Employee Leave and Accommodation Information
The district understands that employees will need time away from work for many different types of situations.
The Office of Leaves and Accommodations can assist you with the following:
- Maternity/Paternity/Parental Leave
- Medical Leave for yourself or a family member (in excess of 10 days)
- Long-Term General Leave Request
- Military Leave
- Domestic Violence Leave
- Educational Leave Request
- Leave Share
- Americans with Disabilities Act (ADA) Accommodations
For questions regarding sick, personal, emergency or bereavement leave usage, contact the regional substitute coordinator or your department supervisor. We encourage employees to review their Collective Bargaining Agreement or School Board Policy (for Unrepresented employees) for leave provisions. The Employee Leave Entitlement Information page will help you with frequently asked questions and provide you with a start in making your request.
You may also require accommodations for medical restrictions when returning from leave or for a temporary or permanent disability. Please see the ADA and Other Accommodations Information page to help assist with these requests.
Please review this information carefully and contact Krista McBride, Human Resources Leave and Accommodations Analyst with any further questions.
- Family and Medical Leave Act (FMLA) Overview
- Washington State Paid Family and Medical Leave (PFML) Overview
- What's the Difference Between FMLA and PFML?
- How Does FMLA and PFML Work Together?
- Your Pay While on FMLA
- Your Pay While On PFML
- How PFML Impacts Your Benefits
- What is PFML Pay Supplement?
The Family and Medical Leave Act (FMLA) provides employees who meet the federal eligibility requirements, up to 12 work weeks or 60 workdays of unpaid, job-protected leave a year for the:
- Diagnosis of a serious medical condition for you a spouse, parent or child
- Birth of a child
- Adoption or placement of a foster child and/or a qualifying exigency that arises from an employee's spouse, child or parent who is on active duty or has been called to duty for the National Guard or Reserve in support of a contingency military operation.
Click here for more information.
Washington State Paid Family and Medical Leave (PFML) is a statewide insurance program that will be funded by premiums paid by both employees and their employer.
An employee becomes eligible once they have worked 820 hours for a Washington-based employer during the previous year. The benefit cannot be taken without a qualifying event.
This program allows eligible workers to take up to 12 weeks, as needed, when they:
- welcome a new child into their family or placement of a child younger than 18;
- are struck by a serious illness or injury;
- need to take care of an ill or ailing relative;
- and for certain military connected events.
If workers experience multiple events in a given year, they may be eligible to receive up to 16 weeks, or up to 18 weeks if the employee experiences a serious health condition with a pregnancy.
If you work less than 260 days per year you are able to take your PFML during the summer while you are not working and could possibly get paid from the district and PFML simultaneously.
You are able to claim with PFML during non-working days such as spring break and winter break. This will count against your entitlement time. For example: If you are out on PFML during winter break you can claim these two weeks and receive compensation from the state but, those two weeks count as part of your total 12 week entitlement.
For more information please click here.
Click here to start your application for PFML.
Please contact a paid FMLA Customer Service Representative 833-717-2273.
PFML is a state program.
FMLA is a federal program.
In short, Paid Family and Medical Leave does not replace FMLA. While there are some similarities between the programs, there are also notable differences such as:
- The state program (Paid Family and Medical Leave) provides paid leave. FMLA is unpaid leave.
- Paid Family and Medical Leave is based on typical workweek hours, not to exceed 12 times the typical workweek hours during the claim year. An employee may take up to 12 workweeks of leave with FMLA.
- Paid Family and Medical Leave includes grandchildren, grandparents, sons- and daughters-in-law, siblings and those who rely on you for care as qualifying family members, in addition to parents, spouses and children.
- Paid Family and Medical Leave is funded through premiums paid by employers and workers.
If you take PFML starting from delivery, your FMLA (if eligible) will run concurrently.
If you use FMLA starting at delivery, you can use your PFML later (within one calendar year from the date of delivery)
If you deliver on February 1st and start PFML on February 1st, your FMLA will run concurrently, and you will return to work in 12 weeks.
If you start FMLA on February 1st, you can use up to 12 weeks (April 26th). You can then use PFML starting on April 26th (or later in the calendar year) for your 12 weeks of baby bonding (July 12th) for a total of 24 weeks of leave.
You can choose to use your PFML later in the year instead of "staking" such as taking 12 weeks starting in October.
