Maternity, Parental, and Medical Leave Policies for Academic Appointees
Maternity, parental, and medical leave policies for annual appointees and research scientists, including details on eligibility, duration, financing, payment rates, and leave supplementation options. Processes and forms required for taking maternity leave are also outlined, ensuring a smooth transition before and after the leave period.
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Maternity, Parental, and Medical Leaves for Annual Appointees and Research Scientists
Leave Policies for Non-Faculty Academic Appointees O Benefits eligible non faculty appointees on the monthly payroll are eligible for maternity, parental and medical leave. O Leaves are supported by school funds. O Leaves can be supplemented by accrued vacation time. Departmental Funds must be used for all supplements.
Maternity Leaves for Annual Appointees (EXCLUDING postdoctoral research fellows) O Birth mothers are eligible for up to 13 weeks of paid maternity leave following the birth of a child. O Of this leave, a maximum of 12 weeks will be financed by the school (100%). O If the appointee chooses, and has accrued time available, she may take an additional week (week 13).
Maternity Leaves for Annual Appointees Cont. O If an appointee has 7 or more years of service, the rate of leave pay is 100% of regular base salary. O If an appointee has less than 7 years of service, the rate of leave pay is 75% of regular base salary. O These employees can choose to supplement their leave pay with accrued vacation or personal time. Departmental Funds must be used for this supplement.
Maternity Leave Form for Annual Appointees https://cdn1.sph.harvard.edu/wp- content/uploads/sites/40/2013/08/Maternity-Leave- Form-1-26-16.pdf This form needs to be: completed by the appointee signed by the department administrator. PLEASE NOTE: By By signing this document, signing this document, the administrator certifies that the administrator certifies that personal and vacation time has been verified, and have confirmed the allow time has been verified, and have confirmed the allow- -ability of the submitted to Lindsey Bartlett in the Office of Faculty Affairs ASAP and PRIOR to the leave start date via email: lbartlett@hsph.harvard.edu PLEASE NOTE: personal and vacation ability of the costing. costing.
Maternity Leaves for Annual Appointees Process Checklist Appointee informs the Department Admin of pregnancy and due date. Dept. Admin informs OFA of leave request. OFA sends an email to the Dept. Admin, with policy information and a link to the Maternity Leave Form. Dept. Admin and appointee complete the form and return the signed form to Lindsey at OFA via email: lbartlett@hsph.harvard.edu Lindsey reviews the form and informs Dept. Admin of any necessary corrections. When the child is born, the appointee notifies the Dept. Admin ASAP, and the Department notifies the OFA. The form is adjusted, if necessary. Lindsey signs the form, and sends an email to the Dept. Admin with official leave and billing code information and cc s OFS. The Dept. Admin submits a wasabi to put the appointee on Paid Maternity Leave. At the end of the Leave, the Dept. must submit a Wasabi to return the appointee from leave.
Parental Leaves for Annual Appointees (INCLUDING postdoctoral research fellows) O Non-birth parents are eligible for up to 4 weeks of paid parental leave following the birth or adoption of a child, which can be followed by 1 week of vacation time (if available), and up to 8 weeks of unpaid Family Medical Leave Act (FMLA) leave. O The first 4 weeks will be financed by the school (100%). O The 5th week of leave can be paid at 100% if the appointee has personal or vacation time available to use. O Weeks 6-13 (up to 8 additional weeks) are unpaid and are part of the FMLA policy.
Parental Leaves for Annual Appointees (cont.) O During the first 4 weeks of paid leave: O If an appointee has 7 or more years of service, the rate of leave pay is 100% of regular base salary. O If an appointee has less than 7 years of service, the rate of leave pay is 75% of regular base salary. O These appointees can choose to supplement their leave pay with accrued vacation or personal time. Departmental funds must be used for this supplement.
Parental Leave Form for Annual Appointees https:// https://cdn1.sph.harvard.edu/wp cdn1.sph.harvard.edu/wp- - content/uploads/sites/40/2013/08/Parental content/uploads/sites/40/2013/08/Parental- -leave form form- -1 1- -26 26- -16.pdf leave- - 16.pdf This form needs to be: completed by the appointee signed by the department administrator. PLEASE NOTE: By signing this document, the administrator certifies that personal and vacation time this document, the administrator certifies that personal and vacation time has been verified, and have confirmed the allow has been verified, and have confirmed the allow- -ability of the costing. submitted to Lindsey Bartlett in the Office of Faculty Affairs ASAP and PRIOR to the leave start date via email: lbartlett@hsph.harvard.edu If the appointee plans to take the up to 8 weeks of FMLA leave, an FMLA form will also need to be completed and submitted to OFA. PLEASE NOTE: By signing ability of the costing.
