Leave of Absence

Any time an employee will be away from work for an extended period of time (more than 5 days), he/she must request and be approved by HR for a Leave of Absence from the University.

Faculty Leave of Absence requests must also be approved by the President.

The Leave of Absence Process

When an employee recognizes the necessity for time away from work due to reasons such as illness or injury, a structured Leave of Absence process is set in motion. The initial steps involves the employee informing their supervisor about the anticipated start date and the expected duration of the leave. Find out how to engage with Human Resources to discuss the leave process, including the required paperwork at Kennesaw State.

Types of Leave

Family Medical Leave Act (FMLA) Leave of Absence

• For the birth and care of a newborn child of the employee
• For placement with the employee of a son or daughter for adoption or foster care
• Care for a spouse, son, daughter, or parent with a serious health condition
• Take medical leave when the employee is unable to work because of a serious health condition
• For qualifying exigencies arising out of the fact that the employee’s spouse, son, daughter, or parent is on active duty or call to active duty status as a member of the National Guard or Reserves in support of a contingency operation.
• Or up to 26 weeks for an eligible employee who is a family member of a “covered servicemember” with a “serious injury or illness”.

To be eligible for FMLA, you must have worked for KSU for a total of 12 months and have worked at least 1,250 hours in the previous 12 months.

Intermittent Leave

Leave for one’s own serious health condition, or for the care of a family member with a serious health condition, may be taken on a continuous basis – or on an intermittent basis in increments as small as one hour – if medically indicated. Intermittent leave may include leave periods of an hour or more, up to several weeks.

• Read more about intermittent leaves
• Employee Rights and Responsibilities under the Family and Medical Leave Act
• DOL FMLA Fact Sheet #28: The Family and Medical Leave Act of 1993

To request an FMLA Leave, submit the Request for Leave form along with the applicable Physician Certification form to HR:

• KSU FMLA Leave Request Form
• Certification of Health Care Provider for Employee’s Serious Health Condition
• Certification of Health Care Provider for Family Member’s Serious Health Condition
• Certification of Qualifying Exigency for Military Family Leave
• Certification for Serious Injury or Illness of Covered Servicemember – for Military Family Leave
• Academic Affairs Request for Leave Form
• Bi-Weekly Intermittent Leave Tracking Form
• Monthly Intermittent Leave Tracking Form

FMLA leave runs concurrently with your sick or vacation paid leave time.

Disability benefits may also apply if your FMLA leave is for your own medical condition. Disability benefits are approved and paid through the disability carrier. While you are on an approved leave of absence, your Benefits Specialist will enter your paid sick and vacation (if applicable) leave time in e-time.

Paid Leave Accrual and Short Term Disability

You are required to use your sick leave accruals while out on a medical leave of absence. If you have short term disability coverage, you must freeze your paid sick time while being paid disability. Once short term disability is exhausted and you are still out on leave, you can start being paid sick time. Once sick is exhausted, you may elect to use vacation hours. Hours will be utilized in whole day increments.

If you participate in the Donated Sick Leave Program you will not be considered to receive a donation until all of your own paid leave time has been exhausted and you do not have any Short Term Disability benefits.

Non-FMLA Medical Leave of Absence

If you do not meet the qualifications for an FMLA Leave or need additional medical leave time after your FMLA leave time is exhausted, you may request a non-FMLA Medical Leave. Based on the business needs of the department, Non-FMLA Medical Leave may or may not be granted. Submit the request to HR using the Non FMLA Leave request form.