University-Sponsored Service and Immersion Program Participation Policy for Staff
Policy
Loyola University Chicago (University) rooted in the Jesuit Catholic tradition, strives to engage all of its community members in its mission. One way in which Loyola seeks to accomplish this goal is by encouraging active participation in University sponsored retreats, community service, or cultural immersion programs. These experiences promote a commitment to live out the values of justice, common good and leadership in the service of others, build community within the University and explore our responsibility to others in our increasingly global society.
Purpose
The purpose of this policy is to provide a framework to allow employees to participate voluntarily, with pay, in University sponsored, and/or endorsed, mission-related retreats, community service experiences or immersion programs that occur during an employee’s regularly scheduled work hours.
Application
All regular, full-time benefits-eligible Staff working at the Lake Shore, Water Tower or Health Sciences campuses are included in this policy.
Scope and Parameters
- Participating employees personally assumes any cost or risk associated with the retreats.
- Participation in the program is considered regular work time, as a temporary change in assignment. Supervisors should code the employee’s involvement in the program as regular work time in the payroll time and attendance system. The timekeeping record should reflect the time that the employee was normally scheduled to work for each day of program participation and should not exceed the hours they were scheduled for their regular work assignment. Eligible employees may take up to four workdays in a calendar year to participate in retreats. One retreat per academic year is permissible.
- Retreat days shall be seen as professional development and would not require using one’s existing leave balance.
- Any days off beyond this would require an employee to use their existing leave balance.
Criteria for Eligibility
To be eligible for participation, employees must meet the following criteria:
- Be a regular, benefit-eligible staff member with at least one year of employment.
- Be in good standing (no active performance improvement plans or current disciplinary actions).
- Demonstrated reliability in attendance and job performance.
- Have participation approved by their supervisor at least four weeks in advance, based on:
- Operational feasibility and staffing needs during the employee’s absence.
- The timing of the experience relative to peak work periods or department demands.
- The employee’s recent performance and overall reliability.
- Alignment with the employee’s personal or professional development goals, as discussed with their supervisor.
- Acceptance by Mission Integration into the program (space may be limited).
Process for Participation
In order for an employee to participate in a University-sponsored and/or endorsed, mission-related retreat, community service experience or immersion program that occurs during their regularly scheduled work hours, the following approval/selection steps must occur:
- Staff members must complete any application required by the program sponsor.
- Employees should meet with their supervisors to explain the nature of the project and the extent to which it will remove them from their normal work responsibilities. To participate in the service or immersion program, employees must obtain their supervisor’s written sign-off.
- Supervisors are strongly encouraged to support employees’ intentions to participate in retreats, service projects and immersions. Supervisor approval does not guarantee that an employee will be selected to take part.
Please Note: For projects lasting five (5) or more workdays in duration, written sign-off of the appropriate Dean or Vice-President is required.
- The completed application and supervisory approval must be received by the sponsoring Department before a decision will be made regarding an applicant’s selection for program participation.
- Participation in the program is considered regular work time, as a temporary change in assignment. Supervisors should code the employee’s involvement in the program as regular work time in the payroll time and attendance system. The timekeeping record should reflect the time that the employee was normally scheduled to work for each day of program participation and should not exceed the hours they were scheduled for their regular work assignment.
Responsibilities
Employee Responsibility
It is the responsibility of the employee to:
- Follow the application process set forth by the program of which they wish to be a participant,
- Understand the activities and any associated risks involved in the specific program for which they are applying and confirm that they are able to participate in all those activities,
- Notify their supervisor of their interest in the program four weeks in advance of their intent to apply for participation and the amount of time that they will be away from their normal work assignment,
- Obtain written supervisory authorization for program participation, and
- Forward their completed application packet to the program’s sponsoring Department.
Supervisor Responsibility
Supervisors have a responsibility to:
- Encourage the enrichment and professional development of Staff,
- Be objective and consistent in considering employee requests for participation, and
- Arrange appropriate coverage of services during employee absence from the department due to their participation.
Sponsoring department Responsibility
Sponsoring departments have a responsibility to:
- Identify participation criteria and practice an objective and consistent participant selection.
- Notify both the Supervisor and the employee that the employee has been selected to be a participant.
