Medical Leave of Absence (Non-Union Support Staff)

 

The policy below describes paid medical leave for Non-Union Support Staff. Those employees covered by a Collective Bargaining Agreement shall follow the schedule as stipulated in their union contract.

Regular Non-Union Support Staff hired prior to October 21, 1994
Regular Non-Union Support Staff hired on or after October 21, 1994

For complete information on the University attendance policy, please refer to the section called Time and Attendance on the HR Manager Toolkit website.

 

Regular Non-Union Support Staff hired prior to October 21, 1994 will be paid sick leave in accordance with the following schedule:

Length of Service
(Non-Union Support Staff hired prior to October 21, 1994)

Number of Days Per Year

One day but less than 60 calendar days

None

60 calendar days but less than one full year

7

One year but less than three completed years

10

Three years but less than five completed years

15

Five years but less than ten completed years

20

Ten years but less than 15 completed years

25

Fifteen years or more

30

For related policy, please see Regular Non-Union Support Staff hired on or after October 21, 1994.

The above is modified as follows:

  • Effective October 1, 2001, employees shall be entitled to accumulate up to 60 working days of paid medical leave during any one year, including the days earned or to be earned in the current sick leave year.
  • Paid medical leave will be pro-rated for part-time Non-Union Support Staff by the number of days and hours they work per week.
  • Should the anniversary date occur while an employee is on a medical leave of absence, the employee will not be eligible for new paid medial leave allotment until he or she returns to work.
  • Accumulated paid medical leave is not paid upon termination.
  • The employee must provide proof of illness or accident (a physician’s note, New York State disability form DB-450) within one week of disability onset.
  • The employee must be under a doctor’s care consistent with the medical condition in order to be approved for a medical leave of absence.
  • Additionally, if not already submitted, the employee must complete the New York State Disability Form DB-450 (for non-occupational illness) and if applicable the Department of Labor FMLA form (WH-380).
  • For non-occupational illness consistent with New York State disability guidelines, the disability form must be completed within 30 days of claiming disability.
  • The University, at any time during the leave of absence, may at its own expense require an examination by a University-designated physician, and may place salary on hold pending such evaluation.
  • Employees taking leave for a serious health condition will be required to obtain medical clearance from their health care provider prior to returning to work. The University may require additional clearance by a University-designated physician.
  • While on medical leave the employee is expected to remain at the primary residence; any plans to relocate or extended travel may result in ineligibility for a medical leave of absence.
  • If an employee is on vacation, paid medical leave cannot be declared unless the employee provides proof that he or she has been hospitalized on other than an outpatient basis and with the approval of the University.

 

Non-Union Support Staff employees hired on or after October 21, 1994, will be paid medical leave as follows:

  • After 30 days of employment, employees shall be entitled to paid medical leave earned at the rate of one day for each month of employment, retroactive to date of hire, up to a maximum of 12 days per year.
  • After one or more years of employment, employees shall be entitled to a total of 12 additional days of paid medical leave as of the beginning of his or her second and each subsequent year of employment, provided that at no time will an employee be entitled to accumulate more than 60 working days of sick leave during any one year, including the days earned or to be earned in the current sick leave year.
  • Paid medical leave will be pro-rated for regular part-time employees by the number of days and hours they work per week.
  • Should the anniversary date occur while an employee is on a medical leave of absence, the employee will not be eligible for new paid medical leave allotment until he or she returns to work.
  • Accumulated paid medical leave is not paid upon termination.
  • The employee must be able to provide proof of illness or accident, (a physician’s note, New York State disability form DB-450) within one week of disability onset.
  • The employee must be under a doctor’s care consistent with the medical condition in order to be approved for a medical leave of absence.
  • Additionally, if not already submitted, the employee must complete the New York State Disability Form DB-450 (for non-occupational illness) and, if applicable, the Department of Labor FMLA form (WH-380)
  • For non-occupational illnesses consistent with New York State disability guidelines, the disability form must be completed within 30 days of claiming disability.
  • The University, at any time during the leave of absence, may at its own expense require an examination by a University-designated physician, and may place salary on hold pending such evaluation.
  • Employees taking leave for a serious health condition will be required to obtain medical clearance from their health care provider prior to returning to work. The University may require additional clearance by a University-designated physician.
  • While on medical leave the employee is expected to remain at the primary residence. Any plans to relocate or extended travel may result in ineligibility for a medical leave of absence.
  • If an employee is on vacation, paid medical leave cannot be declared unless the employee provides proof that he or she has been hospitalized on other than an outpatient basis and with the approval of the University.

