MELP Policy for Instructor Absences

MELP Policy for Planned Absences

The University of Minnesota Office of Human Resources (OHR) website explains the following specific leave policies for full-time Faculty and Academic and Professional Staff.  Full-time instructors should become familiar with the policies when planning for specific absences.  Instructors should also consult and confirm specific details of these policies as the need arises with the MELP director.

Instructors should plan to be on campus and fulfill their required responsibilities according to the date range stated in their contracts.  In addition to submitting final grades and course documents, full-time faculty members are also expected to complete all assigned committee work each semester before planning vacation time during winter or summer breaks.

The following guidelines apply to scheduled absences that are not covered by the broader University policies, including absences by adjunct faculty and Teaching Assistants:

  1. Obtaining Permission for Absences:  Instructors must obtain permission for a scheduled absence from the MELP Director with as much advance notice as possible.
  2. Finding a Substitute Teacher or Making Alternate Plans:  
    1. Instructors should find a substitute teacher for each missed class, plan the class, communicate with the substitute teacher, and discuss appropriate compensation with the substitute teacher.
      1. Substitute teachers should have credentials at least equal to MELP instructors. It is preferred that substitute instructors are current MELP instructors or other ESL instructors working at UMN.
      2. See MELP Sub Availability Google Doc for a list of possible subs.
  3. Instead of finding a sub, instructors are permitted to cancel one class session per semester and make up the missed class by scheduling an online session or out-of-class assignment.  Holding student conferences in place of regular class is not considered to be the same as cancelling class.
  4. Notifying Academic Coordinator:   After obtaining permission from the Director and making arrangements for their class(es), instructors should notify the Academic Coordinator of the date(s) of their absence and provide information about the sub or alternate plan(s) for the missed class(s).
  5. Planning Ahead:
    1. Instructors should avoid scheduled absences during orientation week, professional development workshops, end-of-term testing, registration, student evaluations, and other important program dates. 
    2. Instructors who plan to have a significant leave of absence during the term are encouraged to team-teach.

 

 MELP Policy for Unplanned Absences

The following guidelines apply to unscheduled absences:

  1. If instructors are sick or have an emergency,  they should  email both the Academic Coordinator and [email protected] and provide the course number, section number, and the location and time of the class.
  2. If it is the first day of an unplanned absence, the instructor may choose to cancel the class without asking MELP to find a sub.  If the class is canceled, the instructor should email the class to let them know. The instructor should also email the Academic Coordinator and [email protected] to let them know that the class is canceled. 
  3. If the instructor is able to prepare a lesson plan for the first day of an unplanned absence, or for subsequent days of an unplanned absence, MELP will attempt to find a substitute teacher if possible.  In their email, instructors should provide other details about the class, such as the lesson plan, accompanying materials, or other background information about the course that would be useful to a sub if it is possible to find one.  If a substitute teacher can be arranged, compensation will be covered by MELP.  Note that core faculty do not receive additional compensation for subbing as it is considered part of program-related job duties.   
  4. Any missed instructional hours should be made up by offering extra office hour appointments or small group meetings to students as soon as possible after the missed hours.  You do not need to offer make-up hours if a sub taught the class. 
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instructor absence