Vacation and time off work

All employees of Leuphana University of Lüneburg - including trainees - are generally entitled to 30 days of vacation per calendar year (based on a 5-day week) according to section 26 TV-L. According to section 26 TV-L, the vacation must be granted in the current calendar year; in deviation from this, vacation from the previous year at Leuphana University of Lüneburg can be taken by September 30 of the following year due to a regulation above the collective bargaining agreement, analogous to the regulations under civil service law. Vacation days from the previous year that have not been taken by September 30 at the latest will be forfeited.

In accordance with section 4 of the Federal Vacation Act (BUrlG), the full vacation entitlement is acquired for the first time after six months of employment, irrespective of any shorter probationary period agreed in the employment contract. Please make sure that you claim acquired vacation entitlements in good time before the end of the existing employment or service relationship - continuously, if possible. This is also to avoid the accumulation of high vacation entitlements at the end of the employment relationship. If employees fail to claim their vacation leave, it is forfeited. No compensation is provided.

Leave of academic and artistic employeesduring the lecture period: When taking recuperation leave, academic and artistic employees must take into account the fact that their teaching obligations are tied to specific times. The background to this is that it would not be practical to fix vacation times to the lecture-free periods without exception, because too many members of the scientific and artistic staff would be absent at the same time in order to ensure the performance of official duties (e.g. research, examinations, teaching duties, excursions, training and continuing education) that arise during the lecture-free periods). Therefore, the use of vacation leave is generally also possible during the lecture period, if the existing teaching duties are not affected by this and are properly fulfilled.

Part-time employees: In principle, a 5-day week applies to all employees of Leuphana. Deviations from this are to be determined at the beginning of the employment relationship and communicated to the Human Resources Department. If you do not work a 5-day week, your vacation entitlement is reduced accordingly to 24 days for a 4-day week, 18 days for a 3-day week, 12 days for a 2-day week, or 6 days for a 1-day week.

If there is a change in the number of weekly working days during the calendar year (for example, in connection with an increase or reduction in working hours), the vacation entitlement increases or decreases and is recalculated. As this may also have consequences for vacation entitlements already acquired and any remaining vacation entitlements, we ask you to take the vacation entitlement already acquired still in the previous working time arrangement, if possible. Therefore, please also notify the Human Resources department of any changes in the distribution of your weekly working hours to more or fewer working days in the week in good time before the intended change via your superiors and notify the Human Resources department in good time beforehand because of the effects that a change in working days may have.

Maternity Protection and Parental Leave: Leuphana employees who did not receive their vacation leave or did not receive it in full prior to the beginning of the employment ban under the Maternity Protection Act or prior to the beginning of parental leave may claim the remaining leave after the end of the maternity protection or parental leave in the current or the next vacation year.

Salaried employees of Leuphana are entitled to educational leave for the first time 6 months after the start of their employment. The entitlement comprises 5 working days within the current calendar year. If you work less than 5 days per week, your entitlement is reduced accordingly. However, you can only claim your educational leave for events that are recognized under the Lower Saxony Educational Leave Act. Please enclose a corresponding certificate with your application.

Under certain circumstances, Leuphana employees can apply for time off from work for personal reasons with continued payment of their salary or remuneration, unless they are already on leave (e.g. due to vacation or incapacity to work due to illness). The following are examples of occasions for time off from work for personal reasons:

• Birth of a spouse or partner within the meaning of the Civil Partnership Act (in the case of civil servants also in the case of birth of an unmarried partner): 1 working day.
• Death of the spouse, death of the civil partner within the meaning of the Civil Partnership Act, death of a child or a parent (in the case of civil servants also in the case of death of a non-married civil partner): 2 working days (in principle, application must be made promptly, i.e. up to approx. 1 week after the event. The two days do not have to be taken contiguously).
• Relocation to another location for official or company reasons (not for relocation for private reasons): 1 working day.
• 25- and 40-year service anniversaries if requested in a timely manner, i.e., by approximately 1 week after the event: 1 workday.
• Serious illness, e.g. of a relative, a child, a caregiver: In this case, please contact the Human Resources Department (see below for contact persons).
• Care of close relatives, e.g. parents, children, life partners or caregivers: Leuphana has a service agreement on the compatibility of work and care responsibilities, which you can find under General - Service Agreements on the intranet. Here you will also find more detailed information on leave of absence due to the Care Act and the Family Care Art.
• Please contact the Human Resources department to clarify the requirements for other occasions.

