University of California, Riverside

Academic Personnel




FAMILY & MEDICAL LEAVE (FML) ACT FOR ACADEMIC EMPLOYEES:
AN ADDENDUM TO UCR BASIC REQUIREMENTS/CAMPUS GUIDELINES
(Revised September 2009)
 

The Basic Requirements/Campus Guidelines, located on the UCR Human Resources website apply to academic employees. 

Most academic leaves of absence require approval beyond the departmental level.  For this reason, the procedures for processing Family and Medical Leaves (FML) for academic employees differs slightly from FML processing for staff employees.  This addendum addresses the differences (in italics) from the procedures outlined in Human Resources Basic Requirements/Campus Guidelines, Section L. Procedures.


Step 1: Identify FML.

Anytime an academic employee requests or takes paid or unpaid leave (including a reduced leave schedule or intermittent leave that appears to qualify as FML), the department should:

If the department does not have sufficient information about the reason for an employee’s leave, the department should inquire further of the employee or the employee’s spokesperson to ascertain whether the leave is potentially FML.  Determining whether leave qualifies as FML can be complicated.  If the department has questions about whether or not the leave is covered, the department should contact Human Resources or Academic Personnel.

The employee does not need to request the leave in writing nor specifically mention family and medical leave to be entitled to FML; in all circumstances it is the department’s responsibility to designate leave as FML and to give notice of the designation to the employee.

Step 2: Determine When The FML Actually Begins.
Step 3: Provide FML Notice.

The department must notify the employee, either verbally or in writing, that the leave is designated as FML within five business days of the date the leave was requested (or if the leave was not requested, within five business days of the commencement of the leave). If the notice is verbal, it must be followed up in writing by no later than the payday following the employee’s request for leave. To provide written notice, the department should present the academic employee, by mail or in person, the following documents:


Step 4: Once The Employee Returns The Completed Forms, Forward Completed Forms To The Vice Provost for Academic Personnel, Through The Appropriate Dean’s Office, For Consideration of the Leave Request.

Once the employee has completed the Employee section of the Leave of Absence Request form and returned it to the department, the department should forward the following documents to the Vice Provost for Academic Personnel, through the appropriate dean’s office, for consideration:

  • Leave of Absence Request form  [Upon consideration of the leave request, the Academic Personnel Office may consult with the department when completing the Employer section of the Leave of Absence Request form and will send a copy of the completed and signed form back to the employee.]
  • UPAY 573 form (with employee, department chair and dean signatures)  [Upon consideration of the leave request, the Academic Personnel Office will return a copy of this form to the employee, department chair and the dean, along with a notification letter to address whether the leave is approved or denied.
  • Notice of Eligibility & Rights & Responsibilities.
  • Declaration of Relationship ( if applicable; new September 2009) .

If begin and end dates are uncertain, (e.g., in the case of pregnancy disability leave beginning with the birth of the employee’s child) a notation should be made on the form indicating that the dates are approximate, and actual dates noted as soon as they’re known.

Step 5: Follow Up If The Employee Fails To Return The Forms Within 15 Days.

If the department does not receive a completed Medical Certification and/or Leave of Absence Request form back from the employee, the department should complete the entire Leave of Absence Request form as best as possible, and send a copy to the employee with a follow-up memo and another blank Medical Certification form.  If the department still does not receive a completed Medical Certification from the employee within 15 days of the second request, the department should contact Labor Relations or Academic Personnel.

Step 6: Determine if an FLSA exempt employee will be taking intermittent leave or a reduced work schedule.
Step 7: Update the Payroll/Personnel System (PPS)
Step 8: Track FML.
Step 9: Maintain FML Records.

Additional Contacts for More Information:

Academic Personnel Office
Sara Umali
Email: sara.umali@ucr.edu

Sample Cover Memo Provisionally Designating the Leave as FML for Academic Employees

(Date)

Professor (Firstname) (Lastname)

Department of ( )(or Home Address if away from campus)

Dear Professor (Lastname):

In response to your anticipated leave of absence, we are providing you with information pertaining to the University’s Leave of Absence Policy.  The leave of absence may qualify as Family and Medical Leave (FML).  For academic appointees who accrue sick leave and/or vacation leave, accrued paid leave may be substituted for unpaid FML to the extent that the applicable personnel policies or contract allow.  For academic appointees who do not accrue sick leave and/or vacation leave, Chancellors may approve leave with pay.  Because you have requested a leave that may qualify as Family and Medical Leave (FML), we are provisionally designating the leave, which is subject to the approval of the Executive Vice Chancellor (or designee), as FML effective immediately.

Enclosed are four forms: the Leave of Absence Request form, the Medical Certification form, the University’s academic leave form (UPAY - 573) & Notice of Eligibility and Rights and Responsibilities – Family Medical Leave Act.  Please complete the Employee section of the Leave of Absence Request form and sections #1-20 of the academic leave form and have your health care provider complete the Medical Certification form.  Approval of your leave of absence under the Family and Medical Leave policies are contingent on the receipt of the Medical Certification form.  All forms must be completed and returned to me within 15 days of today’s date.  Failure to provide required certification may result in delay or denial of leave.  Upon receipt of the completed forms documenting your leave request, the request will be forwarded to the Office of the Vice Provost for Academic Personnel for consideration.

Also enclosed is “University of California Family and Medical Leave Fact Sheet”, which provide more information about FML.  If you have any questions, please let me know.

Sincerely

Department Chair

cc:      Dean

           Academic Personnel Office

enclosures

Sample Follow Up Memo for Academic Employees

(Date)

Professor (Firstname) (Lastname)

Department of (                ) (or Home Address if away from campus)

[Send the Reminder Letter certified mail/return receipt requested]

Dear Professor (Lastname):

On ­­­­­­­____________ I sent you a letter provisionally designating your leave as Family and Medical Leave (FML) based on available information.  At that time I provided you three forms: the Leave of Absence Request form, the Medical Certification form, and the University’s academic leave form, and requested you return them to me within 15 days.  As of today I have not received the completed forms from you.  Approval of your leave of absence under the Family and Medical Leave policies is contingent on the receipt of the Medical Certification form.  Failure to provide the completed forms will require that the work absences resulting from this event and incurred to date to be recorded as unexcused.

I have completed both the Leave of Absence Request form and the academic leave form based on information you have provided; enclosed are copies of the completed documents.  If any information is incorrect, please notify me immediately.  Also enclosed is a Medical Certification form, which must be completed by your health care provider and returned to me no later than 10 days from the date of this letter.  If the completed forms are not received by the stated due date, the absence(s) will be denied under Family and Medical Leave policies and you will be on an unauthorized absence from the University.

If you have any questions, please let me know.

Sincerely,

Department Chair [or other designated individual]

 

cc:      Dean

           Academic Personnel Office

enclosures

More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

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Department Information

Academic Personnel
2148 Hinderaker Hall
Riverside, CA 92521

Tel: (951) 827-2933
Fax: (951) 827-3659
E-mail: academicpersonnel@ucr.edu

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