Faculty Affairs

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Our Office

Kendall Hall, Room 104
530-898-5029
facultyaffairs@csuchico.edu

Regular Hours
8 a.m.–5 p.m.
Monday–Friday

Mailing Address
Faculty Affairs
400 W. First St.
Chico, CA 95929–0024

Faculty Absence Reporting

Faculty are responsible for reporting their absences from work. The faculty CBA, Article 24, states “A faculty unit employee shall be responsible for promptly completing and signing the campus absence form and returning the absence form to the appropriate administrator.” Starting with the Fall 2025 semester, all faculty (including AY faculty) should enter absences through the electronic CHRS Absence Management Module (PDF). The PDF Absence Reports will only be used for special leaves managed by the Leaves Office.

Instructions

  1. The employee enters absences through the CHRS Absence Management Module. (PDF) Sick leave, Personal Holiday, Vacation (for 12-month faculty), Unpaid Leave Granted (Dock) for withholding work, and jury duty should be reported in CHRS.
    • Faculty absences must be reported in full-day increments. Daily hours are calculated by multiplying the faculty’s time base by 8 hours (i.e. .20 FTE x 8 = 1.6 hours per day or 1.0 FTE x 8 = 8 hours per day). See the FAQ section below for how to find your current time base.
    • Faculty members with multiple appointments (e.g., department chair and faculty roles or appointments in different departments) must report absences for each appointment separately.
  2. The timekeeper (optional) reviews absences through Manager Self-Service in CHRS.
  3. The Manager/Lead approves absences through Manager Self-Service in CHRS.
  4. Payroll finalizes absences.

Absence Categories

  • Sick Leave

    Sick leave for faculty is charged for each academic workday of absence due to illness, whether or not the faculty member was required to meet a class obligation, was scheduled to have office hours, or had arranged to have class time covered by another faculty member. Full time equals eight (8) hours, or if less than full time, pro rata, based upon time base. (Technical Letter HR/Leaves 2014-02 Attachment A)

  • Personal Holiday

    Per CBA 33.3 (PDF), faculty members are entitled to a Personal Holiday, which may be taken on one (1) day during the calendar year. If the faculty unit employee fails to take the Personal Holiday before the end of the calendar year, the holiday shall be forfeited. The scheduling of a personal holiday can be for any reason (e.g., spending time with family, a vacation day, errands) and is scheduled by mutual agreement of the faculty member and the “appropriate administrator.” Faculty need to be in contact with their college dean (or other “appropriate administrator” if they are counselor or coach faculty) to schedule their personal holiday. 

  • 12-month Faculty Vacation Requirement

    Faculty appointed to 12-month appointments accrue vacation. Per CBA Article 34.7 (PDF): “After one (1) full year of employment, a faculty unit employee shall take at least forty (40) hours of vacation each calendar year. Any part of the forty (40) hours not taken during the calendar year shall be forfeited as of January 1 of the subsequent year.” Maximum vacation accruals are 320 working hours if you have ten or less years of service or 440 working hours for more than ten years of service. Per CBA Article 34.10, requests for scheduling vacation should be submitted in writing to the appropriate administrator at least 30 days in advance and reported through the CHRS Absence Management Module (PDF) system. If you have one full year of employment, please be sure to take the forty hours of vacation this calendar year to avoid forfeiting earned vacation.

  • Withholding Work/Pay Docks

    Faculty should report days when withholding work as “Unpaid Leave Granted (Dock)” in the CHRS Absence Management Module (PDF). These absences require approval of the appropriate administrator. Faculty absences must be reported in full-day increments. Daily hours are calculated by multiplying the faculty’s time base by 8 hours (i.e. .20 FTE x 8 = 1.6 hours per day or 1.0 FTE x 8 = 8 hours per day).

Frequently Asked Questions

  • How do I find my current timebase?
    • If you are a lecturer faculty member, coach, or counselor, refer to the View Your Appointment Notification CHRS Knowledge Base article for information about reviewing your Temporary Academic Employment appointment notifications. Your timebase is included in your appointment details.
    • If you are a tenure-track or tenured faculty member, contact your department or college office if you are unsure of your timebase.
  • What should I do if if I have to report an absence on a weekend??
    Most faculty employees don't have defined work schedules in CHRS beyond the default Monday-Friday 8 hours a day schedule. CHRS won't allow you to report an absence on a Saturday or Sunday because it doesn't recognize those as standard work days. If you need to report an absence on a weekend, please submit the hours on the nearest academic year weekday work day instead.
  • Can Academic Year faculty take vacation?
    No, Academic Year faculty do not accrue vacation like 12-Month faculty. Faculty employees with both 12-Month and Academic Year positions cannot use their accrued vacation hours for their Academic Year faculty position.

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