1. Fill out vacation request: Fill out the VACATAION REQUEST, please be sure to indicate the type of leave you are requesting. If possible, please provide your contact details during your leave so that you can be reached during your leave if necessary. Sign the application by hand or digitally (signature with DFN certificate).Füllen Sie den VACATAION REQUEST aus, bitte geben Sie dabei unbedingt die Art des beantragten Urlaubs an. Bitte geben Sie nach Möglichkeit ihre Kontaktdaten im Urlaub an, damit Sie notfalls während Ihres Urlaubs erreichbar sind. Unterschreiben sie den Antrag handschriftlich oder digital (Unterschrift mit DFN-Zertifikat).
2. Clarify representation: If necessary, clarify your representation and have your* representative also sign on the application.
3. Obtain approval: Coordinate your leave request with your supervisor and have him/her sign it. Supervisors are responsible for ensuring that approved leave periods are adhered to. Any deviations must be reported to the Human Resources Department (urlaub@leuphana.de).
   If the employee's vacation requests conflict with urgent operational concerns or the vacation requests of other employees who deserve priority from a social point of view, superiors can reject the vacation request. This must be done in writing. If a leave request is rejected, employees can informally request the co-determination of the Staff Council by sending an email to urlaub@leuphana.de.
4. Submit request: As a rule, submit your application to the Human Resources Department at urlaub@leuphana.de no later than 14 days prior to the start of the leave or duty/work release. Educational leave must generally be applied for at least 4 weeks in advance with proof that the training event is recognized under the Lower Saxony Educational Leave Act (NBildUG). After completion of the educational leave, a certificate of attendance must be submitted.
5. Await approval: Personnel Services will review your request for possible contractual changes and your remaining leave entitlement and notify you if your leave has been approved.
6. Taking Vacation: Note that vacation days and duty/work leave may not be taken until you have received approval from Human Resources or, in the alternative, if the leave has been previously approved in writing by the supervisor and the leave is still available. If, upon final review, Human Resources determines that the requested leave days are not available in the amount needed, the missing days will be counted as absences that may be offset by future leave or overtime. Special leave may be taken only with prior approval of the Human Resources Department.

If you fall ill during your vacation or if your vacation plans have changed, you can request a cancellation of vacation days already requested. In case of illness, a medical certificate from the first day of illness is required. In such cases, please send the Human Resources Department a new VACATAION REQUEST revoking the leave days already requested and approved. Also, cancellation of leave days always requires approval from your:s supervisor.

If you fall ill during your vacation, you can apply for cancellation of vacation days that have already been approved. In the event of illness, a medical certificate from the first day of illness is required. In such cases, please fill out the "Sick and Health Notification" form (see "Illness" page) and send it to the Human Resources department. Cancellation of vacation days also always requires the approval of your superior.

Only general recreational leave is created in the system. All other leave is considered special leave (e.g. educational leave) and is still processed and created by colleagues in the HR department.

1. Fill out special leave application: Fill out the APPLICATION FOR SPECIAL LEAVE. Sign the application by hand or digitally (signature with DFN certificate).
2. Clarify representation: If necessary, clarify your representation and have your representative also sign the application.
3. Obtain approval: Agree your leave request with your line manager and have them sign it. Supervisors must ensure that the approved leave periods are adhered to. Any deviations must be reported to the Human Resources department (urlaub@leuphana.de).
4. Submit application: Please send your application to the Human Resources department at urlaub@leuphana.de at least 14 days before the start of the leave or leave of absence. As a rule, educational leave must be applied for at least 4 weeks in advance with proof that the training event is recognized in accordance with the Lower Saxony Educational Leave Act (NBildUG). A certificate of attendance must be submitted at the end of the training leave.
5. Wait for approval: The department responsible for personnel will check your application for possible contractual changes and your entitlement to special leave and inform you whether your application for special leave has been approved.
6. Take special leave: Please note that special leave may only be taken with the prior approval of the Human Resources department.

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The above information cannot replace any information that may be required in individual cases. Please contact the following colleagues in the Human Resources department if you need clarification or have any questions: