Faculty: Requesting Time Off in Gustavus Self-Service

Overview

Beginning in Fiscal Year 26, exempt faculty are required to submit time-off requests and track vacation and sick leave balances using Gustavus Self-Service. This change supports compliance with new state requirements, including Earned Sick and Safe Time (ESST) and Minnesota Paid Family and Medical Leave (PFML).

This article provides step-by-step instructions for faculty to:

  • View sick/safe leave balances

  • Submit time-off requests

  • Understand request statuses and approvals

Accessing Gustavus Self-Service

  1. Navigate to https://selfservice.gustavus.edu

  2. Enter your Gustavus username

  3. Sign in using your Gustavus Google account

  4. Click Employee

  5. Click Leave

Viewing Leave Balances

Once in the Leave module:

Upper Left

  • Sick: Employee Sick and Safe Time (ESST) hours

  • Displays hours used and remaining balances

Upper Right

  • List of leave requests and current status (Draft, Submitted, Approved)

Main Window

  • Summary view of sick/safe time with additional detail

  • Click any link for expanded information

Requesting Time Off

  1. Click Request Leave in the upper right

  2. Under Leave Type, select the appropriate option:

    • Sick (ESST)

  3. Enter a Start Date (type manually or select from the calendar)

  4. Enter an End Date (type manually or select from the calendar)

  5. Confirm the dates displayed below

  6. Enter the number of hours for each date requested

  7. (Optional) Click Comments to add additional information

    • Comments are not required

    • Comments can be added or edited after submission if needed

Saving, Submitting, or Deleting a Request

  • Save

    • Saves the request as a Draft

    • Does not submit the request for approval

    • Recommended as a best practice before submitting

  • Submit

    • Submits the request to the Dean/Supervisor for approval

    • Submitted requests cannot be deleted

  • Delete

    • Cancels a request only if it has not been submitted

** Important: Once a request is submitted, it cannot be deleted. Review dates and hours carefully before submitting.

Managing Draft Requests

  • Draft requests appear in the upper left with a status of Draft

  • To submit a draft request:

    1. Open the request

    2. Click Submit

To request additional dates:

  • Click New Request in the upper left

  • Repeat the process

Approval Process & Notifications

  • Submitted requests are routed for approval

  • You will receive an email notification once your request has been approved

  • Approved requests will appear in the main Leave window

** Note: At this time, Pam Conners approves all faculty leave requests.

Exiting the Leave Module

  • Click the Leave breadcrumb at the top of the page
    or

  • Close the browser window

Video Tutorial

https://youtu.be/uost7FMcius 

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