You are able to apply your accrued leave hours such as sick and personal hours to remain in a paid status while using the FMLA entitlement. If your leave hours run out, you will become unpaid at that point for the duration of your leave.
You can elect to take this entitlement unpaid and not have any of your accrued hours applied. You will be responsible for paying your portion of your benefit premiums.
You can elect to participate in leave share. Donations are completely anonymous and are only applied once all accrued leave hour balances are exhausted. You can elect to reserve 40 hours of sick leave to remain in your leave balance for when you return from your leave.
The initial premiums will be 0.4% of an employee’s paycheck and is shared by the employee and the District. The employee will be responsible for 63% of the payroll tax, and the District will be responsible for 37%. Example: If an employee’s annual salary is $54,000, the employee will contribute about $2.62 per week and the District will contribute about $1.54 per week. For more information on premiums please visit the PFML premium page.
Your earnings from the first date of your contract until the date that you begin your PFML entitlement will be calculated and if you have any "escrow" it will be paid out at that point. Your pay assignments will be completely shut off during your leave. Upon your return, your earnings will be calculated from your return date through the end of your contract. That amount will then be divided by the number of months left through August.
While you wait for approval from PFML, the district will have you choose one of the following options regarding your pay:
- OPTION A: I want the district to charge my sick and personal leave. Once approved, my pay with the district will be turned off and will not be turned back on until I return from my leave. I understand the sick and personal leave that is used will not be reinstated to me.
- OPTION B: I want the district to turn my pay off at the start of my leave and it will not be turned on until I return from my leave. If PFML is denied, then my sick and personal leave will be assessed by the district for the previous dates.
If you do not run FMLA concurrently or overlap your FMLA by one day you could be in danger of losing your benefits while on this entitlement.
If you do not supplement your leave hours while on PFML you could be in danger of losing your benefits.
Choosing either to supplement your leave hours or overlapping your FMLA (or both) will protect your benefits. If your leave hours that you use to supplement with exhaust, you could be in danger of losing your benefits at that point for the duration of your leave.
You have the choice to "supplement" your pay with your accrued leave hours. The compensation you receive from PFML may be less than your regular compensation with the district. You may elect to use any of your accrued leave hours to make up the difference. For example, if the state pays you $1000 each week and your normal wages with the district are $1500 each week, you can use your accrued leave hours such as sick or personal to make up the $500 difference. Supplemental pay is not reportable and will not impact your compensation from PFML. All calculations are made based on Gross Earnings. You will receive pay from both the state and from the district that will make you "whole" financially. If your leave hours become exhausted, you will continue to receive compensation from PFML but will no longer receive compensation from the district for the duration of your leave.
If you elect to supplement your accrued hours the following documentation is needed:
- An approval letter from Employment Security Department showing your weekly benefit amount. You will receive this letter in the mail and you can also access it through your account with ESD.
- Weekly screenshots of the deposit from ESD that shows the amount and the date. You will send this in each week while on your leave. You will need to indicate the date range the payment is for as there may be a delay in pay from the ESD.
Please keep in mind if you are a PEA member and using PFML you will not accrue any experience unless you are supplementing your PFML benefit.
- Pregnancy Disability Leave
- Steps and Forms for Requesting Maternity Leave
- Pay Information
- Benefits Information
- Maternity Leave FAQ
A period of disability for birth and recovery, shall be granted to all mothers giving birth. Please review this section for a full description of Leave Entitlements and Provisions.
Under the federal law, all FMLA eligible employees may be eligible for up to 12 weeks of job-protected leave in a 12 month period following the birth, adoption, or legal custody of a child.
If you wish to request this leave, please follow the instructions provided in this section for additional information.
Maternity leave entitlements run concurrently where applicable. Please refer to your union's collective bargaining agreement for specifics as employee entitlement options differ depending on bargaining groups.
General Leave of Absence
Eligibility and guidelines for this depends on your union's CBA. Please be sure to refer to your CBA for more information regarding this entitlement.
Employees that run out of accrued leave hours may participate in leave share. You must be completely out of your own accrued leave hours before leave share donations can be applied. You do have the option to reserve 40 hours of sick leave hours for when you return from your leave. Donations are not guaranteed and are completely anonymous.
