Submitting Leave

If you are unable to meet with your students on the day, time, or modality scheduled, you are required to submit leave. Be sure to submit all types of absence (emergency, illness, personal) through ctcLink.

Look Here for Directions for Submitting Leave

Emergencies/Illness

In the event you are ill, or an emergency arises, please take the following actions as soon as possible:

Notify your supervisor. Email your (A) dean, (B) associate dean (number 2 applies only if you are in the Workforce Instruction division), and (3) division administrative assistant. A class cancellation notice will be posted on your classroom/lab door if your class meets on campus.
Notify your students. You, with or without the help from your division staff, must also notify your students through Canvas or email as far in advance as possible. If your class is asynchronous online, be sure to let your students know if there will be any delay from what they’ve come to expect from your class in terms of grading, lectures, etc.

Substitutes

Generally, the college does not pay for substitutes when a single class period is missed either for a planned or unplanned absence. Faculty are responsible for contacting their Unit Administrator (UA) to discuss any course coverage during their absence. There may be times when it is determined that a substitute is necessary, so please reach out to your UA for approval.

Exceptions may include:

The class only meets one time per week
The class meeting falls on a religious holiday observed by the faculty member (WAC 357-31-052)
Other interruptions have reduced the number of classes to the point where outcomes can’t be met (power outages lasting longer than a day, weather closures, etc.)
The disruption would result in students missing an important lab or similar activity
Other

If your absence is planned, you may provide asynchronous online activities for your students. If unplanned, let your students know your plans regarding adjusted due dates, etc.

For absences longer than a single class period, reach out to your UA to plan for a substitute or other solution, if appropriate and agreed upon.

This policy does not apply to hours scheduled at the Library Reference Desk. Be sure to make arrangements with your Unit Administrator.

There is no dedicated budget to pay for substitutes; when approving the use of a substitute, the UA is responsible for balancing the impact on student learning with the impact on the instructional budget.

Process

Seek approval for a substitute from your UA. If you have somebody in mind, please let your UA know, otherwise, the UA will try to find a suitable substitute.
The substitute informs the UA, in writing (email) after the work has been completed.
The UA processes substitute

See Article 4.11 in the CBA regarding substitute pay.

Modality Changes

Modality changes are generally discouraged. If there is sufficient reason and data provided to justify the change, deans and associate deans, when applicable, may approve them. Modality changes for short-term, single incidents must be approved in advance by the Unit Administrator. Modality changes for a longer period must be approved by your dean prior to the start of the quarter with the understanding that it may not be approved if the student experience is impacted.

Personal Leave

Notify your dean and associate dean, if applicable, as in advance as possible by submitting an absence request through ctcLink. If you have classes scheduled, let your dean know your plan for your class(es) while you are away.

Updated 8/27/2025