Volunteer Time Off
This leave policy supports Berea College’s commitment to community engagement and social responsibility as expressed in the College’s mission and Eight Great Commitments by allowing employees to volunteer with organizations that positively impact the community. This policy permits the use of an adjustable work schedule and up to 16 paid work hours per year to support such volunteer initiatives.
Employees are expected to share stories or photos from their volunteer experiences (with the organization’s consent), which may or may not be featured in internal college communications to celebrate the collective impact of Mountaineers Give Back.
The following guidelines apply to employees who volunteer with 501(c)(3) non-profit organizations and/or Federal, State, or local non-profit agencies specifically engaged in emergency response or disaster relief efforts. This includes situations of urgent need such as natural disasters (particularly those designated as a “Level 1 or 1.5” response for the College), public health crises, or community emergencies. In certain cases, volunteer efforts in response to exigent circumstances that significantly impact local school systems may be considered as appropriate under this policy if approved by the Administrative Committee. This initiative is designed to encourage civic participation.
Eligibility
- All full-time and part-time benefited staff who have been employed for at least one year.
- Berea College students are not eligible under this policy.
- For volunteering in a public school, certification and training may be required and must be completed prior to the undertaking.
Guidelines for Paid Time Off for Volunteer Service
- Required Approval:
- Employees must submit an email request to their immediate supervisor at least two weeks in advance of the proposed volunteer activity.
- Supervisors must approve the request at least one week in advance, taking into consideration departmental needs affected by employee absence.
- Time Tracking:
- Staff employees must record volunteer hours as “VOL” on their timekeeping records.
- Proof of Participation:
- Employees will be asked to provide documentation from the organization verifying their volunteer service.
- Limitations:
- Employees are encouraged to spread their VTO hours throughout the year for support, potentially in half-day increments, though it is not a requirement of the policy to do so.
- Unused hours do not roll over or convert to paid leave.
- VTO hours apply only to an employee’s regularly scheduled, non-overtime work hours.
- Service hours must not conflict with essential job duties or departmental operations.
- Any expenses related to VTO hours (travel, meals, etc.) are the responsibility of the employee.
- VTO banks are updated once a year in July. If you reach a year of service before banks are refreshed and plan to use VTO hours, please contact Human Resources Payroll to have your hours manually added.
Berea College reserves the right to amend this policy at any time, for any reason, including for community need, without notice. Any changes will be published here and in the Berea College Employee Handbook.
Approved by
The following persons have been designated to handle inquiries regarding the VTO policy:
Title: Vice President for Operations and Sustainability
Name: Derrick Singleton
Address: CPO 2211
Telephone: 859-985-3339