Your maternity leave will be considered under the Washington State Law Against Discrimination (WLAD). This entitlement provides UNPAID job protection for the duration an employee is considered "disabled" while recovering from delivery. The length of this leave is determined by your healthcare provider and will be indicated on your Birth Documentation Form.
Employees who are not eligible for FMLA or PFML will be entitled to this leave.
- Please complete and submit a Maternity/Parental Leave Request Form by the end of your 7th month of pregnancy.
- If you are using PFML you will need to create an account with the Employment Security Department.
- Once baby has arrived, please complete the Birth Documentation Form.
- If supplementing submit a screenshot of your deposit from the state each week.
All forms and supporting documentation may be faxed to Human Resources at 253-841-8650 or emailed to firstname.lastname@example.org.
At the time of your request, you may also begin discussions with your administrator regarding substitute coverage, lesson plans or any other matters of planning prior to your anticipated Leave.
If you report your absences through the Substitute Services Office, you may contact your regional substitute office coordinator directly regarding preferred substitute arrangements at email@example.com.
In general, you may forecast a pay adjustment by using the following tools:
You may use all available leave accrual during a Maternity Leave and/or Parental Leave. If you elect to be considered for Leave Share, you may request to reserve 40 hours of your own sick leave, for future medical appointments and/or parental reason after a return to work.
Please note: Your request to reserve 40 hours of sick leave must be received by Human Resources at the time of your request. This option and/or changes to your option may not be available once your leave begins.
As soon as your required paperwork is received, we will begin processing your leave. Unfortunately, there won't be much information regarding your pay until we have your key dates confirmed. We encourage you to use the tools listed above to anticipate pay and benefit adjustments. Once baby is born and the leave process has begun, you will be notified in email of pay adjustments before they occur. If you have questions regarding this information, please contact the Human Resources Leave and Accommodations Analyst for assistance.
While on a leave of absence you may be concerned about how your leave could possibly affect your benefits or when to add new dependents to your coverage.
Learn more about your benefits while on a leave of absence.
Adding a dependent to SEBB Benefits
Medical, Dental and Vision
You have up to 60 days to add a dependent to your medical plan, but we highly recommend you do this in the first 30 days after date of birth or legal custody. It takes a couple of weeks for processing, and you don’t want to take the chance of missing the 60 day deadline.
Please contact the Benefits Office as we will need to set up a Special Open Enrollment in order for you to add your dependent newborn to your insurance.
It is not necessary to wait until you have baby’s social security card – the enrollment form asks for baby’s social security number but we need to get baby enrolled as soon as possible, therefore, just plan to give us a call with the social security number when you receive it.
When you are on a leave of absence and lose your benefit eligibility, you may choose to let your benefits lapse. You may possibly have other coverage (such as your spouse’s medical plan) and do not want to pay for District medical premiums. The Benefits Office will talk to you about this and then will end your coverage at this time. When you return to work from your leave, it is imperative to contact the Benefits Office to get your benefits reinstated. You will need to reenroll in SEBB once we have updated you in the SEBB system.
How to Pay Your Portion of Premiums
If you need to pay your portion of any insurance premium(s), please click the following link: PSD Self Pay Payment Portal
If you decide to apply for an extended leave of absence, you will have COBRA eligibility for up to 18 months. This is a federal mandate that protects your availability of medical, vision and/or dental plans. COBRA is a 100% self-paid program in which you would maintain the same plan(s) you have at the time of group termination, but would pay the premium(s) in its entirety. If it is determined in our Benefits Department that you are losing benefit eligibility and will not be returning to work within a couple of months of child's birth or legal custody, you will receive a COBRA eligibility packet from SEBB with further instructions.
Short term Disability
This is an optional benefit that is employee elected during the district’s annual open enrollment period in the Fall. If you have this benefit, you may file a short-term disability claim by following the instructions in your policy.
Please contact the NW Benefits at 425-827-8397 if you have any questions regarding this benefit and the claim process.
Short Term Disability plans have a 12-month pre-existing condition clause. This means that if you have been diagnosed or treated for a disability (pregnancy included) within the past 12 months, this disability will not be covered.
Once I establish my return-to-work date, can that be extended?
We ask that you provide a solid estimation of your anticipated return to work date at the time of your request. We understand that things may change while out on your leave, but an anticipated date for your return is helpful, so we may plan coverage in your absence.
