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Staff Leaves


Table of Contents

Eligibility and Application
Leaves of Absence
Non-Statutory Medical Disability Leave
Family Care and Medical Leave
Pregnancy Disability Leave
Organ and Bone Marrow Donor Leave
Personal Leave of Absence
Worker's Compensation Absences
Bereavement Leave
Jury Duty
Leave for Witness Duty
Crime Victims Leave
Domestic Violence and Sexual Assault Victim Leave
Military Service Leave
Military Leave Act
Military Family Leave
School Activities Leave
Volunteer Civil Service
Civil Air Patrol
Voting Time
English Literacy Assistance Leave
Rehabilitation Leave


Eligibility and Application

In all cases, staff members must meet eligibility standards and must follow all applicable application and notification processes as necessary. Application forms and complete details are available in Human Resources.

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Leaves of Absence

A leave of absence may be granted to protect regular full‐time and part‐time staff members under certain circumstances. Such leaves have the effect of preserving continuity of service and allowing continuation of certain benefits.

Staff members must provide thirty (30) days' notice for all foreseeable leaves. If unable to give thirty (30) days' notice, staff members are expected to do so as soon as reasonably possible.

It is the responsibility of the staff member to notify his or her supervisor if unable to return on the first workday following the end of the leave. Failure to do so could result in disciplinary action up to and including termination.

Any activity during a leave which is inconsistent with the purpose of the leave (such as engaging in outside employment without University approval while on leave) may result in the immediate cancellation of the leave and termination of employment.

Staff members may be eligible for continuation of pay through VSDI, SDI, PFLI, Long Term Disability (LTD), Workers Compensation, sick time or vacation time.

Leaves will run concurrent based on applicable law.

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Non‐Statutory Medical Disability Leave

Eligible staff members are allowed a non‐statutory medical disability leave for a maximum of six (6) months. The leave must be requested in writing to Human Resources thirty (30) days prior to or as soon as reasonably possible after an absence due to the staff member's own disability and/or illness.  In the event of an emergency or incapacity, the medical disability request must be submitted as soon as reasonably possible.

The medical disability leave will begin on the first day of illness or injury.  During this leave, the staff member is required to apply for VSDI, SDI, LTD or Workers' Compensation benefits, and to use accumulated sick leave.  All other leaves will run concurrent with this medical disability leave.  If medical disability leave is exhausted, the staff member must return to work for six (6) months prior to being eligible for this leave again.

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Family Care and Medical Leave

Staff members who have been employed in a regular position for at least twelve (12) months and have worked at least 60% of their regular schedule are generally eligible to take a family care and/or medical leave of absence under the Family Medical Leave Act (FMLA) and California Family Rights Act (CFRA) leave provisions of up to twelve (12) weeks in a twelve (12) month period. However, if the staff member's leave is due to a serious illness or injury of a spouse, child, parent, next of kin or registered domestic partner sustained while in the line of duty on active duty, then the staff member is entitled to 26 work weeks of unpaid leave in a 12‐month period.  The 26 weeks of leave is based on a per‐covered service member, per‐injury basis.

This rolling 12‐month period begins on the date the staff member's leave begins, and ends twelve (12) months after that date.

Eligible staff members may take this leave for the following reasons:

  • Birth of a child or the child of a domestic partner or after a child or child of a domestic partner is placed with him or her for adoption or foster care within the twelve (12) months following birth or placement (documentation required); or
  • To care for a spouse, domestic partner, son or daughter, parent, grandparent, grandchild, sibling or parent-in-law who has a serious medical condition, as defined by law; or
  • To care for the staff member's own serious medical condition that prevents the staff member from either being able to work at all, or able to perform one or more essential functions of his or her job; or
  • A "qualifying exigency" arising if the staff member's spouse, child, or parent is on active duty or called to active duty status in support of a contingency operation as a member of the National Guard or Reserves; or
  • For a serious illness or injury suffered by a spouse, child, parent, next of kin, or registered domestic partner while in the line of duty on active duty.

FMLA/CFRA leaves are unpaid, however eligibility for other benefits will determine compensation. Staff members will be required to apply for VSDI/SDI/PFLI benefits upon commencement of leave and will be required to use their accrued sick time. Staff members may opt to use their accrued vacation during this time after their sick leave accrual is exhausted.

