Substitution Policy

Retrieved from 9/16/2010 Memo to All Department Chairs 

Authorized Substitutions

  1. A substitute may be assigned for the following types of absences:
  2. Authorized college business
  3. Jury Duty
  4. Death in family 
  5. Graduation
  6. Long-term illness documented and approved by Human Resources
  7. Absences occurring during final exam.

Faculty are not permitted to take vacation or extended amounts of time off during the semester unless they are on an authorized leave of absence.   Absences due to Sickness Sick leave may be used only for personal illness. Effective March 1, 1997, employees may use two (2) sick leave days for the care of a domestic partner or family members who are ill. Part-time faculty shall be granted two (2) hours of sick leave for every semester contact hour taught, cumulative to a maximum of eighty-one (81) teaching hours.

Full-time employees shall receive the following sick leave:

  • Hired prior to March 1, 1997
    17 sick days annually
    Accumulate to maximum of 220 days
  • Hired on or after March 1, 1997
    16 sick days annually
    Accumulate to maximum of 220 days
  • Hired on or after June 1, 2005
    14 sick days annually
    Accumulate to maximum of 220 days

Fall and Spring Semesters

No substitution for classroom absences equal to a weeks class-load.

FULL-TIME FACULTY are to make up course work missed during the first twelve (12) hours (including evening and weekend hours) of absence each semester.

PART-TIME FACULTY shall make up course work missed during absences equal to one weeks class-load, up to twelve (12) hours per semester, except those teaching a three-hour (3) load per week, who are to make up the first six (6) hours of course work missed each semester.

Winter, Summer 1, and Summer 2

No substitution for the first two (2) classroom absences.

Making Up Course Work

For the absences where no substitute is assigned, course work is to be made up by the faculty member in accordance with criteria and methods established by the Department and the Chairperson and approved by the Dean. Each make-up shall be approved by the Department Chairperson in writing.

An absence for sick/personal business will be deducted from the appropriate time bank. Faculty who make up the classes hour for hour will have their sick/personal leave charge restored.\

Full-Time Faculty Who Substitute

Full-time faculty who substitute on an occasional basis during day session, shall continue to be paid at their regular hourly rate for those hours that exceed six (6) hours for regular courses and nine (9) hours for laboratory/studio courses, per semester. Full-time faculty, who substitute for any given section(s) for three (3) or more consecutive weeks, shall be paid at their regular hourly rate or at 1/1000 of annual base salary, whichever is greater, from the first day of such substitution.

Absence/Substitution Formula

one week's class load  =  number of hours missed before substitute is assigned 

  • Hours Over 12 = 12
  • 12 = 12
  • 11 = 11
  • 10 = 10
  • 9 = 9
  • 8 = 8
  • 7 = 7
  • 6 = 6
  • 5 = 5
  • 4 = 4
  • 3 = 6

Tracking Absences and Substitution: Forms and Links

The Faculty Absence and the Authorization for Substitute Payment forms can be accessed via MyFIT: Finance and Administration > Payroll > Forms. 

Faculty Absence Reports must be printed, signed by the appropriate dean, and sent to Payroll.


For questions about the Substitution Policy and its implementation, please call Human Resources at (212) 217-3650.

For questions about the Faculty Absence and Authorization for Substitute Payment forms, please call Payroll at (212) 217-3890.