When will I know if my paycheck stops or changes?
In general you can estimate a stop in pay, by calculating your available accrued leave hours and the end of your anticipated Maternity/Parental Leave. We encourage employees to review their collective bargaining agreements for questions regarding the use of sick leave. Any adjustments or stop in pay will be sent to you in email, by your regional HR Specialist team. All notification of changes in pay will be communicated prior to the payroll of adjustment.
Am I required to pay for my medical benefits, if I won't be needing them during my leave?
No, you are not required to continue any of your medical benefits, if they are not needed. Your return to work after leave, is considered a qualifying event for re-instatement of coverage. Please contact the Benefits Office to communicate your intent to continue coverage or allow it to lapse until you return to work.
What is cost of sub?
Cost of sub is an optional 2 days of leave that will be added during your pregnancy disability leave. This will only be applied if you do not have enough sick leave to see you through the pregnancy disability time. The 2 days of cost of sub is 2 days at your per diem rate. This 2 days is in addition to any paid maternity days as documented in your collective bargaining agreement. If we apply the cost of sub, you will see 2 days of pay added to your current paycheck. On the next paycheck you will see a deduction for the cost of sub (at current sub rate) for 2 days.
Can I attend professional development days or other school training days, while I am out on my leave?
You should not attend training or any other work related duties during a documented birth and recovery time. If you would like to attend a required training or other school/work related function during the bond with child time we ask that you discuss that option with your supervisor.
Can I return to work sooner than I originally anticipated?
Yes, as long as you are outside of your documented disability/recovery time and have a clearance to return to work by your doctor. Please notify your supervisor and the Human Resources Leave and Accommodations Analyst with the change in your anticipated return.
Can I save my sick leave or personal leave and take my leave unpaid?
During the disability/recovery from pregnancy time, we will default to the application of all available accrual unless otherwise indicated by you.
I plan to apply for the WA Paid and Family Medical Leave (PFML), do I have to use my sick leave?
The District has designated leave accrual such as sick, personal, family illness and vacation as supplemental benefits. This means that employees can choose to use paid leave accrual to supplement or "make wages whole" from the partial wage replacement received by the Employment Security Department while on an approved PFML leave. In this case, it is possible for employees to receive paid time off from the District and the PFML benefits.
You may also elect to use your paid leave accrual through the 60-day FMLA bond with baby time and then file for the PFML at a later date to elongate your parental leave.
If I am a certificated teacher does using PFML affect my experience accrual?
Yes. If you do not supplement with your sick/personal leave hours while receiving the partial wage replacement from PFML this can affect your experience accrual.
If my spouse or partner also works for the district, can they take time off to bond with child?
If both parents wish to take time off work for a Parental Leave, both employees would share one 12-week or 60-day FMLA entitlement. In addition, each parent may also be eligible for a separate 12 week paid Family and Medical Leave entitlement.
Will I experience a change in monthly pay when I return to my job after leave?
Yes, this is possible if earnings have been paid in full.
Is PFML a job protected entitlement?
No, this entitlement does not provide job protection. If running your FMLA concurrent with PFML your leave will be protected.
Will using PFML impact my benefits?
Possibly, If your FMLA runs concurrent with your PFML or even overlaps by one day, your benefits will continue for the time you are on PFML. If you supplement your leave hours while on PFML your benefits will continue. If you do NOT overlap FMLA by one day, run FMLA concurrent or supplement your leave hours you could possibly loose your benefits. You can contact the Benefits Office for more details.
Can I "stack" FMLA and PFML?
If you use FMLA first, you can use your 12 week entitlement and then transition to PFML for the next 12 weeks making a total of 24 weeks of leave. However, if PFML is used first, your FMLA will run concurrently.
- FMLA for Family Member Care
- FMLA for Employee's Own Serious Health Condition
- How Much Time Do I Get Off With PFML?
- Steps and Forms to Request FMLA
- FMLA For Medical Leave FAQ
The Family and Medical Leave Act (FMLA) provides employees who meet the federal eligibility requirements, up to 12 workweeks or 60 workdays of unpaid, job-protected leave a year for the diagnosis of a serious medical condition for you, a spouse, parent or child, birth of a child, adoption or placement of a foster child and/or a qualifying exigency that arises from an employee's spouse, child or parent who is on active duty or has been called to duty for the National Guard or Reserve in support of a contingency military operation.
