Shared Leave


The Shared Leave Program allows eligible University Support Staff and Unclassified Staff to donate sick and/or vacation leave and eligible faculty to donate sick leave to the Shared Leave Pool. The Shared Leave Pool is available to qualified faculty/staff member(s) who are experiencing a serious, extreme or life threatening illness/injury either personally or of a family member; that do not have enough accrued leave to support the duration of leave required for the medical absence. (The definition of "family member" includes persons related by blood, marriage, adoption or court placement of minors."

Applies to: 

Faculty and staff members who are appointed to regular positions are eligible to participate in the Shared Leave program as leave recipients or as donors. Faculty and staff may apply for Shared Leave if they have six months of continuous service, cannot perform regular work duties, and have exhausted or will have exhausted all forms of paid leave at the time shared leave is granted. The requesting faculty/staff member must also have a satisfactory performance evaluation and attendance record to qualify. A faculty/staff member receiving Workers' Compensation is not eligible for Shared Leave. Share Leave is only granted to those faculty/staff who are expected to return to work. However, in special circumstances it may serve as a "bridge" until long-term disability has been approved. Share Leave may be granted for a maximum of six months per approved condition.

Juniper Gardens
Policy Statement: 

A faculty/staff member may request personal or family Shared Leave only for serious, extreme or life threatening illness or injury that may require leave without pay from work or termination of employment for inpatient or hospice care, extensive outpatient treatment or care at home. The standard for qualifying as a serious, extreme or life threatening illness or injury is, at a minimum, the criteria established for the Family and Medical Leave Act (FMLA) including, for example, overnight hospital care and its resulting incapacity or subsequent treatment, chronic conditions requiring medical treatment, or permanent long term conditions requiring medical treatment. The department to which a faculty/staff member is appointed pays the sick leave for a Shared Leave recipient. Upon returning to work, a Shared Leave recipient will be expected to provide a release to return to work from a health care provider to HRM.

Exclusions or Special Circumstances: 

A university support staff member who wishes to donate vacation leave must have a vacation leave balance of at least 80 hours after the donation is made.

A faculty or staff member who wish to donate sick leave must have a sick leave balance of at least 480 hours after the donation is made. Faculty and unclassified staff members are allowed to donate only sick leave, with a maximum donation of 80 hours per fiscal year.

The leave balance requirements are not applicable if the employee is separating from employment with the University. Those who are retiring or who are retirement eligible who qualify for a sick leave payout may donate hours in excess of their qualifying hours balance.

Donations may be made to a specific employee if the employee has been approved for Shared Leave by the Shared Leave committee.

No employee shall be coerced, threatened, intimidated or financially induced to donate shared leave. Any effort to inappropriately induce such donations should be reported to the Department of Human Resource Management at


Department of Human Resource Management
103 Carruth-O’Leary Hall
1246 W. Campus Road
Lawrence, KS 66045

Approved by: 
Director of Human Resource Management
Approved on: 
Friday, June 1, 2001
Effective on: 
Friday, June 1, 2001
Review Cycle: 
Annual (As Needed)
Shared Leave, donate leave, sick, illness, injury
Review, Approval & Change History: 

02/22/2017: Fixed broken link to Kansas Board of Regents Policy Manual.

03/16/2015: Updated last review date, added purpose and applies to, expanded campuses, updated policy statement to align with process changes.

10/14/2015: Updated policy to align with process changes.

04/02/2015: Fixed broken link to Board of Regents Policy Manual.

12/17/2014: Fixed broken link to Board of Regents Policy Manual.

11/17/2014: Policy formatting cleanup (e.g., bolding, spacing).

07/2008: Updated.

Personnel: Faculty/Academic Staff Categories: 
Leaves & Holidays
Personnel: Staff Categories: 
Leaves & Holidays

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