A shared approach to leave planning begins in 2026

By Daniel Statum, staff

December 3, 2025

A sign that says

A new leave planning process will launch in early 2026 as part of the Phoenix Forward initiative. The process will support a more consistent, coordinated and thoughtful approach to reporting leave and taking time off.

Starting in 2026, Elon will introduce a leave requests and approvals process that offers a shared, university-wide approach to planning time away from work.

Currently, many teams manage leave in various ways. Some teams use spreadsheets, some use email and all processes include retroactive entry in OnTrack. This updated approach encourages planning when possible, which will create shared expectations between employees and supervisors, and improve how we communicate about time off across departments.

While time away cannot always be planned, this new tool makes it easier for employees to be proactive and collaborative with their leave planning and reporting. The goal is to reduce ambiguity, strengthen coordination and build confidence in how time off is submitted, reviewed and tracked.

Employees and supervisors will use OnTrack to request and approve time away. Requests will be submitted and tracked in a single, consistent system, helping ensure that time away is visible, timely and clearly understood by everyone involved.

This process is designed to support:

  • Thoughtful planning between employees and supervisors
  • A shared understanding of time-off timelines
  • Coordinated scheduling that supports team operations
  • Confidence in how time away is managed across the university

Time off matters — for each of us, for our teams, and for the way we work together. By using a consistent, transparent system to plan time away, teams can communicate more easily, and employees can feel confident and supported whenever they need to take time off.

Janet Williams, vice president for finance and administration and chief financial officer

A screenshot of Elon University’s Self-Service “Leave” page displays an employee’s leave information. At the top, a navigation breadcrumb reads “Employment > Employee > Leave.” Below it, two summary boxes show Vacation Hours (12 used, 212.16 balance) and Sick Hours (39 used, 206 balance). To the right of the summary boxes is a table listing a submitted sick leave request for 8 hours on September 26, 2025. On the far right side of the page, a large blue “Request Leave” button is highlighted. Farther down, a detailed leave table shows multiple leave categories with columns for Starting Balance, Earned, Used, Adjustments, Balance, and Actions. Leave types displayed include Vacation, Sick/Emergency, Personal Leave, Bereavement, and Volunteer Leave, each with corresponding hour balances. A vertical navigation bar appears on the left side of the screen, and the top header displays the Elon University logo and account options such as Sign Out and Help.
The updated Self-Service Leave interface provides a clear view of leave balances, request history, and available actions.
A screenshot of the Self-Service Leave page shows an employee’s leave information. On the left, a Leave Balance section displays two summary boxes: Vacation Hours, with 12 hours used and 222.16 hours remaining; and Sick Hours, with 55 hours used and 198 hours remaining. On the right, a Leave Requests table lists several recent leave entries, including sick leave, vacation, and personal leave. Each row includes the leave type, total hours, date range, actioner, and a status tag such as “Submitted” or “Approved.” A blue “Request Leave” button appears at the top right of the table. Navigation controls for viewing multiple pages of requests are located at the bottom of the table. The interface uses a clean white background with gray section dividers and simple icons representing leave types.
A view of the Self-Service Leave page, showing vacation and sick leave balances alongside recent leave requests in the updated interface.

Training and support

Elon is committed to ensuring staff are supported throughout this transition. Leading up to the January and February launches, Human Resources is offering multiple training options to help employees and supervisors engage with the new process and feel informed and prepared. Staff can explore:

Step-by-step training guides – Currently available in document form and coming soon to a centralized page on the HR website. Direct links will be shared in upcoming campus emails.

Video walkthroughs of the process in action

Live training + Q&A sessions

“We understand that adjusting to something new takes time, ” said Melissa Clodfelter, associate vice president for human resources and chief human resources officer. “Our focus is on making this feel manageable and supportive, whether that means walking through it together in training, or giving you tools you can use on your own terms.”

Missed the preview sessions?

Employees can still watch the Nov. 12 sessions and submit their thoughts:

Feedback from pilot and preview participants has already shaped training materials, and every additional voice helps strengthen the experience.

Questions

For questions at any time, contact hr@elon.edu or visit the Leave Requests and Approvals FAQ.

Posted in: Faculty & Staff Working @ Elon

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