Revised: 2/5/08, 2/23/24, 3/9/26 (Effective 6/4/25)
Policy
Loyola University Chicago (University) rooted in the Jesuit Catholic tradition, strives to engage all of its community members in its mission. One way in which Loyola seeks to accomplish this goal is by encouraging active participation in University sponsored retreats, community service, or cultural immersion programs. These experiences promote a commitment to live out the values of justice, common good and leadership in the service of others, build community within the University and explore our responsibility to others in our increasingly global society.
Purpose
The purpose of this policy is to provide a framework to allow employees to participate voluntarily, with pay, in University sponsored, and/or endorsed, mission-related retreats, community service experiences or immersion programs that occur during an employee’s regularly scheduled work hours.
Application
All regular, full-time benefits-eligible Staff working at the Lake Shore, Water Tower or Health Sciences campuses are included in this policy.
Scope and Parameters
- Participating employees personally assumes any cost or risk associated with the retreats.
- Participation in the program is considered regular work time, as a temporary change in assignment. Supervisors should code the employee’s involvement in the program as regular work time in the payroll time and attendance system. The timekeeping record should reflect the time that the employee was normally scheduled to work for each day of program participation and should not exceed the hours they were scheduled for their regular work assignment. Eligible employees may take up to four workdays in a calendar year to participate in retreats. One retreat per academic year is permissible.
- Retreat days shall be seen as professional development and would not require using one’s existing leave balance.
- Any days off beyond this would require an employee to use their existing leave balance.
Criteria for Eligibility
To be eligible for participation, employees must meet the following criteria:
- Be a regular, benefit-eligible staff member with at least one year of employment.
- Be in good standing (no active performance improvement plans or current disciplinary actions).
- Demonstrated reliability in attendance and job performance.
- Have participation approved by their supervisor at least four weeks in advance, based on:
- Operational feasibility and staffing needs during the employee’s absence.
- The timing of the experience relative to peak work periods or department demands.
- The employee’s recent performance and overall reliability.
- Alignment with the employee’s personal or professional development goals, as discussed with their supervisor.
- Acceptance by Mission Integration into the program (space may be limited).
Process for Participation
In order for an employee to participate in a University-sponsored and/or endorsed, mission-related retreat, community service experience or immersion program that occurs during their regularly scheduled work hours, the following approval/selection steps must occur:
- Staff members must complete any application required by the program sponsor.
- Employees should meet with their supervisors to explain the nature of the project and the extent to which it will remove them from their normal work responsibilities. To participate in the service or immersion program, employees must obtain their supervisor’s written sign-off.
- Supervisors are strongly encouraged to support employees’ intentions to participate in retreats, service projects and immersions. Supervisor approval does not guarantee that an employee will be selected to take part.
Please Note: For projects lasting five (5) or more workdays in duration, written sign-off of the appropriate Dean or Vice-President is required.
- The completed application and supervisory approval must be received by the sponsoring Department before a decision will be made regarding an applicant’s selection for program participation.
- Participation in the program is considered regular work time, as a temporary change in assignment. Supervisors should code the employee’s involvement in the program as regular work time in the payroll time and attendance system. The timekeeping record should reflect the time that the employee was normally scheduled to work for each day of program participation and should not exceed the hours they were scheduled for their regular work assignment.
Responsibilities
Employee Responsibility
It is the responsibility of the employee to:
- Follow the application process set forth by the program of which they wish to be a participant,
- Understand the activities and any associated risks involved in the specific program for which they are applying and confirm that they are able to participate in all those activities,
- Notify their supervisor of their interest in the program four weeks in advance of their intent to apply for participation and the amount of time that they will be away from their normal work assignment,
- Obtain written supervisory authorization for program participation, and
- Forward their completed application packet to the program’s sponsoring Department.
Supervisor Responsibility
Supervisors have a responsibility to:
- Encourage the enrichment and professional development of Staff,
- Be objective and consistent in considering employee requests for participation, and
- Arrange appropriate coverage of services during employee absence from the department due to their participation.
Sponsoring department Responsibility
Sponsoring departments have a responsibility to:
- Identify participation criteria and practice an objective and consistent participant selection.
- Notify both the Supervisor and the employee that the employee has been selected to be a participant.
Revised: 2/5/08, 2/23/24, 3/9/26 (Effective 6/4/25)