Leave of Absence and Extended Leave of Absence

This is the Document Release Information
Article Number:	7CAV-R-020
Scope:	Leave of Absence
Version:	Version 1.1
Effective Date:	24JAN16
Last Modified Date:	29JAN24
Approving Authority:	Regimental Commanding Officer
Point of Contact:	Regimental Adjutant General

Leave of Absence

Definition

A Leave of Absence (LOA) is an absence that excuses a Trooper for any reason from their duties and responsibilities in both primary and secondary billets for a period of two Cav weeks not to exceed 14 days total. For accountability purposes, the Cav week begins on a Saturday and ends the following Friday.

Specifically Troopers are exempt from:

• Posting roll-call
• Posting at least once every 7 days
• Attending scheduled section practices or other required events
• Any and all duties related to primary billets
• Any and all duties related to secondary billets

Note: if a Trooper misses 3 consecutive weeks of duties or responsibilities they will be considered ELOA / AWOL and any time after the second week concludes will count against their TIS / TIG. The intent of the LOA is it should never exceed 2 weeks of accountability.

Approval

A Leave of Absence does not require approval, but Troopers are required to inform their direct CoC in advance of all LOA's. However, if it is found to exceed the limitations the Trooper may be subject to discipline or being discharged AWOL if the situation is not resolved. Section Leaders and staff from the Trooper's primary CoC should check to ensure that an LOA falls within limitations when receiving a PM or talking to a Trooper to ensure this doesn't happen.

Requirements

In order to go on Leave of Absence, a member must do the following:

• Notify their Section Leader via private message on the forum or Discord
• Use the respective Battalion Leave of Absence form on the website to record their LOA

1st Battalion LOA Application Form
2nd Battalion LOA Application Form
3rd Battalion LOA Application Form
Auxiliary Combat Detachment LOA Application Form
Regimental LOA Application Form

Limitations

Limitations on the LOA are as follows:

• No more than 1 per calendar month
• No more than 2 per 3 calendar months

Intent and LOA Abuse

The ability of the membership to take periods of time away from the unit to deal with personal life issues, take vacation, or otherwise address concerns without worrying about rushing home in time to make a Cav practice/event is an important part of our values within the Regiment. The intent of the Leave of Absence program is to supplement the Extended Leave of Absence system, and allow for short periods of absence of less than 14 days. Because the period is so short, and is often used for a vacation, or other emergent need, we allow members to retain billets and other appointments during this time and upon their return.

However, anything which requires member absence from the Regiment for a period of between 15 and 45 days, falls outside the scope of the Leave of Absence policy. It is not appropriate for a member to take consecutive periods of absence under the Leave of Absence status, in an effort to maintain billets / appointments where they otherwise are not able to function in those roles for a period of more than 15 days or greater. In cases of abuse of our LOA policy, appropriate disciplinary action will be pursued.

Extended Leave of Absence

Definition

An Extended Leave of Absence (ELOA) is a planned absence from the Regiment for a period longer than the 14 days a regular LOA allows that is determined by the type of ELOA being applied. Once approved, Troopers are removed from all primary and secondary billets and placed on the ELOA roster. They are no longer considered active duty while on ELOA and thus no longer under the Chain of Command of the line unit they left. Members on ELOA will work through the S1 Department as their temporary Chain of Command.

Types

There are 3 types of Extended Leave of Absence:

• Regular ELOA: Regular ELOA counts as negative days towards time in service. This means that promotions and time in service will be delayed by the length of the actual leave taken. This is calculated upon the trooper's return to active duty. It lasts for 45 days and members may request an extension that must be approved by the Chief of Staff or their designate.
• Medical ELOA: Used for medical reasons. Medical ELOA does not count as negative days towards time in service. It lasts for 90 days and extensions are not permitted.
• Military ELOA: Used for real-life military service reasons. Military ELOA does not count as negative days towards time in service. It lasts for 300 days and members may request an extension that must be approved by the Chief of Staff or their designate. Personnel on Military ELOA are still eligible for their statutory promotions (PFC-CPL). These will be posted on return from ELOA.

Who Can Apply for ELOA

Members at the rank of Private First Class (E-3) and above are eligible for ELOA.

Approvals

• Regular ELOA requests are approved by the Battalion Staff of the Trooper applying for leave.
• Any subsequent ELOA request after the first in any 6-month period must be approved by the Regimental Chief of Staff or their designate.
• Medical and Military ELOA requests must be approved by the Regimental Chief of Staff or their designate.
• All extension requests must be approved by the Regimental Chief of Staff or their designate.

Requesting ELOA

In order to request an ELOA, a trooper must do the following:

• Notify their Section/Squad Leader via private message on the forum.
• Submit an ELOA Request via the ELOA Form found under the Resources/PAF link at the top of the website. Specify in the Reason section the type of ELOA being requested.

Requesting an Extension

Requests for extension of ELOA should be submitted using the ELOA Application Form found under the Resources/PAF link at the top of the website. In reason, specify Extension Request and the reason. The Chief of Staff or their designate will contact these members directly if a more detailed reason is necessary.

Requesting Return to Duty

Troopers will request return from ELOA using the Return to Active Duty Form found under the Resources/PAF link at the top of the website. The Trooper should specify the Section they wish to return to in the Requested Position field.

Processing ELOA Requests

The Battalion Staff of the Trooper requesting the ELOA processes the ELOA request by approving/posting the ELOA using the ELOA Report form. If COS approval is required, they will alert the COS in the post.

Processing ELOA Extensions

The Chief of Staff or their designate will approve the extension and extensions will be processed by S1 HQ by completing an ELOA Extension form. Extension days begin on the day the extension is approved.

Processing Return to Active Duty Requests

• If the Trooper has requested a specific unit, the Company Staff of the requested Company will return the Trooper to active duty using the ELOA Return form. It may be necessary for them to contact the Trooper first to confirm which Section they wish to be assigned.
• If the Trooper has not specified the unit they wish to return, the Battalion Staff will contact the Trooper to confirm this information and then return the trooper to active duty.

Discharges Due to Failure to Return From ELOA

The designated S1 personnel will contact members who have not returned to duty within 30 days of the end date of their ELOA. Members on ELOA who do not respond and/or file a request for extension within 7 days will be referred to the Chief of Staff or their designate for an Honorable Discharge.

Intent and ELOA Abuse

We have always expected that our members would excise good judgement when determining the need for ELOA, and return when the situation permitted. It's also reasonable to expect that our members will play games, even while on ELOA. However, it is understood that the reason for an ELOA request is a limitation on your time/change in your life/schedule, which prevents you from maintaining the minimum requirements of the unit (which for most is still 1 Roll Call post, and 1 Section Practice per week). It is not acceptable use of the ELOA policy to take a sabbatical from the Cav for an extend period, and then rack up high levels of gameplay outside of the Cav (be it MMO, non-supported FPS game, or other ). It is perfectly fine to discover on ELOA that you do have some free time, and get in-game for a few hours here and there, but any reasonable person can agree if you are putting in a part-time or full-time employments' hours worth of gametime, you can also make Section Practice that week. In cases of abuse of our ELOA policies, appropriate disciplinary action will be pursued.

Exceptions

Exceptions to this SOP may be made at the discretion of the General Staff. If a member feels an exception should be made, they should contact the Regimental Chief of Staff or their designate directly who will review the request.