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Professional Staff Leave
Organ Donor Shared Leave

UNDERSTAND

This site uses the term “gifts” of leave rather than leave “donations” to avoid confusion that can result from using “donor and donate” to refer to both leave donors and organ donors.

The UW organ donor shared leave program encourages and supports University of Washington employees who volunteer as organ donors by allowing them to receive gifts of paid leave from other eligible UW employees to cover the time off work required by the organ donation process. The organ donor does not have to exhaust their accrued paid leave to be eligible to receive and use gifts of leave from other UW employees.

For this program, “organ donation” means donation of a whole organ such as a kidney, or donation of part of an organ or of tissue (e.g., liver). It does not include the donation of blood or blood components that are taken by blood withdrawal. The organ donation process includes pre-donation testing, the organ donation procedure, and recovery.

Donor and Recipient Eligibility

This program is exclusive to the University of Washington. It is separate from, and not related to, the state-authorized shared leave program. Subject to the requirements described below, all full- and part-time UW employees who hold a leave bearing appointment are eligible to participate, either as an organ donor requesting to receive gifts of leave from other employees, or as someone who gives leave to an organ donor. As with the regular shared leave program, giving leave and receiving leave requires departmental approval.

Non-University of Washington state employees are not eligible to participate in this program.

Maximum Leave Gift
The maximum leave that you can give to a single leave recipient is 10 days (80 hours for 100% FTE), made up of annual leave, sick leave and personal holiday as described below.
Annual Leave
You may give four or more hours of annual leave, as long as you retain an annual leave balance of at least 10 days after the donation is deducted.
Sick Leave
You may give four or more hours of sick leave as long as you retain a sick leave balance of at least 176 hours after the donation is deducted.
Personal Holiday
You may give four or more hours of your personal holiday. You must use any remaining personal holiday hours at one time within the current calendar year.

Receiving Leave

An organ donor may receive gifts of leave from multiple employees, but may not receive or use more leave than is medically necessary for the complete organ donation process.

Organ donors will be asked to submit health care provider verification of the amount of time off work needed for pre-donation preparation, testing, organ donation procedure, and recovery.

Leave Crediting

Human Resources processes gifts of organ donor shared leave and requests to receive organ donor shared leave, and calculates the hours to be credited to the recipient. HR notifies the recipient's unit timekeeper to update leave records accordingly. If there are more gifts of leave than an organ donor needs, they will be credited only with the amount of leave that is medically necessary.

Leave that is given but not needed will be returned to the employees who gave the leave in an amount proportional to their gifts.

ACT

Request to Receive Organ Donor Shared Leave

If you are planning to be an organ donor and wish to request shared leave donations, download and complete your portion of the Organ Donor Shared Leave Request form (pdf-version) and submit it to your supervisor. The department is responsible for completing the form and sending it to your unit's Human Resources Operations Office. Human Resources will send the form to the designated health care provider for verification of the amount of time off work you are expected to need. Human Resources will notify you and your supervisor of the request's approval status.

Download and complete the Organ Donor Shared Leave Giving form (pdf version), and submit it to your supervisor. Your department is responsible for completing the form and sending it to your unit's HR Operations Office. HR will notify you, your supervisor, and your unit’s timekeeper of the request approval status and final donation calculation.

Returning to Work After Being on Organ Donor Shared Leave

If you have been on leave as an organ donor, the University expects that you will return to work as scheduled following the procedure. In the event that your return to work will be delayed for any reason, notify your supervisor and/or departmental administrator. Depending on the circumstances, additional verification may be required.

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