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Introduction

Bethel University provides leave of absence options based on the nature of the request and length of employment where applicable. In order to ensure that leave policies are applied on a consistent basis, the following guidelines are to be used in conjunction with the appropriate policy.

Types of Leave, Duration, and Eligibility

Bereavement Leave

Full- and part-time employees will be permitted a bereavement leave of up to five days off with pay in the case of death of their spouse, child, parent, or guardian. Up to three days off with pay will be granted for the death of an immediate family member. Immediate family members include

brother, sister, grandparent, grandchild, mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, and grandparent-in-law. One day off with pay will be granted for relatives other than immediate family. Use of earned vacation and/or personal leave, or additional time without pay, may be granted by the supervisor in unusual circumstances requiring travel or other unique considerations.

Procedures

1. Employee should notify their supervisor of request.
2. Non-exempt employees must record the time taken on their timesheets.
3. Exempt employees do not need to report the time taken on their leave reports.

Bone Marrow Donation Leave

In accordance with Minnesota law, employees who work an average of 20 hours per week who require time off to undergo a medical procedure to donate bone marrow are eligible to receive up to 40 hours of leave with pay.

Procedures

1. The employee should notify, in writing, their direct supervisor and the Office of Human Resources at least one week in advance.
2. Non-exempt and exempt employees do not need to record time on their timesheet/leave report.

Military Leave

Two Week Encampment:

Full or part-time employees who are members of the United States Armed Services Reserve or the National Guard program, and are thereby required to attend a two-week annual encampment, will be paid the difference between their normal or base rate of pay for the period of time lost and the military pay earned while at annual encampment for a maximum of 15 calendar days. This leave will be granted in addition to any accrued vacation time.

Military leave pay is not given for voluntary enlistment in active military service which occurs after beginning employment with Bethel.

Procedures:

1. The Office of Human Resources should be notified in writing two weeks in advance of the required military encampment. The memo or email should include the dates of the leave and the military rate of pay.
2. Non-exempt employees should leave their timesheet blank (do not fill in any hours worked) for military leave.
3. Exempt employees do not report this leave taken on their leave report.
4. Human Resources will process the military leave and pay the difference between the normal or base rate of pay for the period of time lost and the military pay earned while at annual encampment for a maximum of 15 calendar days.
5. If the employee elects to receive military pay instead of Bethel pay, (military pay is greater than Bethel pay), the above mentioned memo should be used to request this.

Reemployment after Military Service:

Employees applying within 90 days of honorable discharge or release from active duty will be reinstated in their former position or a position within the same rank or salary grade.

Returning employees will be given credit for prior years of service, with no loss of status or rate of pay.

Employees who voluntarily or involuntarily leave their employment at Bethel to undertake military service, including those called up to active service from the Reserves or National Guard, are entitled to certain re-employment rights.

Employees should contact the Office of Human Resources for additional information.

Paid Parental Leave

Benefits-eligible employees are eligible for paid parental leave of up to one week upon the birth of a child. Parents are eligible for paid parental leave of up to one week upon the adoption of a child. Paid parental leave may not begin later than six weeks after the birth or adoption, and may not be used in conjunction with sick leave or short-term disability. (See Short-term Disability Insurance for information regarding maternity leave) 

Procedures

1. Employee should complete the Request for Parental Leave of Absence form.
2. Employee obtains supervisor’s signature and submits to the Office of Human Resources in advance of the leave.
3. Non-exempt employees must record the time on their timesheet.
4. Exempt employees do not need to report the time taken on their leave reports.

Unpaid Parental Leave

According to Minnesota Statute 181.941, all employees who are natural parents, adoptive parents in connection with the birth or adoption of a child, or a female employee for prenatal care, or incapacity due to pregnancy, childbirth, or related health conditions are eligible for an unpaid leave of absence of up to twelve (12) weeks. The leave must begin within twelve (12) months of the birth or adoptions; however, in cases where the child must remain in the hospital longer than the mother, the leave may begin within twelve (12) months after the child leaves the hospital. Where appropriate, the parental leave will be reduced by any paid leave, vacation, or Family and Medical Leave.

School Activities Leave

In accordance with Minnesota law, employees may receive unpaid leave to attend school conferences or classroom activities of the employee's child when such activities cannot be scheduled during nonworking hours. At Bethel, employees must use earned paid leave for this purpose before taking it as unpaid time. The maximum amount of school conference and activities leave that any employee may take is 16 hours during any 12 month period.

