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Leaves of AbsenceFOR SCHOOL EMPLOYEES
DECEMBER 2013
YOUR RESPONSIBILITIES
• Monitor Attendance – process leave of absence requests
• Identify qualifying leave types
• Requesting appropriate leave forms/documentation
• Notifying employee of the status of leave type
• Determine whether leave of absence is paid or unpaid
THE RIGHT MINDSET
• No two leaves are identical
• It is often a question of: Leave Time versus Pay
• Definition of Family Members – vary by leave type
• Always check your district policy and contract language
General Advice
• Anticipate Change
• Calendar and watch for the following:• Exhaustion of paid leave (paid/unpaid)• Exhaustion of available leave (FMLA, CFRA, PDL, 100 days)• Anticipated return dates• Notification timelines (i.e. FMLA, CFRA, catastrophic leave)
WHAT TRIGGERS A LEAVE?
• Absence of less than three days?
• Absence of greater than three days?
• Absence of one full workweek?
Common Paid Leaves for School Employees
Legal TermCommon
TermCertificated
Ed CodeClassifiedEd Code
CBA Article(Local
Contract)
Illness and Injury Sick Leave §44978 §45191
Extended IllnessSub
/Differential Leave
§44977, 44978.1,
44983
§45196
Industrial Accident and Illness Work Comp §44984 §45192
Pregnancy Leave Maternity §44965 §45193
Personal Necessity §44036 §45027
Other Leaves Out There……
• Association Leave (Union Business)
• Bereavement Leave
• Catastrophic Leave
• Jury Duty
• Discretionary Leave
• Sabbatical Leave
• School Business Leave
• Child Rearing Leave
• Administrative Leave
• Vacation
• Comp Time
• Legislative Leave
Other Leaves Out There……
Check your District’s
Collective Bargaining Agreements
Union Contracts
Illness and Injury Leave
“SICK LEAVE”
COUNTING THE DAYS………
Full Paid Sick Leave
• Certificated Staff receive 10 sick days per fiscal year
• Classified Staff receive 1 sick day for each month they work
• Pro-rated for part time, hourly, etc.
• Used on a day-for-day basis
• Can be used in full day or partial day (hourly) increments
• Sick leave accumulates year to year and cannot be lost
• Sick leave is transferable to other California school district, COEs and Community colleges
Extended Illness (Sub/Differential Sick Leave)
CERTFICATED STAFF EC §44977
• 5 School Months including holidays but NOT summers or “off track” non-school days
• Applied consecutively* to annual and accumulated sick leave
• Can only be used once per school year regardless of number of illnesses/accidents
• Pay is regular salary MINUS the amount actually paid to a substitute OR the amount a substitute would have been paid.
*Consecutively = AFTER all sick leave is exhausted
Extended Illness (Sub/Differential Sick Leave) CERTFICATED STAFF – OPTIONAL METHOD EC §44983
• Same amount of time as EC §44977, however, salary deducted is 50%.
• District Board of Trustees must adopt this alternative and it must be applied to the entire classification (i.e., all certificated employees)
• Collective bargaining agreements may or may not have language regarding Extended Illness leave; may need to negotiate with District Teachers’ Association to change policy.
Most districts use the §44977 formula for certificated staff.
“Sub Pay Leave”
Example: Certificated Sub/Differential Calendar
5 month Sub/Differential Leave begins 08/13/12
When does 5 months end?
January 13?
What if Sub Leave begins 10/1?
March 1?
March 12
How do you count “months” when there are holidays in some months and not in others?
5 months = 100 work days
• OPTION ONE:• 5 Months at the difference
between regular salary and amount actually paid to a substitute.• 1. Sub must be hired from
“outside”;
• 2. specifically for the position he is subbing for
• OPTION TWO: (Most Common)
• Not less than 100 Days, including annual sick leave under EC §45191, at not less than 50% of regular salary.
• Commences upon the exhaustion of accrued sick leave, comp time, and any and all other leaves to which the employee is entitled.
Extended Illness (Sub/Differential Sick Leave) CLASSIFIED STAFF
TWO OPTIONS EC §45196 (DISTRICT SPECIFIC)
Application of the 5 months or 100 days is not discussed in Ed Code as it is with Certificated (count holidays, don’t count summer break, etc.) BEST PRACTICE: Don’t count holidays or other non-work days based on the employee’s work calendar.
Example: Classified Option 1 – Five Months Sub Pay
5 month Sub/Differential Leave begins 08/13/12
When does 5 months end?
January 31
What if Sub Leave begins 10/1?
March 1?
March 22
How do you count “months” when there are holidays in some months and not in others?
5 months = 100 work days
Example: Classified Option 2 – 100 Days 50% Pay
100 Days begins 08/13/12
When is leave exhausted?
January 31
What if 100 days begins 10/1?
