Table of Contents

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Table of Contents
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• Leave Information Process
• When does an employee need to Request a Leave of
  Absence.
• An employee needs to go out on a leave of absence
  and will be unpaid for over 10 consecutive days.
• Determine the reason for a leave.
• Check the list of attached as to whether or not
  the employees reason falls under one of the
  leaves allowed.
• Determine if the employee is eligible for the
  leave requested.
• Check the list of available leaves by bargaining
  unit (Union) since not all leaves are available
  to all employees.

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Leaves for Teachers Types of leaves Sick
leave for self Sick leave to care for family
member Maternity/Child Care Professional Career
Change Charter School Military Political Sabbatica
l (1/2 paid) Personal (Board Approval, Letter
Explaining Hardship, granted on case-by-case
basis) CTA Sick Bank Leave (for
Members) Catastrophic Sick Leave Who is
Eligible? In general, a teacher who meets the
requirements for a particular leave and who is in
a regular position is eligible. Interim Teachers
are not eligible for leave. Probationary Teachers
may be eligible at the discretion of the
Principal. Is a Leave Paid or Unpaid? Sabbatical
leave, CTA Sick Bank Leave and Catastrophic Sick
leave are paid leaves. All other leaves are
unpaid except for sick or personal days being
used by the employee at the beginning of some
leaves. Note If an employee has a family
member (spouse, child, parent or sibling) who is
also a school district employee, sick days can be
transferred to a family member using form PBSD
1791 (Family Member Sick Leave Transfer Request).
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Leaves for FPSU (NCFO) Employees (Custodians,
Maintenance, School Food Service,
Paraprofessional II) Types of Leaves Personal
leave- Per Contract this leave can be limited to
90 workdays. It can be used as strictly personal
with the approval of principal or department
supervisor. This leave can also be used for Sick
Leave for self or Sick Leave to care for family
member. Personal (for Student
Teaching) Maternity/Child Care Military Political
Catastrophic Sick Leave Who Is Eligible? In
general, an employee who meets the requirements
for a particular leave and who is in a regular
position is eligible. Interim and probationary
FPSU employees are not eligible for leave. Is a
Leave Paid or Unpaid? Catastrophic sick leave is
a paid leave. All other leaves are unpaid except
for sick or personal days being used by the
employee at the beginning of some
leaves. Note If an employee has a family
member (spouse, child, parent or sibling) who is
also a school district employee, sick days can be
transferred to a family member using form PBSD
1791 (Family Member Sick Leave Transfer Request).
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Leaves for AESOP Employees (C M Bargaining
Unit Employees generally are also under these
rules) Types of Leaves Sick leave for self Sick
leave to care for family member Maternity/ Child
Care Military Political Personal (for Student
Teaching) Personal (Board Approval, Letter
Explaining Hardship, granted on case-by-case
basis) Catastrophic Sick Leave Who Is
Eligible? In general, an employee who meets the
requirements for a particular leave and who is
in a regular position is eligible. Interim and
Probationary Non-instructional employees are not
eligible for leave. Is a Leave Paid or
Unpaid? Catastrophic sick leave is a paid leave.
All other leaves are unpaid except for sick or
personal days being used by the employee at the
beginning of some leaves. Note If an
employee has a family member (spouse, child,
parent or sibling) who is also a school district
employee, sick days can be transferred to a
family member using form PBSD 1791 (Family Member
Sick Leave Transfer Request).
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• Family Medical Leave Act (FMLA)
• What Is FMLA?
• The Family Medical Leave Act (FMLA) requires
  covered employers to provide up to twelve (12)
  weeks of unpaid leave to eligible employees for
  certain medical reasons. Once you are approved
  for FMLA leave, the employer pays for the
  employees health premiums for 12 weeks PLUS the
  balance of the month the approved leave ends in.
  In addition, your position will be held for you
  until your return. FMLA can be used for yourself
  and immediate family members. Under most
  situations, a family member is defined as father,
  mother, sister, brother, spouse and child.
• Note In-Laws, aunts, uncles and grandparents are
  usually not covered, but in these cases, the
  employee may be eligible.
• To qualify for FMLA
• Does the employees leave involve Maternity/Child
  Care, Sick leave (personal) or sick leave
  (family)?
• Has the employee worked the past 12 months?
• Did the employee work 1,250 hours in the prior
  year?
• Note this is equivalent to the employees
  primary job based on a 6.5 hour work day and does
  not include Saturdays, Sundays, Legal Holidays,
  vacations and any sick time used. If the employee
  has 2 different jobs equal to, or greater than
  6.5 hours, they may be eligible for FMLA
• Has the employee used your FMLA benefit in the
  past 12 months? (FMLA allows 12 weeks in a 12
  month rolling year)
• If the above questions are answered YES, the
  employee may be covered under FMLA. They must
  submit the certification form provided by the
  health care provider AND the regular leave forms
  1666 1650 (because the employee must be on
  approved leave with the District Union contract
  or policy 3.80). These forms are available at the
  Districts Homepage on the Records Management
  link or from the School Secretary.
• If any of the above questions are answered NO,
  the employee may not be covered under FMLA
  guidelines. In this case, the employee will be
  responsible for their insurance and will be
  billed by Benefits. The amount they will be
  billed will not be the amount deducted from their
  pay check but the amount the total premium the
  School District pays for them.
• If approved, when would my FMLA begin?
• FMLA starts with your 1st unpaid day from the
  School District. (Ex if you take leave on
  November 1, and are using your sick or annual
  leave, the FMLA would not start until you stop
  using your leave time).