When staff members are ready to return to work after a FMLA/CFRA leave, the staff member must provide certification from his or her health care provider that he or she is able to safely perform all of the essential functions of his or her position with or without reasonable accommodation. Except as otherwise allowed by law, a staff member is entitled, upon return from leave, to be reinstated in the position he or she held before the leave, or to be placed in a comparable position with comparable benefits, pay, and terms and conditions of employment.

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Pregnancy Disability Leave

Female staff members may be allowed up to four (4) months pregnancy disability leave when disabled due to pregnancy, childbirth, or a related medical condition. Eligibility for this leave is regardless of the length of time a staff member has worked for Pacific.

Pacific will request medical certification of the conditions and the need for leave. Failure to provide medical certification will result in the leave being denied.

Staff members will be required to apply for VSDI/SDI benefits upon commencement of leave and will be required to use their accrued sick time.  Staff members may opt to use their accrued vacation time after their sick leave accrual is exhausted.

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Organ and Bone Marrow Donor Leave

Eligible staff members may take a paid leave for the purpose of donating organ(s) and/or bone marrow. Pacific  provides  staff  members  the  following  paid  leaves  of  absence:  (1)  A  leave  of  absence  not exceeding thirty (30) business days to an employee who is an organ donor in any one‐year period, for the purpose of donating his or her organ to another person.  The one‐year period is measured from the date the employee's leave begins and shall consist of twelve (12) consecutive months.  (2) A leave of absence not exceeding five (5) business days to any employee who is a bone marrow donor in any one‐ year period is measured from the date the employee's leave begins and shall consist of twelve (12) consecutive months.   Staff members are required to take up to five (5) days of accrued paid sick or vacation time for bone marrow donation and up to two weeks of accrued paid sick or vacation time for organ donation.

Prior to receiving this leave, staff members must provide Pacific with written verification, from a licensed physician or other qualified professional, that:

  • the staff member is an organ or bone marrow donor; and
  • there is a medical necessity for the donation of the organ or bone marrow.

During this leave, Pacific will maintain the staff member's health benefits as required by law.  This leave does not constitute a break of employment for purposes of the staff member's right to salary adjustments, sick time accrual, vacation time accrual, or length or service. This leave may not be taken concurrently with FMLA or CFRA leave.

Upon expiration of the staff member's organ/bone marrow donor leave, Pacific will make every effort to restore the staff member to the position he or she held when the leave began or to an equivalent position. Pacific will only decline to restore a staff member to his or her former position (or an equivalent position) if conditions, unrelated to the staff member's organ/bone marrow donor leave, make it impossible to do so.

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Personal Leave of Absence

Staff members may be granted an unpaid leave of absence of up to six (6) months and, in extraordinary circumstances, to one year.  Personal leaves of absence are limited to one (1) in a three (3) year period using a rolling 36‐month period for personal reasons. Staff members must exhaust all accrued vacation at the beginning of their personal leave of absence. The granting of a personal leave of absence is at the discretion of the supervisor and Human Resources.

Once in unpaid status during a personal leave of absence, the staff member will pay 100% of premiums for medical, dental, supplemental life and long term disability benefits.

At the conclusion of the leave, Pacific will attempt to place the staff member back to their original position or a similar position, if available and the staff member is qualified.

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Workers' Compensation Absences

If a staff member is injured or becomes ill while, or as a result of, performing job duties, the injury must be reported immediately to the supervisor. Additionally, the staff member must report to Human Resources and complete appropriate forms. Referral to a University designated occupational injury facility may be authorized by Human Resources only. Failure to report an on‐the‐job injury may result in the loss of medical expense reimbursement for the injury and the staff member may be subjected to disciplinary action.

Staff members must provide Human Resources with certification from a recognized medical professional confirming the necessity of the leave within fourteen (14) days after the leave begins.  Absences due to workers compensation injuries or illnesses will count towards FMLA and CRFA entitlements.

The leave will continue until 1) a recognized medical professional certifies the staff member is capable of resuming all the duties of the staff member's former position, with or without reasonable accommodation; 2) a recognized medical professional certifies that the staff member is permanently precluded from returning to work (i.e., the medical condition is permanent and stationary); 3) the staff member resigns, quits, accepts employment with a different entity, refuses to return to work after being released to return to work or otherwise indicates he or she is not going to return to work; or one year has passed and the staff member is still not able to return to work in his or her prior position.