Please review this section for instructions on eligibility and how to request this leave.
An employee who meets all eligibility requirements for the FMLA may also be entitled to a total of 12 weeks (60 work days) of consecutive or intermittent time off work, to care for a qualified family member with a serious health condition. The FMLA definition of a qualifying family member for whom you are caring for during this type of leave is a child, spouse or parent.
For further clarification on qualifying family members, please click here.
The Need For Care
The "need for care" encompasses both physical and psychological care. It includes, for example:
- Providing care for a qualifying family member who, because of a serious health condition, is unable to care for his or her own basic medical, hygienic, nutritional or safety needs, or is unable to transport himself or herself to the doctor, etc.;
- Providing psychological comfort and reassurance that would be beneficial to a child, spouse or parent with a serious health condition who is receiving inpatient or home care; or
- Filling in for others who normally care for the family member or to make arrangements for changes in care (transfer to a nursing home, for example). • The employee need not be the only individual or family member available to care for the qualifying family member.
It is important to note that all employees utilizing FMLA, regardless of the purpose of leave, share one full entitlement. For example, if an employee utilizes FMLA to recover from a surgery and is also using FMLA intermittently to care for a family member, both of these purposes share a total of one entitlement or a total of 12 weeks (60 work days.) All available paid leave accrual runs concurrently with this entitlement.
If you are an employee who has exhausted all forms of your paid leave accrual, the FMLA time will be considered unpaid. You may also request Leave Share to run concurrently with any FMLA entitlement.
If you have any questions, please email the Human Resources Leave and Accommodations Analyst.
FMLA for Employee's Own Serious Health Condition
We understand that you may face the need to take time off work, while you deal with a serious health condition. These times will be challenging and demanding, as you maneuver through medical appointments, treatment regimens and medically related symptoms during recovery. If your doctor has indicated the need for consecutive or intermittent time off work, due to your own serious health condition, you may be entitled to time under the Federal Family Medical Leave Act.
FMLA definition of Serious Health Condition
- Any period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a hospital, hospice, or residential medical care facility; or
- a period of incapacity requiring absence of more than three calendar days from work, school, or other regular daily activities that also involves continuing treatment by (or under the supervision of) a health care provider; or
- any period of incapacity (or treatment therefore) due to a chronic serious health condition (e.g., asthma, diabetes, epilepsy, etc.); or
- a period of incapacity that is permanent or long-term due to a condition for which treatment may not be effective (e.g., Alzheimer's, stroke, terminal diseases, etc.); or,
- any absences to receive multiple treatments (including any period of recovery therefrom) by, or on referral by, a health care provider for a condition that likely would result in incapacity of more than three consecutive days if left untreated (e.g., chemotherapy, physical therapy, dialysis, etc.).
FMLA-Required Medical Certification
The district requires that the need for leave for a serious health condition of the employee be supported by a certification issued by a health care provider. This certification should be submitted to the District within 15 calendar days after known need or request. In the District's ongoing effort to provide service to students and staff and in support of the general operations of all schools, it is important that your immediate supervisor and Human Resources, is made aware of your need as soon as possible. All medical information is confidential and in accordance with HIPAA Privacy Rule requirements.
Health Care Provider
Health care providers who may provide certification of a serious health condition include:
- doctors of medicine or osteopathy authorized to practice medicine or surgery (as appropriate) by the State in which the doctor practices;
- podiatrists, dentists, clinical psychologists, optometrists, and chiropractors (limited to treatment consisting of manual manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist) authorized to practice in the State and performing within the scope of their practice under State law;
- nurse practitioners, nurse-midwives, and clinical social workers authorized to practice under State law and performing within the scope of their practice as defined under State law;
- Christian Science practitioners listed with the First Church of Christ, Scientist in Boston, Massachusetts;
- any health care provider recognized by the employer or the employer's group health plan's benefits manager; and,
- a health care provider listed above who practices in a country other than the United States and who is authorized to practice under the laws of that country.
Intermittent or Reduced Schedule FMLA
Intermittent/reduced schedule leave may be taken when medically necessary as you recover from a serious health condition. The intermittent or reduced schedule must be scheduled and approved in advance. This type of leave would be for pre-scheduled ongoing appointments related to your medical condition.
