Procedure 63: Investigatory Leave

NOTE: The following procedures supplement Personnel Policy 63. Each section should be read with the related policy section (UCOP).

A. GENERAL

Investigatory leave is used as a period to investigate an allegation of a particular incident, conduct, or set of circumstances.

Notice: No prior notice is required. In general, the department head or designee should tell the employee that they are being placed on investigatory leave, inform the employee of the reasons for the leave, and direct them to leave the work site. If the employee is perceived to be an immediate threat to people or property at the work site, the UC Police can be used to assist.

B. WRITTEN CONFIRMATION

A letter of confirmation about the leave is normally sent to the employee at their last known home address within two working days.

1. The letter should state:
   1. Length of investigatory leave (leave may be extended, if necessary)
   2. Whether the leave is with or without pay
   3. The reasons for the investigatory leave
   4. That the employee must remain available for interviewing
2. The letter should be sent with proof of service.
3. A copy of the letter, with a copy of the proof of service, should be placed in the employee's personnel file. At the conclusion of the investigation, a decision will be made whether to retain this letter in the file or to remove it.
4. The employee must be informed by a subsequent letter of the results of the investigation.

TEMPLATE FOR LETTER OF INVESTIGATORY LEAVE

[Date]

[Employee name, job title]  

[Address]       

RE:  Investigatory Leave

Dear [Employee name],

Effective today, I am placing you on a paid investigatory leave regarding [briefly fill in incident, issue, etc.].

This action is taken in accordance with [contract/policy] or [PPSM Article] ___ Investigatory Leave.   

The leave is expected to last approximately [#] weeks, although it could be longer or shorter.

You are to remain off campus away from the worksite, and available to be reached by telephone, or written correspondence. 

You are not to enter the Department without advance permission from [name].

You are not to do any work, use university resources, or contact people in the Department.

You may be asked to come back to campus for a meeting. If you want to bring a representative to the meeting, you will need to let us know (the name and title of the representative) in advance.

Please contact me at [phone] if you have any questions.

Sincerely,

Supervisor

Title

Attachments:  Proof of service