Medical Leave of Absence Full-Time Officers of Administration


Full-time Officers of Administration shall be entitled to a paid medical leave for up to six months during any rolling 12-month period when extended absence is caused by illness or accident.

  • The officer must provide proof of illness or accident, (i.e. a physician’s note, New York State disability form DB-450) within one week of disability onset.
  • The officer 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 officer must complete the NY State Disability Form DB 450 (PDF) (for non-occupational illness) and, if applicable, the Department of Labor FMLA form WH-380 (PDF).
  • 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.
  • Officers 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 officer is expected to remain at his or her primary residence. Any plans to relocate or extended travel may result in ineligibility for a medical leave of absence.
  • If an officer is on vacation, paid medical leave cannot be declared unless the officer provides proof that he or she has been hospitalized on other than an outpatient basis and with the approval of the University.

Important Notes:

  • While on paid medical leave by Columbia University, officers who receive New York State Disability payments or Workers Compensation payments must immediately remit these payments to the University. Benefits under FMLA, if applicable, run concurrently while receiving paid medical leave.
  • 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/physicians’ note that the employee is unable to work for medical reasons due to pregnancy. The disability period ends on the date the officer's physician certifies that she is medically able to return to work. At the cessation of the disability period, the officer may request an unpaid parental care leave.
  • Only when returning to work from a paid medical leave of absence, prior to exhausting six months of paid medical leave, full-time officers will be returned to a comparable position. Officers who exhaust the six-month period allowed under the medical leave and who are unable to return to work should apply for Long-Term Disability. Officers must be back at work at least twelve months before being eligible for additional paid medical leave.
  • Employees injured on the job must complete an accident report as soon as possible after the accident and submit the form to their supervisor. The Department Accident Report (PDF) form can be found on the HR website in the Working at Columbia Guide.
  • There is no accrual of vacation, personal or holiday time while on such leave.
Last Updated: 
Tuesday, January 20, 2015 - 2:36pm