March 22
Industrial Illness and Injury Leave
“WORKERS COMPENSATION”
THINGS THAT MAKE YOU GO HMMMMM…….
Industrial Illness and Injury Leave – Work Comp
• Both Certificated and Classified Staff are entitled to 60 Days of full-paid industrial accident leave in one fiscal year per illness or accident
• The 60 days do not accumulate year to year
• Upon exhaustion of 60 days, sick leave and extended sick leave can be used
• Employee is entitled to 100% salary when combined with temporary disability
Calculation of WC combined with sick leave can be tricky. Sick leave is used at .33 per day.
Differential Pay is calculated as a full day…
Additional Leaves
HOW FMLA / CFRA / PDL INTERTWINE WITH
SICK LEAVE, EXTENDED LEAVE AND WORK COMP
HERE IS WHERE THINGS GET INTERESTING……… ?
Additional Leaves for School Employees
FMLA
• Employee’s injury/illness• Own pregnancy• Care for Family Member• Qualifying Exigency
CFRA
• “Bonding Leave”• Registered Domestic Partner
PDL – Gov’t. Code 12945
• Four months of UNPAID leave
• Family Medical Leave Act
• California Family Rights Act
• Pregnancy Disability Leave
FAMILY MEDICAL LEAVE ACT LEAVE
• Up to 12 workweeks of unpaid leave in a 12 month period for specific reasons
• Can be used in a “lump sum” or weekly or daily or hourly – intermittent basis
• Must meet eligibility requirements
• Request for leave includes a qualifying event
FAMILY MEDICAL LEAVE ACT LEAVE
• Qualifying Event:
• Serious health condition of the EMPLOYEE
• Serious health condition of the EMPLOYEE’S CHILD• Must be a minor or an adult suffering from a disability and
incapable of self-care
• Serious health condition of the EMPLOYEE’s SPOUSE
• BIRTH of a child or placement of a child in the family for ADOPTION or FOSTER CARE
• Qualifying Exigency
SERIOUS HEALTH CONDITION
• Inpatient care (hospitalization)
• Incapacity more than 3 days and treatment
• Pregnancy & Prenatal care
• Chronic conditions (e.g. Asthma, Diabetes, Migraines)
• Permanent or long term conditions (e.g. Stroke)
• Conditions requiring multiple treatments (e.g. chemotherapy)
• Not common ailments (cold)
• Flu can be covered if meets definition
• Chicken Pox
• Mental conditions
FAMILY MEDICAL LEAVE ACT LEAVE
• Eligibility:
1. Employee has been employed by the employer for at least 12 months prior to starting the leave; AND
2. Employee has actually worked 1,250 hours in the 12 months prior to commencing the leave; AND
3. Employee has not taken 12 workweeks of FMLA and/or CFRA leave during the appropriate 12-month period prior to the present request
INTERMITTENT LEAVE
• A change in the employee’s schedule for a period time while recovering from a serious health condition.
• Leave schedule that reduces the number of hours worked per workweek or per day.
• Leave taken in separate periods of time due to a single illness or injury.
PREGNANCY DISABILITY LEAVE
• Medically Necessary
• Up to 16 weeks (medically necessary)
• Immediate eligibility
• Runs concurrent with FMLA
• CFRA, if eligible, runs after PDL - Bonding
• If disabled more than four months, consider other laws (CFRA & ADA)
EMPLOYEE ILLNESS / INJURY
1 2 3 4 5 6 7 8 9 10 11 12
Sick leave 100 Days Sub Differential / 50% pay
FMLA / CFRA
EMPLOYEE ILLNESS / INJURY1 2 3 4 5 6 7 8 9 10 11 12 13 14
Sick leave 100 Days Sub Differential Pay / 50% pay
FMLA/CFRA No FMLA coverage
CARE FOR FAMILY MEMBER1 2 3 4 5 6 7 8 9 10 11 12
PN Vacation/Comp Time/ Catastrophic Donations
FMLA / CFRA
PDL / FMLA / CFRA / SICK LEAVE
REVIEW HYPOTHETICAL
SCENARIOS
• Allison is pregnant with her first child.
• John is preparing to adopt a child in two months.
• Sara’s mother had a stroke.
• Molly’s son has food allergies.
• Peter’s girlfriend is going to have a baby.
• Bill’s partner has cancer.
QUALIFYING EXIGENCY
• FMLA Only• Service Member Caregiver Leave• Up to 26 weeks leave
• To care for an armed forces member who is injured while on active duty
• Spouse, son, daughter, parent or next of kin
• Single 12-month period only
• California Only• Family Military Leave Act• Up to 10 days
• Spouse on leave from deployment or being ordered to active duty during a time of military conflict
RESOURCES
• Employee Request for Leave Checklist
• Leaves At A Glance
• PDL/FMLA/CFRA/Sick Leave - hypothetical
• Pocket Guide to the Family and Medical Leave Acts, Oct 2009http://cper.berkeley.edu