All Non-Union Support Staff members may use accrued paid medical leave for their own medical or dental appointments or for appointments for family members, as defined below:

  • Employees must schedule the appointment with and communicate the time to their supervisor at least one week in advance (except in case of emergency treatment).
  • Paid medical leave must be taken in one hour increments.
  • The supervisor may require documentation of the appointment.
  • Approval for use of paid medical leave will not be unreasonably denied (under this section, use of sick leave may be denied if operational needs require the employee's presence or if the position must be covered on an overtime basis by another employee).
  • Employees who have been given a written warning or who have been suspended for excessive absenteeism or tardiness within the previous year may be denied the use of paid medical leave for medical or dental appointments.
  • All Non-Union Support Staff employees shall be entitled to use up to four days of paid medical leave each year for family illness (spouse, child or family member residing in the employee’s household).

Note: Pregnancy-related disability is treated like any other non-occupational disability circumstance. The disability period commences on the date the employee's physician certifies on New York State Disability form DB-450/FMLA WH380, that the employee is unable to work for medical reasons due to pregnancy. The disability period ends on the date the employee's physician certifies that she is medically able to return to work. At the cessation of the disability period, the employee may request an unpaid parental care leave.

Parental Care Leave

This leave is applicable to all full-time Officers of Administration, benefits-eligible part-time Officers of Administration and Non-Union Support Staff.

An unpaid parental care leave of up to six months is available to full-time Officers of Administration who have been employed by the University for three months or longer. This parental leave applies to both biological parents and the parents of a legally adopted child or foster child. Employees may use this benefit once within a 12-month rolling year. In cases where both parents work in the same department at Columbia University, any leave beyond the FMLA period will require approval by the departmental administrator to schedule the time appropriately.

An employee who intends to request a parental leave must give written notice to their department as far in advance as possible and must indicate an anticipated return to work date. If eligible for benefits under FMLA, this parental leave will run concurrently.

Employees who decide that they will not be returning to active employ ment must notify their department in writing at least four weeks prior to the scheduled return date. Notice of continuation of healthcare rights for coverage will be sent to employees who decide not to return.

As with other unpaid leaves, an employee is not entitled to holiday pay or to the accrual of vacation or sick day benefits while on an unpaid parental leave. Health and other insurance benefits coverage may continue during the unpaid leave by the employee directly paying premiums by contacting HR Benefits.

Upon return to active status, an employee who has been on a parental leave is to be reinstated in the same position or a comparable position.

Special Note: For those eligible for payment under a pregnancy-related disability, the parental leave begins after the medical disability period ends.

Personal Leave of Absence

This leave is applicable to all full-time Officers of Administration, benefits-eligible part-time Officers of Administration and Non-Union Support Staff.

A full-time employee who has completed twelve months of service maybe granted a leave of absence for personal reasons, without pay, not to exceed six months. These leaves are granted only in cases not covered by any other University policy for leaves of absence and require the approval of both the employee’s department head and the office of the Vice President for Human Resources.

Some typical reasons for granting such leaves include: illness in the family; education; or compelling personal needs. The University reserves the right to require written substantiation of the conditions prompting the need for such a leave of absence. Although not guaranteed, the department will make every effort to return an employee who has been granted a leave of absence for personal reasons to the same position upon completion of the leave, or a comparable position within the same department.

As with other unpaid leaves, an employee is not entitled to holiday pay or to the accrual of vacation or sick day benefits while on an unpaid personal leave. Health and other insurance benefits coverage may continue during the unpaid leave by the employee directly paying premiums by contacting HR Benefits.

Last Updated: 
Tuesday, January 20, 2015 - 2:40pm