Parental Leaves for Annual Appointees Process Checklist Appointee informs the Department Admin of upcoming birth or adoption. Dept. Admin informs OFA of appointee leave request. OFA sends an email to the Dept. Admin, with policy information and a link to the Parental Leave Form. If unpaid leave will be taken, an FMLA form will also need to be completed. Dept. Admin and appointee complete the form and return the signed form to Lindsey at OFA via email: lbartlett@hsph.harvard.edu. Lindsey reviews the form and informs Dept. Admin of any necessary corrections. When the child is born, the appointee notifies the Dept. Admin ASAP, and the Department notifies the OFA. The form is adjusted, if necessary. Lindsey signs the form, and sends an email to the Dept. Admin with official leave and billing code information and cc s OFS. The Dept. Admin submits a wasabi to put the appointee on Paid Parental Leave. At the end of the Leave, the Dept. must submit a Wasabi to return the appointee from leave.
Family and Medical Leave Act (FMLA) O In addition to paid leave, the 1993 s FMLA provides up to 12 weeks of unpaid, job-protected leave for specific family and medical reasons. O To be eligible, an appointee must work at least 0.5 FTE. O The situations that this leave covers are: O Care for the appointee s child after birth or placement with the appointee for adoption or foster care. O A serious health condition that makes the employee unable to perform the essential functions of his/her job. O Care for the employee s spouse or qualified domestic partner, child, or parent with a serious health condition.
Family and Medical Leave Act (FMLA) cont. O Benefits during FMLA leave: O Any questions regarding benefits during this time should be directed to the Benefits Office at 617/496-4001. O If additional leave is needed for another reason following the Parental Leave, there will be 4 weeks of unpaid leave available to this appointee within that year. O The year is calculated starting with the first day that the FMLA leave is taken.
Family and Medical Leave Act Form for Annual Appointees https:// https://cdn1.sph.harvard.edu/wp cdn1.sph.harvard.edu/wp- - content/uploads/sites/40/2013/08/Request content/uploads/sites/40/2013/08/Request- -for Family Family- -and and- -Medical Medical- -Leave Leave- -nonfacAcademic10 2015.pdf 2015.pdf for- - nonfacAcademic10- -1 1- - This form needs to be: completed by the appointee signed by the department administrator submitted to Lindsey in the Office of Faculty Affairs via email ASAP and PRIOR to the leave start date: lbartlett@hsph.harvard.edu If this leave is being taken in connection with a Parental Leave, a Parental Leave Form must also be completed and sent to the OFA.
FMLA for Annual Appointees Process Checklist Appointee informs the Department Admin of need for FMLA. Dept. Admin informs OFA of appointee request for leave. OFA sends an email to the Dept. Admin, with policy information and a link to the FMLA Form. Dept. Admin and appointee complete the form and return the signed form to Lindsey at OFA via email: lbartlett@hsph.harvard.edu. Unless this leave is connected to a parental leave, he department may want to ask the appointee for back up that illustrates the need for this leave. This can be an email describing the situation, or might need to be documentation from a medical professional, depending on the situation. Lindsey reviews the form and informs Dept. Admin of any necessary corrections. Once the form is complete, Lindsey sends an email to the Dept. Admin to request the Wasabi for this action. The Dept. Admin submits a wasabi to put the appointee on unpaid leave. At the end of the Leave, the Dept. must submit a Wasabi to return the appointee from leave.
Medical Leaves for Annual Appointees (EXCLUDING postdoctoral research fellows) O Appointees that are unable to work due to a medically determined physical or mental impairment are eligible for up to 26 weeks of paid medical leave. O There is a 2 week waiting period before institutional coverage begins vacation or personal time can be used to cover this waiting period. O This 2 week period is followed by a maximum of 24 weeks of paid time off, which is financed by the school (2/3) and the department (1/3).
Medical Leaves for Annual Appointees Cont. O If an appointee has 7 or more years of service, the rate of leave pay is 100% of regular base salary. O If an appointee has less than 7 years of service, the rate of leave pay is 75% of regular base salary. O This leave cannot cannot be supplemented with accrued time.
