paid parental leave for eligible parents/spouses
Must be used before the child is 12 weeks old
If NIH NRSA recipient, must comply with NIH policy
Unpaid Leave Non-FMLA medical and personal leave can be requested.If NIH NRSA recipient, must comply with NIH policy

Questions should be directed to either the VU or VUMC human resources postdoc representative:

 

VU Postdoctoral Scholar, Research (’employee’):  funded by sources other than fellowships or training grants

Paid Leave Time

20 days of paid leave time per fiscal year.

Paid leave time accrual will be prorated by quarters (October 1, January 1, April 1, July 1), 5 days per quarter. Paid leave time can be used for scheduled absences such as vacation and extended parental leave and unscheduled absences for reasons such as an illness or injury. Time off must be used in the appointment year and discussed with and approved by the faculty PI/mentor.

Paid leave time used for vacation days must be approved in advance by the faculty PI/mentor. Paid leave time can be used for the postdoc’s illness or that of a family member. If an illness extends beyond the available accrued days, the postdoc may request an unpaid leave. Any unused time does not carry over and is not paid out at the end of the appointment year or when an appointment is terminated.

All time off must be approved by your faculty PI/mentor.

Holidays

In addition to paid leave time, official holidays are:

  • New Year’s Day (January 1)
  • Martin Luther King Day (third Monday in January)
  • Memorial Day (last Monday in May)
  • Independence Day (July 4)
  • Thanksgiving Day (fourth Thursday in November)
  • Friday after Thanksgiving Day
  • Winter Break (6 days)

For the 2020 Winter Break, the Chancellor has extended the university’s Winter Break this year to include December 22nd and 23rd. This applies to VU-employed postdoctoral fellows. These days should not be considered part of a postdoctoral fellow’s paid-time-off bank. For postdocs on training grants, they should defer to NIH policy which generally advises postdocs to follow their institution’s holiday schedule.

 

Family & Medical Leave

Up to 12 weeks* of job protected unpaid leave if you meet eligibility requirements under FMLA and up to 16 weeks in certain circumstances if you meet the eligibility requirements under TMLA.  For details, visit:  FMLA and TMLA Leave

*up to 26 weeks of military leave to care for a covered service member with a serious injury or illness if you meet eligibility requirements.

 

Parental Leave

A two-week paid parental leave to eligible parents/spouses is available which must be used before the child is 12 weeks old.

 

Unpaid Leave

Non-FMLA medical and personal leaves can be requested in accordance with guidelines located at:  VU Leave of Absence

VU Postdoctoral Scholar, Trainee (‘non-employee’):  funded by fellowship or training grant

Paid Leave Time

20 days of paid leave time per fiscal year

Paid leave time accrual will be prorated by quarters (October 1, January 1, April 1, July 1), 5 days per quarter. Paid leave time can be used for scheduled absences such as vacation and extended parental leave and unscheduled absences for reasons such as an illness or injury. Time off must be used in the appointment year and discussed with and approved by the faculty PI/mentor.

Paid leave time used for vacation days must be approved in advance by the faculty PI/mentor. Paid leave time can be used for the postdoc’s illness or that of a family member. If an illness extends beyond the available accrued days, the postdoc may request an unpaid leave. Any unused time does not carry over and is not paid out at the end of the appointment year or when an appointment is terminated.

 

Holidays

If you are a NIH NRSA recipient, you must comply with the NIH policy located at:  Sec. 11.3.16.1 Leave. November 2016.   If you are a non-NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu)

Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement.

All time off must be approved by your faculty PI/mentor.

For the 2020 Winter Break, the Chancellor has extended the university’s Winter Break this year to include December 22nd and 23rd. This applies to VU-employed postdoctoral fellows. These days should not be considered part of a postdoctoral fellow’s paid-time-off bank. For postdocs on training grants, they should defer to NIH policy which generally advises postdocs to follow their institution’s holiday schedule.