If you have any questions, please email the Human Resources Leave and Accommodations Analyst.
- Up to 12 weeks of medical leave or family leave. Medical leave is for recovering from or getting treatment for a serious health condition. Family leave is for taking care of a qualifying family member who has a serious health condition, for bonding with a new child or for certain military events.
- Up to 16 weeks of combined medical and family leave if you have more than one qualifying event in the same claim year. This could include medical leave for giving birth, then family leave to bond with your baby. Or you could qualify for family leave to care for a family member, then medical leave for yourself within the same year.
- Up to 18 weeks of combined medical and family leave if you experience a condition in pregnancy that results in incapacity, like being put on bed rest or having a complicated delivery. There is a checkbox on the Certification of Serious Health Condition form where your healthcare provider should certify that your serious health condition is related to pregnancy.
- Please complete and submit the Leave of Absence Request Form within 30 days of your medical leave. Be sure to advise your supervisor as well of your intent for medical leave.
- If the leave of absence is for yourself, please complete the FMLA Employee’s Serious Health Condition Form. This form is to be completed by employee and health care provider.
If the leave is for a family member, please complete the FMLA Family Member’s Serious Health Condition Form. This form is to be completed by employee and health care provider.
Once the forms are completed, please return them to the Leaves office by emailing the Leaves and Accommodations Analyst, send in the courier to Human Resources-Attention Leaves Office, or fax to 253-841-8650.
Q. How often may my employer ask for medical certifications for an on-going serious health condition?
A. The FMLA regulations allow recertification no more often than every 30 days in connection with an absence by the employee unless the condition will last for more than 30 days. If the District has received notification of a condition that will last more than 30 days, the recertification will generally wait until the documented recovery time has commenced. In all cases, the District may request recertification every six months in connection with any medically related absence. The regulations also allow the District to request recertification in less than 30 days if the employee requests an extension of leave, the circumstances described in the previous certification have changed significantly, or if the employer receives information that casts doubt upon the employee’s stated reason for the absence or the continuing validity of the certification.
Q. Can the District require employees to submit a fit-for-duty certification before returning to work from a medical leave?
A. Yes. As a condition of restoring an employee who has been off work due to an extended medical leave, the District must have time to review all conditions of the return. If the employee is unable to return to full duty, there may be specific restrictions that require accommodations. All documented restrictions must be reviewed for the employee's ability to perform the essential functions of their job. If you are returning to work from a medical leave of absence with restrictions, please ask your doctor to fax a note that describes your restrictions and the anticipated recovery time to 253-841-8650. The Human Resources Leave and Accommodations Analyst will be in contact with you to discuss next steps.
Q. After I submit my FMLA forms to the District, will I receive an approval notification before I can take the leave?
A. The District assumes the FMLA designation from the time FMLA forms have been given to the employee. An employee should expect to receive notification within 10 days of missing paperwork, insufficient medical information or FMLA denial. In some cases, the FMLA leave may begin before the FMLA forms are submitted. The employee has 15 days from the date of leave request before they are required to provide the FMLA documentation. The District may also accept doctor's notes or doctor's letters in place of the FMLA forms. In all cases, the District will provide the employee with written communication via email or letter, to notify the employee of FMLA designation.
Q. If I need the full twelve weeks of FMLA, does the District count non-work days as part of my full entitlement?
A. No, the District does not count 12 physical weeks of a recovery. We begin your FMLA on the first missed work day and count through until we reach 60 working days. A full FMLA entitlement would be 5 days a week for 12 weeks or 60 working days.
Q. What if my doctor releases me to return to work, but I am still taking prescribed medication that I feel may hinder my performance at work?
A. All employees should refer to the District's Drug-Free board policy. We understand that prescribed medications are a part of a medically related recovery. If you have concerns with the affects of medication and/or do not feel at ease about your return, we encourage employees to remain off work until you can return safely. The District's primary concern is always the safety of staff and students.
Q. What if I don't qualify for the Family Medical Leave, are their any other leave options available for me?
A. All employees are encouraged to review leave options within their collective bargaining agreements. Please send an email with your requested dates, the purpose of your leave of absence from work and reference to the leave provision you would like to request to the Human Resources Leave and Accommodations Analyst. All leaves other than FMLA must be reviewed in advance. This information will be routed to the appropriate person in HR for further review and processing.
