PRO-U5410.03A Requesting Family or Medical Leave

Action By:

Employee with need for medical leave

  1. Notifies supervisor and Human Resources of need for leave within 30 days of start of leave or as soon as is practicable.  (Employees are not required to disclose diagnosis; see #6 in policy regarding confidentiality).    
    1. If taking leave under the state military family leave provision (RCW 49.77), notifies supervisor and HR within five business days of receiving official notice of an impending call or order to active duty or of a leave from deployment.
  2. Contacts HR to determine appropriate forms.      
  3. Completes Special Leave Request Form when dates of leave are known and submits to supervisor. (Do not include medical information in this form.)  

Supervisor

  1. Notifies Human Resources after an employee has:  
    1. Provided notice about a foreseeable need for leave under U5410.03, or
    2. Had an unforeseeable absence that is expected to continue for more than three days due to a serious illness or serious illness of a family member, or
    3. Taken intermittent leave on a frequent basis due to a serious medical condition or to care of a seriously ill family member. 

Human Resources

  1. Maintains strict confidentiality, only involving those on a need to know basis (see #6 in policy). 
  2. Provides employee with required eligibility notification  
  3. Requests required documentation, if needed.  

Employee with need for medical leave

  1. Provides requested documentation within timeframe given by Human Resources. 

Human Resources

  1. Reviews medical documentation for completeness.  
    1. If not complete, contacts employee.
  2. Evaluates request. 
  3. Makes determinations allowed under policy, and applicable contract/handbook provisions and state and federal laws.
  4. Updates Special Leave Request form as needed and reroutes if necessary.   
  5. Provides employee with designation notice, if applicable.
  6. Locks Special Leave Request form once all approvers have viewed. 

Employee

  1. Reviews payroll instructions for entering leave in advance or make arrangements with department for time entry proxy during absence.    
  2. Contacts Benefits office for questions related to benefits while on leave. 

Supervisor

  1. Ensures there is a plan in place for time entry during medical leave.   

Procedure Information

Approved By:

Director of Human Resources

Effective Date:

July 1, 2010

Authority:

Procedure Contact

Human Resources

Email: HR@wwu.edu

Phone: (360) 650-3774

Human Resources website