Medical Leave Form for Annual Appointees https:// https://cdn1.sph.harvard.edu/wp cdn1.sph.harvard.edu/wp- - content/uploads/sites/40/2013/08/Medical content/uploads/sites/40/2013/08/Medical- -Leave Form Form- -9 9- -2015.pdf 2015.pdf Leave- - This form needs to be: completed by the appointee Signed by the physician Signed by the Department Administrator submitted to Lindsey in the Office of Faculty Affairs via email ASAP and PRIOR to the leave start date: lbartlett@hsph.harvard.edu physician
Medical Leaves for Annual Appointees Process Checklist Appointee informs the Department Admin of need for Medical Leave. Dept. Admin informs OFA of appointee request for leave. OFA sends an email to the Dept. Admin, with policy information and a link to the Medical Leave Form. Dept. Admin, physician physician and appointee complete the form and return the signed form to Lindsey at OFA via email: lbartlett@hsph.harvard.edu. Lindsey reviews the form and informs Dept. Admin of any necessary corrections. Once the form is complete, Lindsey sends an email to the Dept. Admin with official leave and billing code information and cc s OFS. The Dept. Admin submits a wasabi to put the appointee on Paid Medical Leave. At the end of the Leave, the Dept. must submit a Wasabi to return the appointee from leave.
Wasabis for Annual Leaves *Please remember to attach leave forms to the Wasabi forms* *All of these Wasabis can be found under the Termination category (suitcase)* O Annual Appointee Maternity (not Post Docs): Annual Appointee Maternity (not Post Docs): O Leave of Absence/Maternity Wasabi to put on leave. O Return from Paid Leave Wasabi to return from leave. O Annual Appointee Parental Leave: Annual Appointee Parental Leave: O Paid Leave of Absence/Parental Wasabi to put on leave. O Return from Paid Leave Wasabi to return from leave O Annual Appointee Annual Appointee Paid Medical Leave (not Post Docs): Paid Medical Leave (not Post Docs): O Paid Leave of Absence/Medical Wasabi to put on leave. O Return from Paid Leave Wasabi to return from leave. O Annual Appointee Annual Appointee FMLA FMLA Leave Leave (unpaid): (unpaid): O Unpaid Leave of Absence/Medical/Parental/Personal Wasabi to put on leave (depending on specific circumstances of leave). Put an end date. O Return from Leave to return from leave
Billing Codes for Annual Appointee/Faculty Leaves O Faculty and Academic Appointee Maternity and Faculty and Academic Appointee Maternity and Parental Leaves: Parental Leaves: O 275-23775-000001-566336-0000-(*00000) O If the faculty member has a root, use the faculty member s root, if not, use 00000. O Faculty and Academic Appointee Faculty and Academic Appointee Medical Leaves: O 275-23775-000001-566337-0001- (*00000) O If the faculty member has a root, use the faculty member s root, if not, use 00000. O Faculty Faculty Sabbaticals: Sabbaticals: O 275-23770-000001-566354-0000- (*00000) O If the faculty member has a root, use the faculty member s root, if not, use 00000. Medical Leaves:
QUESTIONS? Lindsey Bartlett, Office of Faculty Affairs Lindsey Bartlett, Office of Faculty Affairs Email: lbartlett@hsph.harvard.edu Tel: 617-432-1018 Annual Non-Faculty Appointee Leaves (except Postdoctoral Maternity and Medical Leaves), and Research Scientist Leaves. Questions regarding Wasabi processing for all Faculty Leaves and Sabbaticals.
Wasabis for Faculty Leaves *Please remember to attach leave forms to the Wasabi forms* *All of these Wasabis can be found under the Termination category (suitcase)* O Faculty Maternity: Faculty Maternity: O Leave of Absence/Maternity Wasabi to put on leave. O Return from Paid Leave Wasabi to return from leave. O Faculty Parental Leave: Faculty Parental Leave: O Paid Leave of Absence/Parental Wasabi to put on leave. O Return from Paid Leave Wasabi to return from leave O Faculty Paid Medical Leave: Faculty Paid Medical Leave: O Paid Leave of Absence/Medical Wasabi to put on leave. O Return from Paid Leave Wasabi to return from leave. O FMLA FMLA Leave Leave (unpaid): (unpaid): O Unpaid Leave of Absence/Medical/Parental/Personal Wasabi to put on leave (depending on specific circumstances of leave). Put an end date. O Return from Leave to return from leave.
