Leaves of Absence Resource Guide
Faculty members must apply for sabbatical, professional development, and personal leaves of absence using procedures established by Academic Affairs, SA 4300, (510) 885-3712.
Generally, full-time or part-time permanent or probationary employees are eligible to request full or partial leaves of absence for up to one year. Eligibility guidelines are subject to appropriate Collective Bargaining Agreements (CBAs), specific policies, applicable legal agreements, and current state and federal legislation. For represented employees, their respective collective bargaining agreement may supersede some provisions of these guidelines. The granting or denial of leaves of absence without pay is not subject to collective bargaining grievance procedures.
A leave of absence may be granted for medical and family care, disability, pregnancy, military service, personal and other reasons. Staff shall apply for such leaves in accordance with the guidelines established by the Office of Human Resources.
An approved leave of absence assures the employee a right to his/her former position, or a position within his/her classification, upon expiration of the leave. Verification that the conditions of the leave were met may be required. Refer to the appropriate collective bargaining agreement regarding the affect an approved leave of absence may have on:
- Probationary status
- Salary adjustments
- State service credit
- Seniority points
- CalPERS Service Credit
If an employee fails to return to active employment at the end of the authorized period of leave, the employee may be separated as an unapproved leave of absence (AWOL).
Important Information
An informal leave of absence, that is not applicable under FMLA guidelines may be granted at the departmental level, if the unpaid leave is for 15 calendar days or less. Payroll must be notified of the informal leave without pay as soon as possible in order to make the appropriate adjustments to the employee’s pay warrant.
Any leave longer than 15 calendar days must be authorized by completing the Leaves of Absence Request form. The form is available on the Office of Human Resources website at HR Forms & Procedures.
- All Family Medical Leave (FML) requests must be processed on a Leaves of Absence Request form, regardless of the length of the leave. Sick leave usage in excess of three (3) days must be tracked under the Family Medical Leave Act; exception APC Unit 4 per MOU.
- Request for a leave of absence due to a serious health condition (the employee’s own or that of his/her spouse, parent, child or domestic partner) requires additional paperwork: FMLA Notice and Request Form and Health Provider Certification form. These forms can be downloaded from the Office of Human Resources website.
- A signed FMLA Notice and Request Form and Health Provider Certification form must be received by the Office of Human Resources with your completed Leaves of Absence Request form.
Other disability plans such as Non-industrial Disability and Catastrophic Leave may be coordinated with benefits under the Family Medical Leave Act.
Employees are encouraged to work closely with the Office of Human Resources to assure that appropriate paperwork is completed in a timely manner.
Process and Procedures for Requesting a Leave of Absence
Office of Human Resources Responsibilities
Leave Coordinator:
- Discuss leave programs and impact, if any, on benefits with employee.
- Review the employee’s request for eligibility/entitlement.
- Determine eligibility for Leave of Absence.
- Consult with the appropriate administrator regarding the employee and leave status.
- Forward Leave of Absence Request to the Assistant Vice President of Human Resources.
- Forward copies of the approved or denied Leaves of Absence Request to employee and department.
- Proceed with appropriate paperwork, if leave is approved.
- Request that department generate e-SAFs/e-FAFs (if required), with effective dates provided by the Office of Human Resources.
- Monitor return to work dates and medical certifications.