Procedures

1. The employee must provide their supervisor within a reasonable prior notice and make a reasonable effort to schedule the leave so as not to unduly disrupt the operations of the department.
2. Non-exempt and exempt employees must record the time on their timesheet/leave report.

Voting

Employees are encouraged to vote. You will be allowed a reasonable period of time to vote in the morning in case you are unable to vote before or after working hours.

Procedures

1. Employee should notify supervisor if you anticipate taking time off to vote.
2. Non-exempt and exempt employees do not need to record the allowed reasonable period of time on their timesheet/leave report.

Departmental Leave of Absence

In circumstances where a formal leave of absence is not appropriate and at the discretion of the appropriate department chair, Vice President and Dean, and the Provost, faculty may be granted a Departmental Leave of Absence without pay for up to 30 calendar days. This leave is not intended to be used across academic terms. If the absence is expected to exceed 30 calendar days, a formal leave of absence without pay must be requested. Other benefits will remain in effect except when the Departmental Leave results in a formal leave of absence. Faculty members are not allowed to use the Departmental Leave of Absence following a FMLA Leave unless the faculty member has returned to work for one day prior to commencement of the Departmental Leave of Absence. If a Departmental Leave is followed immediately by a Formal Leave of Absence, the Formal Leave of Absence becomes effective retroactive to the date of the Departmental Leave of Absence. Faculty members may have only one such leave in any contract year. Faculty members should contact their Department Chair to request a Departmental Leave of Absence. The Department Chair will review the request and consult with the appropriate Vice President and Dean to determine the feasibility of the requested Departmental Leave. If the leave is approved, the administrator will notify the Office of Human Resources. 

Administrative Leave of Absence

Full- and part-time staff members employed for more than six months may submit a request for administrative leave of absence.

An administrative leave of absence may be granted for up to one month. All paid time (vacation, personal and sick where applicable) must be used before taking unpaid time. If the absence is expected to exceed one month, a formal leave of absence must be requested. Paid leave continues to accrue during an administrative leave. Other benefits also remain in effect except when the administrative leave results in a formal leave of absence. Employees will not be allowed to "stack" the administrative leave of absence with FMLA and/or short-term disability leave without returning to work in current position for a minimum of one day. If an administrative leave is followed immediately by a formal leave of absence, the formal leave of absence becomes effective retroactive to the date of the administrative leave of absence.

Procedures

1. The employee should discuss the nature of the leave with their Human Resources Partner and if appropriate, will complete the Request for Administrative Leave of Absence form.
2. If appropriate, the employee needs to obtain the approval signatures.
3. Submit the request to the Office of Human Resources in advance of the leave.

Family and Medical Leave

In accordance with the Family and Medical Leave Act of 1993, Bethel will allow up to 12 weeks of unpaid leave during a 12-month period for the following reasons:

• To care for the employee's child following birth, or placement for adoption or foster care
• To care for the employee's spouse, child, or parent (not in-law) who has a serious health condition
• For a serious health condition that makes the employee unable to perform his or her job

Employees will be required to exhaust all accrued but unused applicable paid leaves before being placed on unpaid status. 

Eligibility

Employees who have been employed at Bethel for at least 12 months and have worked at least 1,250 hours over the previous 12 months are eligible for Family and Medical Leave.

The Uniformed Services Employment and Reemployment Rights Act (USERRA) may provide additional protections for employees who miss work due to USERRA-covered military service in connection with FMLA leave.

Advance Notice and Medical Certification

When possible the employee must give 30 days notice. If circumstances prevent this, efforts will be made to arrange the leave. If medical leave is requested, Bethel may require one or more of the following: certification of a serious health condition to support the request for leave; second or third opinions from a qualified health care provider at Bethel's expense; and/or a fitness for duty certification in order to return to work.  

Job Benefits and Protection

For the duration of the leave, Bethel will maintain the employer's portion of the employee's health and dental coverage at the normal level of their full-time status; employees must continue payment of the employee portion of their health and dental premiums. Other benefits such as life insurance, accidental death and dismemberment insurance, etc. may be maintained at the employee's expense.

Upon return from leave, the majority of employees must be restored to their original or equivalent positions with equivalent pay and benefits. Benefits that were accrued prior to the start of the Family and Medical Leave will remain intact. 

Length of Leave and Conditions

The Family and Medical Leave policy entitles an eligible employee to a total of 12 work weeks of leave during any 12 month period. For purposes of calculating the 12-month period, Bethel University will use a rolling 12 month period, calculated from the date the leave begins and retroactive to that date. Under no circumstances will an employee be allowed to "stack" leave by taking two 12 week leaves back-to-back.

