Body
Policy Information
Owner: VP of Finance and Strategy
Author: Director of HR
Contact Information: hr@css.edu, asansoucie@css.edu | 218-723-6123
Effective Date: October 1st, 2026
Next Review Date: October 1st, 2031
Applicable Laws, Regulations, Compliance: College employment and leave policies; Department of Labor Fair Labor Standards Act (FLSA); applicable state leave regulations
I. Purpose
This policy establishes the conditions under which College staff members and employees serving under administrative contracts who are concurrently enrolled students may participate in optional study abroad programs. The College supports employees’ educational pursuits while maintaining its responsibility to meet operational, staffing, and service needs.
II. Definitions
Study Abroad Program – A College-sponsored or College-approved international academic experience undertaken as part of an employee’s enrollment in a degree or certificate program.
Optional Study Abroad Program – A Study Abroad Program that is not required for completion of the employee’s degree or certificate program.
Staff Member – For purposes of this policy, an individual employed by the College in a staff position, including full-time, part-time, and temporary staff and employees serving under administrative contracts. Student employees are excluded from this definition.
III. Policy
A. Policy Statement
The College recognizes study abroad as an academic enrichment opportunity for employees who are concurrently enrolled students. Participation in an Optional Study Abroad Program is voluntary and does not constitute an entitlement to vacation, unpaid leave, a modified work arrangement, remote work, or other employment accommodation.
An employee must obtain approval for any leave or modified work arrangement necessary to participate in an Optional Study Abroad Program before committing to participation when that participation would affect the employee’s work schedule or job responsibilities.
The College may approve or deny a request based on operational needs, staffing requirements, the employee’s job responsibilities and essential functions, the duration and timing of the requested absence, and other relevant employment considerations.
Approval to participate academically in a Study Abroad Program does not constitute approval of an employment-related leave or work arrangement.
B. Eligibility
This policy applies to staff members and employees serving under administrative contracts who:
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Are currently employed by the College;
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Are concurrently enrolled in a College degree or certificate program; and
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Seek to participate in an Optional Study Abroad Program sponsored or approved by the College or an approved academic partner.
This policy does not apply to:
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Student employees;
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Faculty;
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Employees participating in study abroad as part of their assigned job duties, including employees whose responsibilities include facilitating, supervising, or supporting a Study Abroad Program; or
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Non-academic travel or experiences, including service, ministry, volunteer, recreational, or similar travel that is not part of an academic program, regardless of whether the activity is sponsored by a College department or organization.
C. Employment and Leave Requirements
An employee must have an approved leave or work arrangement for any period in which participation in an Optional Study Abroad Program conflicts with the employee’s established work obligations.
Employees may request to use available vacation in accordance with the College’s Vacation Policy. An unpaid leave of absence may be considered when permitted under applicable College policy. Remote work or another modified work arrangement may be considered when consistent with the employee’s position, operational needs, applicable College policies, and legal or regulatory requirements.
Approval of an Optional Study Abroad Program for academic purposes does not require the College to approve vacation, unpaid leave, remote work, or another employment arrangement necessary for the employee to participate.
If the College cannot accommodate the requested leave or work arrangement, the employee shall be informed that the employment-related request is not approved. The employee must then determine whether to continue with the Study Abroad Program while meeting their existing employment obligations or decline participation in the program.
An employee who proceeds with an Optional Study Abroad Program without obtaining required approval for an absence or modified work arrangement remains subject to the College’s applicable attendance, leave, performance, and employment policies.
IV. Individuals and Entities Affected by this Policy
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Staff members and employees serving under administrative contracts who are concurrently enrolled students
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Supervisors and department heads
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Human Resources
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College offices responsible for Study Abroad programs
V. Related Documents, Forms, and Procedures
VI. History and Updates
The College reserves the right to modify policies at any time, ensuring the involvement of relevant committees and constituents in the decision-making process (e.g., policy committee, faculty assembly, staff council, student government association, etc.).