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Bereavement Leave

Staff members will be granted three (3) working days paid leave in cases of death of a close family member. For this purpose, close family member shall include mother, father, step‐parent, spouse, domestic partner, child, step‐child, child of a domestic partner, sister, brother, step‐sibling, grandparents, grandchildren, current mother‐in‐law and current father‐in‐law and current parents of a domestic partner.

Additional time off, paid or unpaid, is subject to the approval of management and will be recorded as vacation leave, if available.

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Jury Duty

Staff members called for jury duty will incur no loss of pay. Staff members must notify their supervisor immediately upon receipt of a jury duty notice. There is no jury duty limitation. Staff members must also submit a copy of the jury summons to their supervisor.

Staff members must report or return to work immediately prior to beginning or upon release from jury duty when staff members can work a minimum of two (2) hours in the remaining portion of the workday. Staff members must keep their supervisor informed of hours expected to be in court and are expected to turn in a receipt from the court upon return to work.

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Leave for Witness Duty

Staff members subpoenaed as a witness for a court proceeding (or similar adjudicatory proceeding) related to Pacific will incur no loss of pay. Staff members must notify their supervisor immediately upon receiving notice of their need to appear as a witness. Staff members must also submit documentation indicating the need for their presence as a witness.

Staff members must report or return to work immediately prior to beginning or upon release from witness duty when the staff member can work a minimum of up to two (2) hours in the remaining portion or the workday.

Staff members must keep their supervisor informed of hours expected to be performing witness duty.

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Crime Victims Leave

A staff member who is a victim of a violent crime, or whose immediate family member, registered domestic partner, or child of a registered domestic partner is a crime victim, may take time off to attend judicial proceedings related to that crime to the extent allowed by law.

A staff member must give Human Resources notice of each scheduled proceeding that is provided to the victim by the agency responsible for providing notice. When advance notice is not feasible, or an unscheduled absence occurs, the staff member must provide the supervisor with documentation evidencing the judicial proceeding within a reasonable time after the absence. Documentation may come from any of the following to include the court or government agency setting the hearing; the district attorney or prosecuting attorney's office; or the victim/witness office that is advocating on behalf of the victim.

Staff members may use accrued vacation time, sick time or unpaid leave for such absence.

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Domestic Violence and Sexual Assault Victim Leave

Staff members who are victims of domestic violence or sexual assault are allowed time off for the following: to obtain a temporary restraining order; to obtain a restraining order; seek other court assistance; seek medical attention for injuries caused by domestic violence; to obtain services from a domestic violence shelter, program or rape crisis center as a result of domestic violence; to obtain psychological counseling related to an experience of domestic violence, or to participate in safety planning and take other actions to increase safety from future domestic violence, including temporary or permanent relations.

Staff members must give Human Resources reasonable advance notice of their need for time off for these purposes unless notice is not feasible.  If not feasible, the staff member must, within a reasonable time after the absence, provide one of the following:  a police report indicating the staff member was a victim of domestic violence; a court order protecting or separating the staff member from the perpetrator of an act of domestic violence, or other evidence from the court or prosecuting attorney that the staff member appeared in court; or documentation from a medical professional, domestic violence advocate, health care provider, or counselor that the staff member was undergoing treatment for physical or mental injuries or abuse resulting in victimization from an act of domestic violence.

Staff members may use accrued vacation time, sick time or unpaid leave for such absence.

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Military Service Leave

Staff members are eligible for military leave without pay in accordance with the law under the Uniformed Services Employment and Re‐employment Rights Act of 1994 (USERRA).   Staff members called to active or reserve military duty must provide advanced written or verbal notice of the need for military leave to Human Resources so leave may be properly processed before departure. Military leave is considered a leave of absence and, upon timely return from military duty, the staff member will be reinstated to their position or a position of like status and pay, without loss of seniority.  Military leave of absence will expire upon the staff member's failure to apply for reinstatement within the time limits prescribed by law.

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Military Leave Act

Staff members who are members of the National Guard, Reserves or Naval Militia are entitled to an unpaid leave of absence while engaged in military duty ordered for purposes of military training, drills, encampment, naval cruises, special exercises or similar activities, provided that the period of ordered duty does not exceed seventeen (17) calendar days per year (including time involved in going to and returning from such duty). The specific terms of the rights to reinstatement, seniority, benefits, and compensation after a military leave are governed by law. For more information, contact Human Resources.