Leave may be taken to care for the employee's child following birth or placement for adoption or foster care. Leave must be taken within 12 months of the birth or placement. A total of 12 weeks can be taken using paid and unpaid time. For employees married to each other and working at Bethel, a combined 12 weeks is allowed for birth or placement.

Leave may be taken due to a serious health condition of the employee or the spouse or child of the employee if the condition requires inpatient care or continuing treatment by a qualified health care provider. For employees married to each other and working at Bethel, a separate 12 weeks is allowed for each to care for the ill employee, spouse or child.

Leave may be taken to care for an ill parent. For employees married to each other and working at Bethel, a combined 12 weeks is allowed for care of a sick parent.

The Family and Medical Leave can be used on an intermittent basis if the need arises. If the need for intermittent leave is foreseeable based on planned treatment, the employee is responsible for scheduling the treatment in a manner that does not unduly disrupt the work environment, subject to the approval of the health care provider. The employee must also make reasonable efforts to appropriately schedule the timing of the leave. If intermittent leave is used, the employee may be temporarily transferred to an alternate position, with no loss in pay or benefits, if it will more easily accommodate the need for the leave.

Criteria of Need for Leave

Each employee requesting family/medical leave on account of a medical condition of the employee, spouse, child, or parent must provide certification from a health care provider which sets forth:

1. The date the serious health condition commenced and the health care provider's best judgment concerning the probable duration of the condition;
2. The diagnosis of the serious health condition;
3. A brief statement of the regimen of treatment prescribed for the condition by the health care provider (including estimated number of visits, nature, frequency and duration of treatment, and treatment by another provider of health services on referral by or order of the health care provider);
4. Indication of whether inpatient hospitalization is required;
5. That the employee is unable to perform his/her job because of the health condition, or the employee is needed to care for the spouse, child, or parent; and
6. If intermittent or reduced leave schedule is requested, the dates of expected medical treatment and duration of such treatment.

Forms for medical certifications are available in the Office of Human Resources. This form must be provided within 15 days after the request for leave is made. Employees who do not provide this information in a timely manner may be denied leave.

Other Conditions

If the employee fails to return to work for reasons other than (1) the continuation, recurrence, or onset of a serious health condition that entitles the employee to leave (for a serious medical condition of the employee or a covered relative); or (2) other circumstances beyond the control of the employee, then Bethel may seek repayment for health and dental insurance premiums paid while that employee was on leave.

If the employee takes leave on account of his/her serious medical condition, the employee will be required to present a medical certification of his/her fitness for duty before being permitted to return. If an employee fails to provide that certification within 15 days after the conclusion of the leave, the employee may be terminated.

Any employee who provides false or misrepresented information or omits material information in order to obtain family medical leave benefits shall be disciplined which may include termination.

Bethel will work with the employee to assist in the process of providing leaves under the privileges and provisions of the Family and Medical Leave Act. If you have questions, please contact the Office of Human Resources.

Leave to Care for Members of the Armed Forces

Pursuant to the 2008 and 2013 amendments to the Family and Medical Leave Act of 1993, an employee who is a spouse, son, daughter, parent or next of kin of a member of the Armed Forces, including a member of the National Guard or Reserves who is undergoing medical treatment, recuperation, or therapy, or is otherwise in outpatient status, or is otherwise on the temporary disability retired list of the military, for a serious injury or illness may take up to 26 weeks of leave to care for that member of the Armed Forces.

An employee, who is a covered veteran, may also be entitled to FMLA leave if he or she is undergoing medical treatment, recuperation or therapy for a serious injury or illness. A covered veteran is an individual who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran.

In addition, an employee may take Family and Medical Leave to assist with any qualifying exigency (as may be defined by applicable federal regulations) arising out of the fact that the spouse, son, daughter, or parent of the employee is on covered active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation.

Employees who request qualifying exigency leave to spend time with a military member on Rest and Recuperation leave may take up to 15 days of leave.

If you have questions, please contact the Office of Human Resources.

Procedures

1. The employee should discuss the nature of the leave with their HR Partner and if appropriate, will complete the FMLA form.
2. If appropriate, the employee needs to obtain the approval signatures.
3. Submit the request to the Office of Human Resources in advance of the leave.
4. The employee works with the Office of Human Resources for submission of medical documentation, if appropriate, and completion of timesheets/leave reports while on FMLA.