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• Request for Leave of Absence Without Pay
• Provide the employee with the Request for Leave
  for Absence Without Pay form (PBSD 1666).
• Form can be found on the School District website
  on the Records Management link. Directions for
  filling out this form are attached.

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• Certification of Health/Medical Condition
• Provide the employee with the Certification of
  Health/Medical Condition form (PBSD 1650), if
  needed.
• This form is to be filled out by the employees
  doctor and is needed for Maternity/ Child Care
  and Sick leave requests.

Submitting Leave Request Once the forms and
required documentation are completed, including
the employee and the Principal/ Department Head
signature, request must be faxed to the Leave
Analyst in the Department of Compensation and
Human Resources Planning. The information can be
faxed to [phone] or PX 2-1145.
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Check Leave Status on PeopleSoft To check if the
leave has been input into the PeopleSoft
system Navigate as follows Workforce
Administration gt Job Information gt Job Data.
Enter the EMPLID of the employee, check (include
history) and press (Search). If the employee is
on leave of absence, that information will appear
under Payroll Status.
Leave Extension If the employee is unable to
return by the original return date, they need to
apply for an extension. Provide them with a new
Request for Leave without Pay form (PBSD 1666),
and if its a medical leave, they will need a new
doctors note form (PBSD 1650). Have the employee
and Principal/ Department Head sign and submit
the forms to the Leave Analyst in Compensation
and Human Resources Planning. The information
can be faxed to [phone] or PX 2-1145.
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Return from Leave When the employee actually
returns to work, the secretary needs to complete
the Job Action Request form (PBSD 0012) and fax
it to the Leave Analyst who will reactivate the
employee in PeopleSoft. The information can be
faxed to [phone] or PX 2-1145.
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• Check Return From Leave Status on PeopleSoft
• To check if the employee has been returned from
  leave and reactivated in the PeopleSoft system
• Navigate as follows Workforce Administration gt
  Job Information gt Job Data. Enter the EMPLID of
  the employee,
• check (include history) and press (Search). If
  the employee has been returned, the Payroll
  Status will say active.

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• Questions and Answers Sick Leave
• Is this employee interim or probationary?
  Interim employees and probationary
  non-instructional employees are not eligible for
  leave. Probationary teachers may be eligible for
  leave at the discretion of their Principal.
• Can the employee use his/hers own sick days for
  the entire time he will be out? If an employee
  is going out sick and has enough sick days to
  cover the time he/she will be out, he/she must
  follow the school/dept. procedure, submitting a
  doctors note and using a regular TDE (PBSD
  0032). This is handled by the school center and
  not the Department of Compensation and Human
  Resources Planning.
• Must the employee use his own sick days? If the
  employee does not have income protection, which
  is (short or long-term disability coverage), the
  employee must first use up all his sick days
  before he/she can go on unpaid sick leave. If the
  employee has income protection, he/she can decide
  if they want to use any/all of their sick days or
  not.
• Is sick leave paid or unpaid? Leave is unpaid
  except for sick or personal days used by the
  employee.
• Can an employee take sick leave to care for
  another person? Yes. This leave requires that
  the employee get a letter from the patients
  doctor, explaining the patients relationship to
  the employee, the necessity for the employee to
  be the primary caregiver and how long the
  employee will need to be out. In this case, the
  employee must use all his earned his sick days
  before he can go on unpaid leave. FMLA benefits
  depend on the relationship between employee and
  patient and are defined under the law.
• If the employee applies for short-term disability
  insurance doesnt that mean he is on leave? No.
  Short-term disability is paid by a private
  insurance company and has nothing to do with the
  leave status. It is necessary to make a separate
  application to receive these disability benefits.
  Contact Risk and Benefits Management for the
  paperwork. Before disability will be paid, the
  employee needs to be on an approved unpaid leave
  of absence from the School District.