- Domestic Violence Leave
- Educational and/or other Personal Leave Requests
- Long-Term General Leave
- Military Leave
An employee shall be allowed bereavement leave for the death of any relative residing in the employee's household and/or the following family members:
- domestic partner
Please check your specific collective bargaining agreement for a list of eligible family members. The number of days of leave should not exceed five (5) per occasion of death. These days are not cumulative or transferable. No deductions from salaries or sick leave shall be made during these days. If you report your absences through the sub finder system, please contact your regional Sub Office Coordinator for the dates of your request.
If you are an employee that reports absences via time sheet or employee online, please check in with the Human Resources Leave and Accommodations Analyst for eligibility and further information regarding this leave.
It is the intent of the District to foster a safe and supportive community for all employees, students and visitors. Employees who experience the effects of domestic violence, stalking or sexual assault are encouraged to utilize job-protected leave from the workplace in order to seek and obtain assistance. Please contact the Human Resources Leave and Accommodations Analyst for a confidential review of your options.
For more information regarding Domestic Violence Leave, please click here.
Please review your Collective Bargaining Agreement for provisions regarding unpaid time for non-medical personal leave provisions. All non-medical leave requests must be reviewed and approved by Human Resources ahead of time. Please contact the Human Resources Leave and Accommodations Analyst with the details of your request and initiate the request process.
We understand there may be times when an employee needs to take a long-term leave of absence from work.
Long-term general leaves will not normally exceed one (1) school year for school based employees, and one (1) calendar year for non-school based employees. Upon completion of a long-term general leave, the employee will be reinstated to a position equivalent in duties and salary to that held before the leave. Such reinstatement is contingent upon the availability of such a position within six (6) months of the exhaustion of the approved general leave.
If an equivalent position is not available within six (6) months of the exhaustion of the approved general leave, the employee must resign or will be recommended for termination action.
A salary/step increment will not be awarded to an employee who is on an unpaid long-term general leave for greater than six (6) months. A long-term general leave of absence will normally not be granted to an employee until completion of three (3) years of service with the district.
Please refer to your Collective Bargaining Agreement to determine if your employee group is covered for this leave provision.
This is a request for time away from work to fulfill duties and obligations for certain types of active or inactive duty in the National Guard or as a Reservist of the Armed Forces.
All employees who are members of, or who are in the process of enlisting for, any of the United States uniformed services are eligible for military duty leave.
The District follows the federal Uniformed Services Employment and Reemployment Rights Act (USERRA) and Washington state law, which offer certain rights to employees in the uniformed services.
Leave may be taken for military requirements such as:
- Active duty
- Training and drills
- Physical examination
- Funeral honors duty
You will not be denied employment, reemployment, promotion, or other benefits of employment because of your membership — or application for membership — in any of the U.S. uniformed services.
Notice of Your Leave for Service
Please give your immediate supervisor as much advance notice as possible of your service dates. Please also notify the Human Resources Leave and Accommodations Analyst with your request for leave. All military leave requests must be accompanied with a copy of your military orders. All military leaves will be reviewed with consideration of the federal Family Medical Leave Act, Collective Bargaining Agreements and Board policy.
Pay While on Leave
The District will pay up to 21 workdays per year for military leave for all employees.
Please refer to the District's Board Policy regarding pay while on military leave. A military leave year runs from October 1 to September 30 in accordance with the federal fiscal year.
Beyond the paid 21 days, military duty leave is unpaid for the rest of your time in active duty, for up to five years. However, you may use any accrued paid leave that you have available during this time. Please communicate with the Human Resources Leave and Accommodations Analyst and your immediate supervisor to regarding your intent to use paid leave accrual during an active military leave.
- What is Considered an ADA Accommodation?
- Minor Duty Adjustments or Work Space Accommodations
- Returning From a Medical Leave with Work Restrictions
- Leave of Absence
The American Disabilities Act is a federal civil rights law that was passed in 1990 and went into effect beginning in 1992. Its purpose is to protect people with disabilities from discrimination in employment, in the programs and activities offered by state and local governments, and in accessing the goods and services offered in places like stores, hotels, restaurants, sports stadiums, doctors’ offices, beauty parlors and most all public spaces.
How Does the ADA Help Employees?