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Military Family Leave

Staff members who work an average of at least twenty (20) hours per week, and who have a spouse or registered domestic partner: (1) in the United States Armed Forces, National Guard or Reserves who has been deployed during a period of military conflict to an area designated as a combat theater or combat zone by the President of the United States; or (2) in the National Guard or Reserves who has been deployed during a period of military conflict, may be eligible for military family leave. This leave is unpaid and lasts up to ten (10) days.  Staff members may use their accrued vacation for this leave. A staff member who wants to utilize this leave must provide his or her supervisor with notice of his or her intent to take military family leave within two business days of receiving official notice that the staff member's spouse or registered domestic partner will be on leave from deployment.  The staff member must also provide his or her supervisor with documentation certifying that the staff member's spouse or registered domestic partner will be on leave from deployment during the time that the staff member requests the leave. The specific terms of the rights to reinstatement, seniority, benefits, and compensation after a military leave are governed by law. For more information, contact Human Resources.

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School Activities Leave

Staff members shall be granted reasonable unpaid time off, not to exceed forty (40) hours per calendar year or eight (8) hours per month, to attend school functions for their child(ren) in kindergarten through grade 12, provided reasonable advance notice and supporting documentation are provided to the supervisor. At the staff member's discretion, the time off can be used as vacation or unpaid leave.

Staff members who may be a parent or guardian of a child suspended from school will be provided time off, if needed, to appear at the school in connection with suspension.  At the staff member's discretion, the time off can be used as vacation or unpaid leave. Reasonable notice must be given to the supervisor.

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Volunteer Civil Service

In accordance with current law, eligible staff members will be allowed to take a temporary leave of absence to perform emergency duty.  Emergency rescue personnel is defined as any person who is an officer, employee, or a member of a fire department or fire protection or firefighting agency of the federal government, the State of California, a city, county, city and county district, or other public or municipal corporation or political subdivision of California, or of a sheriff's department, police department or a private fire department, whether that person is a volunteer or partly paid or fully paid, while actually engaging in providing emergency service.

Staff members who are volunteer firefighters may take a temporary leave of absence, up to fourteen (14) days per calendar year, to engage in fire or law enforcement training.

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Civil Air Patrol

Staff members who are volunteer members of the California Wing of the civilian auxiliary of the U.S. Air Force Civil Air Patrol are entitled to ten (10) days of leave per year for Civil Air Patrol duty.  A leave for a single emergency mission cannot exceed three (3) days, unless the emergency is extended by the entity in charge of the military and the staff member's supervisor and Human Resources approves the leave extension. Staff members are not required to, but may use their accrued vacation time during this unpaid leave.  A staff member requesting this leave must provide certification from the relevant Civil Air Patrol authority verifying his or her need for the leave.  Failure to provide this certification will result in the denial of the request for leave.

Upon return from authorized leave, the staff member will be reinstated to the position he or she held when the leave began. For more information, contact Human Resources.

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Voting Time

Staff members that do not have sufficient time outside of working hours to vote in a statewide election may, without loss of pay, take off up to two hours of working time to vote. Such time must be at the beginning or end of the regular working shift, whichever allows more free time for voting and the least time off from working, unless otherwise mutually agreed.  Staff members must notify their supervisor at least two (2) working days in advance to arrange a voting time.

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English Literacy Assistance Leave

Pacific assists staff members who require unpaid leave time off to attend an adult literacy program. Staff members who need such time off should inform their supervisor and Human Resources. Pacific will make every effort to accommodate the need for unpaid time off to attend an adult literacy program and to safeguard the staff member's privacy.

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Rehabilitation Leave

Under certain circumstances, staff members who voluntarily request time off to participate in a drug or alcohol rehabilitation program, prior to a violation of Pacific policy related to or caused by drug or alcohol use, will be granted such leave as a reasonable accommodation so long as the leave does not create an undue hardship on Pacific.  Entitlement to this leave, however, does not prevent Pacific from terminating or otherwise disciplining a staff member who, because of his or her current use of alcohol or drugs, is unable to perform his or her duties, or cannot perform the duties in a manner which would not endanger his or her health or safety or the health or safety of others.  This leave is unpaid; however, staff members may use their accrued sick time and in some circumstances may qualify for short‐term disability benefits.  The staff member's privacy will be protected to the greatest extent possible. For more information, contact Human Resources.

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For additional information, please refer to the Staff Handbook.

About This Policy
Last Updated
7/13/2018
Original Issue Date
7/2/2015

Responsible Department
Human Resources