 

Family & Medical Leave

Although not covered under FMLA, you may take up to 12 weeks of unpaid leave if you have been a postdoc trainee for at least 12 months. Trainee must use the leave for one of the following reasons: serious health condition of trainee or immediate family member (spouse, child or parent); birth or adoption of trainee’s child or to care for a newborn child.

 

Parental Leave

If you are a NIH NRSA recipient, you must comply with the NIH policy located at:  Sec. 11.2.13.1 Parental Leave, revised: 10/01/2017.  If you are a non-NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu)

Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement.

 

Unpaid Leave

If you are a NIH NRSA recipient, you must comply with the NIH policy located at:  Sec. 11.2.13.1 Parental Leave, revised: 10/01/2017.  If you are a non NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu)

Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement.

VUMC Research Fellow (’employee’):  funded by sources other than fellowships or training grants

Paid Leave

22 days of paid leave time per fiscal year

Paid leave time accrual will be prorated by quarters (October 1, January 1, April 1, July 1), 5½ days per quarter. Paid leave time can be used for scheduled absences such as vacation and extended parental leave and unscheduled absences for reasons such as an illness or injury. Time off must be used in the appointment year and discussed with and approved by the faculty PI/mentor.

Paid leave time used for vacation days must be approved in advance by the faculty PI/mentor. Paid leave time can be used for the postdoc’s illness or that of a family member. If an illness extends beyond the available accrued days, the postdoc may request an unpaid leave. Any unused time does not carry over and is not paid out at the end of the appointment year or when an appointment is terminated.

 

Holidays

In addition to paid leave time, holidays are published by VUMC Human Resources. For information, visit: VUMC Holiday Calendar.

All time off must be approved by your faculty PI/mentor.

 

Family & Medical Leave

Up to 12 weeks* of job protected unpaid leave if you meet eligibility requirements under FMLA and up to 16 weeks in certain circumstances if you meet the eligibility requirements under TMLA.  For details, visit:  FMLA and TMLA Leave

*up to 26 weeks of military leave to care for a covered service member with a serious injury or illness if you meet eligibility requirements.

 

Parental Leave

A two-week paid parental leave to eligible parents/spouses is available which must be used before the child is 12 weeks old.

 

Unpaid Leave

Non-FMLA medical leave of absence is used for a medical leave that does not qualify under FMLA. For details, visit:  VUMC Leaves of Absence or speak with your department administrator.

VUMC Research Fellow Trainee (‘non-employee’):  funded by fellowship or training grant

Paid Leave Time

22 days of paid leave time per fiscal year.

Paid leave time accrual will be prorated by quarters (October 1, January 1, April 1, July 1), 5½ days per quarter. Paid leave time can be used for scheduled absences such as vacation and extended parental leave and unscheduled absences for reasons such as an illness or injury. Time off must be used in the appointment year and discussed with and approved by the faculty PI/mentor.

Paid leave time used for vacation days must be approved in advance by the faculty PI/mentor. Paid leave time can be used for the postdoc’s illness or that of a family member. If an illness extends beyond the available accrued days, the postdoc may request an unpaid leave. Any unused time does not carry over and is not paid out at the end of the appointment year or when an appointment is terminated.

 

Holidays

If you are a NIH NRSA recipient, you must comply with the NIH policy located at:  Sec. 11.3.16.1 Leave. November 2016.  If you are a non-NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu)

Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement.

All time off must be approved by your faculty PI/mentor.

 

Family & Medical Leave

Although not covered under FMLA, you may take up to 12 weeks of unpaid leave if you have been a postdoc trainee for at least 12 months. Trainee must use the leave for one of the following reasons: serious health condition of trainee or immediate family member (spouse, child or parent); birth of trainee’s child or to care for a newborn child.

 

Parental Leave

If you are a NIH NRSA recipient, you must comply with the NIH policy located at:  Sec. 11.2.13.1 Parental Leave,  Revised: 10/01/2017.  If you are a non-NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu)

Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement.

 

Unpaid Leave

If you are a NIH NRSA recipient, you must comply with the NIH policy located at:  Sec. 11.2.13.1 Parental Leave, Revised: 10/01/2017

If you are a non NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu)

Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement


Updated November 10, 2020

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