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• Can a sick leave be extended? Yes. The employee
  will need to submit an extension form (PBSD 1666)
  and a new Certification of Health/Medical
  Condition form (PBSD 1650). It is the
  responsibility of the employee to notify the
  school two weeks before the end of their leave if
  they are returning or extending. Upon returning
  from a sick leave, the employee should provide a
  doctors note returning them to full duty.
• How long can the employee be on sick leave? An
  employee may be on leave for the remainder of the
  school year they are currently in and one
  additional school year.
• What happens to the employees benefit health
  insurance? Once the employee is unpaid by the
  School District, and their duty day is 6.5 hours
  or more, they are eligible for FMLA (Family
  Medical Leave Act) benefits. The School District
  will pay for the employees premium for their
  health insurance for 12 weeks and the balance of
  the month that the 12 weeks ends in. Risk and
  Benefits Management will bill the employee for
  their other deductions (vision, dental, life
  insurance, family health coverage, etc.) If they
  are still on leave after 12 weeks, they will be
  billed for their portion of their health
  insurance, as well. Questions should be directed
  to Risk and Benefits Management. (Tel. [phone])
• What happens to FMLA benefits if the employee
  takes another leave? Benefits are for 12 weeks
  in a rolling 12 month period. If they use any
  portion of the 12 weeks during a twelve month
  period, the remaining weeks will be available to
  them, if needed. If the 12 weeks are used up, the
  employee will be billed for his deductions.
• What do you need to apply for a sick leave? The
  employee will need to submit a Request for Leave
  of Absence without Pay form (PBSD 1666) and the
  Certification of Health and Medical Condition
  form (PBSD 1650) filled out by the doctor.
• Leave request forms should be signed by the
  employee and by the Principal/Department Head.
• Forms and supporting documentation should be
  faxed to
• ANNETTE ARRIAGA [phone] or PX 4-7375.

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• Questions and Answers Maternity/ Child Care Leave
• Is this employee interim or probationary?
  Interim employees are not eligible for leave.
  Non-instructional probationary are not eligible
  for leave. Probationary teachers may be eligible
  at the discretion of their Principal.
• Is maternity leave paid or unpaid? Leave is
  unpaid except for sick or personal days used at
  the start of the leave if the employee chooses to
  use them.
• If an employee wants to use her sick days to
  cover her leave, how many days can be used? Up
  to 15 days prior to the due date and 30 days
  after the baby is born may be used. If the birth
  is by caesarian section, 45 days after the birth
  may be used.
• When is the employee eligible to start maternity
  leave? A maternity leave may include up to 15
  workdays prior to the due date.
• Suppose the employee wants to stop working more
  than 15 workdays prior to her due date? She can
  only go out prior to 15 days with a note from her
  doctor putting her out for medical reasons and
  then it is a sick leave. When the baby is born,
  employee must fill out leave forms (PBSD 1666 and
  PBSCD 1650) changing leave to Maternity/Childcare
  leave.
• Must she use her sick days? No, use of sick
  days is optional with a maternity leave.
• Does the employee have short-term disability
  insurance? Have the employee check with
  Employee Benefit and Risk Management. If she has
  income protection she may want to use sick days
  until the disability insurance starts. She will
  need to make a separate application to receive
  these disability benefits. Contact Risk and
  Benefits Management for the paperwork.
• If the employee applies for short-term disability
  insurance doesnt that mean she is on leave?
  No. Short-term disability is paid by a private
  insurance company and has nothing to do with the
  leave status. Before disability benefits will be
  paid, the employee needs to be on an approved
  unpaid leave of absence from the School District.

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• How long can the employee be on maternity leave?
  An employee may be on leave for up to 18
  calendar months. Maternity leave is a continuous
  leave- once the employee returns from this leave,
  it is over. The employee will not be eligible for
  another leave for this child.
• Can a maternity leave be extended? Yes, up to a
  total of 18 calendar months but it is the
  responsibility of the employee to notify the
  school two weeks before the end of their leave if
  they are returning or extending.
• What happens to the employees benefit health
  insurance? Once the employee is unpaid by the
  School District, and their duty day is 6.5 hrs.
  or more, they may be eligible for FMLA (family
  Medical Leave Act) benefits. The School District
  will pay for the employees premium for their
  health insurance for 12 weeks and the balance of
  the month that the 12 weeks ends in. Risk and
  Benefits Management will bill the employee for
  their other deductions (vision, dental, life
  insurance, family health coverage, etc.) If they
  are still on leave after 12 weeks, they will be
  billed for their portion of their health
  insurance, as well. Questions should be directed
  to Risk and Benefits Management. (Tel. [phone])
• What happens to FMLA benefits if the employee
  takes another leave? Benefits are for 12 weeks
  in a rolling 12 month period. If they use any
  portion of the 12 weeks during a twelve month
  period, the remaining weeks will be available to
  them, if needed. If the 12 weeks are used up, the
  employee will be billed for his Benefits.
• What do you need to apply for a maternity leave?
  The employee will need to submit a new Request
  for Leave of Absence without Pay form (PBSD
  1666). In addition, she will need to submit the
  Certification of Health and Medical Condition
  form (PBSD 1650) filled out by the doctor
  indicating the due date. These should be turned
  in to the head secretary, and signed by the
  principal or department director.
• Leave request forms should be signed by the
  employee and by the Principal/Department Head.
• Forms and supporting documentation should be
  faxed to ANNETTE ARRIAGA [phone] or PX
  2-1145.