The primary goal of this process is to help the employee perform the essential functions of your current position, with or without accommodation.
Our Responsibility Under ADA
The District's disability accommodation process is intended to be interactive and collaborative, relying on open communication and active participation between the employee and District.
Aware of Barriers While Visiting any District Program, Services or Activities?
Please notify the District's American with Disabilities Act compliance person with your concern.
A reasonable accommodation is defined as any change or adjustment to a job, the work environment, or the way things usually are done that would allow an individual with a disability to perform job functions.
Under the American Disabilities Act (ADA) the District is required to provide reasonable accommodations to qualified employees with disabilities, unless doing so would pose an undue hardship.
What is Considered an ADA Disability?
A physical or mental impairment that substantially limits one or more major life activities.
For minor workstation adjustments such as desk height modifications or ergonomic enhancements, or minor work place accommodations such as limited lifting, twisting, bending, stopping etc., your supervisor may be able to implement these accommodations, without additional assistance from Human Resources.
What if I Feel Like My Accommodation Doesn't Fall Under ADA Requirements?
Please continue to work with your supervisor regarding accommodations or small work space enhancements such as ergonomic keyboards, headsets, office chairs etc.
The District may also provide assistance through our Loss Control Consultant at Puget Sound Workers' Trust for assistance with an ergonomic assessment of your work station.
Please contact the Human Resources Leave and Accommodations Analyst for questions regarding this service.
If your doctor has authorized a return to work after an illness or injury, all restrictions must be clearly documented. The Human Resources Leave and Accommodations Analyst will need to see this information before evaluating safe and reasonable accommodations upon your return.
All employees should give Human Resources time to discuss your restrictions with your building supervisor before returning to work. Please provide a Medical Clearance Form and/or an ADA Medical Inquiry Form. This information may be faxed to 253-841-8650.
Upon receipt of this information the Human Resources Leave and Accommodations Analyst will notify you of an authorized return to work and/or next steps. If you are not able to get the Medical Clearance Form filled out by your provider, please have your doctor provide a note that outlines all of the same information that is on the form.
If you are unable to perform the essential functions of your job due to a medical condition, even with a workplace modification, the appropriate accommodation may be a leave of absence from work. A leave of absence may also be necessary while the District evaluates your accommodation request. Please contact the Human Resources Leave and Accommodations Analyst with any questions regarding accommodations.
Please visit the following U.S. Equal Employment Opportunity Commission website for additional information and resources regarding employee rights under the American Disabilities Act.
Does the District share details regarding my medical condition, when approving a leave share request?
No, the District does not share medical details when approving a leave share request. An approval for leave share is sent from Human Resources to Payroll for a date range in which employees may receive donations. When the Payroll Department receives this approval, a District wide email is sent out. This gives all employees of the District an equal opportunity to donate sick leave on your behalf.
Can the District tell me who has donated leave on my behalf?
No, the District does not share information with employees regarding the donor(s). We may share the amount received in donations and may also send a thank you to the donor(s) on your behalf if requested.
If I am not approved for leave share and my sick leave is exhausted, can I continue to report unpaid absences?
No, the District does not have a leave without pay provision. All employees must be on an approved leave of absence and provide medical documentation of an illness, in support of unpaid or consecutive absences. Any employee who has exhausted sick leave, will be automatically reverted to the next available paid leave accrual. If all available paid leave accrual is exhausted, continued unpaid absences may result in disciplinary action.
I've been off work due to a severe cold and flu and/or my family has been sick due to the flu, can I be considered for leave share for this time?
No, the leave share program is intended for medical conditions that are serious in nature. If you have been hospitalized due to serious complications of a flu or secondary sinus or upper respiratory infections, this may be an exception.
Please refer to the federal Family Medical Leave for medical certification of your serious health condition and refer to the leave share request page for further instructions regarding the leave share request process.
If I am approved for leave share and don't use all of my donations, can these remain available for me for another time?
No, leave share donations are not taken from employees who have donated unless they are needed, during the leave share approval dates. If you are approved for leave share and are cleared by your doctor to return to work, your leave share approval ends. If your return to work needs to be extended for any reason or if you must return to work on a reduced schedule, your leave share approval may be extended.
Please contact the Human Resources Leave and Accommodations Analyst for any changes in your return to work.