Leave of Absence Information

Leave of Absence Information

All leaves (except vacation and faculty and management professional development leaves) in excess of 10 consecutive working days are considered to be long-term leaves and require both department administrator and Human Resources review and approval. A Request for Leave of Absence Form is available in the Human Resources Forms Library for this purpose and should be routed by the department administrator as indicated on the form.

Process and Required Forms

  1. Complete the form(s) required and submit it/them to Human Resources as soon as possible. These forms are available in the HR Forms Library.
    • Request for Leave of Absence (required); and,
    • Health Care Provider Certification (required for only medically related leaves of absence), or other supporting medical documentation/statement from a health care professional.
  2. Notification from Human Resources will be sent upon acceptance and completion of the form(s), which will include information on your rights and responsibilities while on leave.
  3. For paid leaves of absence, access your timesheet via ExpressLane each pay period and enter the hours applicable to the leave of absence. For unpaid leaves of absence, you will receive instructions on how (or if) to complete your timesheet while on leave.

Family and Medical Leave Act (FMLA) and OFLA Family Leave Act (OFLA)

(This is a brief summary of FMLA and OFLA and is not a complete text of the law.)

In accordance with FMLA and OFLA laws, a qualifying leave of absence will be applied concurrently (as allowed by law) to the eligible employee's twelve week leave entitlement under FMLA and OFLA beginning with the first day of the qualifying leave.

In evaluating an employee's eligibility, the College employs a "rolling backward" leave year. That is, the prior twelve month period is used to determine the amount of FMLA and/or OFLA leave that is available.

Each time an employee takes a leave under FMLA or OFLA, the leave entitlement is any balance of the twelve weeks which has not been used to the date of the leave for the preceding twelve months.

For eligibility details please contact the Leave of Absence Coordinator in Human Resources.

Qualifying Circumstances

  • Employee's own serious health condition, including pregnancy-related conditions
  • Serious health condition of an employee's family member
  • Newborn, newly adopted or newly placed foster child ("parental leave")
  • Non-serious health condition of a child requiring home care ("sick child leave") (OFLA only)
  • Pregnancy disability (a form of serious health condition)
  • Bereavement leave (OFLA only)
  • Military Family Leave

Length of Protected Leave

  • OFLA - 12 weeks per leave year
    • Exception #1: A female who takes leave for a pregnancy-related disability (including routine prenatal care) may take up to an additional 12 weeks for any OFLA-qualifying purpose.
    • Exception #2: Male or female employees who use a full 12 weeks of parental leave may use up to 12 additional weeks in the same leave year for sick child leave.
    • Exception #3: An employee is entitled to 2 weeks of bereavement leave within 60 days of the death of a covered family member.
  • FMLA - 12 weeks per leave year
    • Exception #1: Military caregivers leave can extend to 26 weeks in one leave year.

Serious Health Conditions

  • Inpatient care
  • Critical illnesses or injuries diagnosed as terminal or which pose an imminent danger of death
  • Conditions requiring "constant" or "continuing" care
  • Permanent or long-term incapacity due to a condition for which treatment may not be effective, such as Alzheimer's disease, a severe stroke, or terminal stages of a disease
  • Period of incapacity ("Absence Plus Treatment")
  • Incapacity for more than three consecutive calendar days, which also involves: (a) two or more treatments by a health care provider or (b) one treatment followed by a regimen of continuing treatment.
  • Absences for pregnancy-related disability
  • Absences for prenatal care
  • Absences for chronic conditions
  • Multiple treatments for conditions that if not treated would likely result in incapacity of more than three days

Examples of illnesses which generally do not qualify as "Serious Health Conditions":

  • The common cold
  • Flu
  • Earaches
  • Upset stomach
  • Routine headaches
  • Sore throat
  • Routine medical or dental visits

Notice Requirements

  • Anticipated Leave - Up to 30 days advance written notice. Employees must follow the employer's policy and applicable working agreement.
  • Leave Anticipated Less Than 30 Days in Advance - If 30 days notice is not possible, employees should give as much notice as practical.
  • Unanticipated or Emergency Situations - Employees are required to give verbal or written notice within 24 hours of starting leave.

Recourse for employee's failure to notify - Employers may reduce the total leave entitlement by up to 3 weeks or may take disciplinary action consistent with the employer's policy and applicable working agreement.

Human Resources Contact Information

Additional information is available in the College Online Policy and Procedure System under "Leaves With and Without Pay".