NYC Dept. of Education
Leaves of Absence
School Secretary Professional Development Day
2010
1
What you can expect
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This presentation will:
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Provide updates
Clarify policies
Offer tips to streamline
application processing
2
On the Agenda
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Line of Duty Injury (LODI)
Sabbaticals
Family & Medical Leave Act
(FMLA)
Administrative Staff Leaves
Return from Leaves
Principal’s Responsibility
Timekeeping
Q&A
3
Line of Duty Injury
4
What is LODI?
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Line of Duty Injury
Accident or incident while
employee is working
Applies to licensed pedagogue
(plus UFT educational
paraprofessionals and DC37
family paraprofessionals/school
aides in the case of assault)
For other titles, file C2 form for
Worker’s Compensation online at
Dept. of Labor website
5
Roles in the LODI Process
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Employee
Payroll Secretary
Principal
Superintendent
Leaves Admin Office
6
The Employee Should…
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Report the incident within 24
hours
Complete and sign the written
statement
Sign and date the
Comprehensive Injury Report
(CIR) Fact Sheet
Obtain medical documentation
from their physician on the
OP198 or OP407
Complete the Assignment form
OP 200
7
Payroll Secretary/OORS Administrator Role
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Enter the 46PLD in EIS timekeeping screen(s) (9.1.1 or
9.2.1)
Log the incident in Online Occurrence Reporting System
(OORS)
Download the reports from OORS
Ensure the written statement is complete and signed
Complete an OP 198 and ensure the principal signs the form
Ensure that the employee returns the OP 200 signed and
notarized, and that it is placed in the employee’s file
Send all Comprehensive Injury Report (CIR) forms, along
with the principal’s recommendation, to the superintendent
for a signed determination
Ensure that the superintendent returns the CIR-Fact Sheet
with their signed determination
Gather OP 198, Comprehensive Injury Report, and the
written statement, and forward to the HR Connect Leaves
Administration for processing
LODI that does not result in an absence should be filed at the
school
8
The Principal’s Role
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Investigate the incident
Provide recommendation
to the superintendent
within 24 hours
9
Superintendent’s role
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Sign and indicate a
determination on the
Comprehensive Injury
Report-Fact Sheet
Return report to
school within 5 days
10
Leaves Admin Office Role
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Process the application
Log determination in EIS
medical screen
Send approval/denial, letter
and OP198 back to the
school and employee
11
Common Delays
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Principal’s determination
missing on OP198 for shortterm LODI
Superintendent’s signature
and/or determination missing
12
Short-Term LODI Considerations
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LODI that does not result in an absence
should be completed and signed by the
superintendent and kept at the school
The principal has the authority to
approve leaves of 10 days or less
resulting from LODI
However, in cases where principals
have concerns, these cases will be
subject to review by the Medical
Administration Office.
13
Sabbatical Leaves for Study or Restoration of
Health
14
What is a Sabbatical?
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Paid leave intended to give the
pedagogical employee an opportunity
to return as a stronger asset to DOE
Two main types of sabbaticals
 Study
 Restoration of Health
Eligibility requirements are based on
years of service, types of service
credited, prior sabbatical leave charged
against entitlement, and service
required immediately prior to
sabbatical leave
15
Roles in the Sabbatical Leave process
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Employee
Principal
Payroll Secretary
Superintendent
Leaves Administration Office
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The Employee’s Role
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Complete OP8 and statement by applicant for UFT
Sabbatical leave of absence (attachment #4)
Complete OP407 (health only)
Provide principal with prescribed coursework
(study only) and OP8 for approval
Note: Online coursework is not acceptable
Send application to the HR Connect Leaves
Administration Office after obtaining principal and
superintendent signature
Complete Addendum form to study sabbatical
application and obtain superintendent’s signature if
coursework changes
At the conclusion of Study Sabbatical, send
official transcripts to the HR Connect Leaves
Administration Office
Employee must return to service to fulfill
sabbatical return requirements
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The Principal’s Role
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Sign to indicate approval
decision (study only) or
acknowledge receipt of the
application (health)
Forward OP8 to Superintendent
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Payroll Secretary
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Work with the principal to ensure
that paperwork is submitted to the
superintendent
Ensure timekeeping is up-to-date
Advise employees regarding the
consequences for failure to return
from sabbatical leave
19
Superintendent’s role
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Review coursework (study
sabbatical only)
Ensure that coursework is
taken during business hours
Sign and indicate a
determination
Return application to the
school if denied
Forward approved
applications to the HR
Connect Leaves
Administration Office
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Leaves Admin Office Role
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Process the application
Enter transaction in
NYCAPS
Send approval/denial letter
back to the school and
employee
Validate coursework at
conclusion of study
sabbatical
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Common Delays
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Statement by applicant for
UFT Sabbatical leave of
absence (attachment #4)
missing
Superintendent signature
missing
Timekeeping not up-to-date
for less than 6 month health
sabbatical
Study sabbatical
applications that arrive after
the due date
22
Other Sabbatical Considerations
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Final approval of sabbaticals is
NOT complete until the Leaves
Administration office has
administratively approved the
leave
Study Sabbaticals that involve
travel are not approved
It is very important that the
submission happens in a timely
fashion
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Family and Medical Leave Act
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What is FMLA?
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Family & Medical Leave
Act (federal law)
Secures job and benefits
while out for qualifying
family or medical reasons
Eligible employees are
entitled to 12 weeks per 12
month period
25
FMLA Eligibility
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Must be an active employee for a
minimum of 12 months of city service
prior to the leave
OR
Must have worked a minimum of
1250 hours (city service) in the
immediate 12 months prior to the
leave
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FMLA Qualifying Events
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Maternity
Child Care
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New baby
Adoption
Foster Care
Care of a seriously ill spouse,
parent or child
Restoration of Health (Own
serious health condition)
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Roles in the FMLA Leave process
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Employee
Principal
Payroll Secretary
Leaves Administration
Office
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The Employee’s Role
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Complete application
Work with Payroll Secretary
to understand the breakdown
(paid/unpaid) of their leave
Submit completed, signed
application and supporting
docs to the HR Connect
Leaves Administration Office
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The Principal’s Role
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Sign all forms
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Payroll Secretary
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Ensure timekeeping is up-todate
Complete OP198 if
applicable
Work with employee to help
them understand the
breakdown of their leave
(paid/unpaid)
31
Leaves Admin Office Role
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Process the application
Enter transaction in
NYCAPS
Send approval/denial letter
to the school and employee
32
Common Delays
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Misunderstanding "paid"
and "unpaid" FMLA and
when the 12-week count
begins
Using old FMLA
application which does not
indicate "Date Employee
Comes Off Payroll"
Submission of applications
for employees who are not
eligible
33
Other FMLA Considerations
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Paid and unpaid both count
towards FMLA
SLOAC Entitlements
34
Restoration of Health Example
12 weeks (Paid and Unpaid FMLA)
Start
of
Leave
Start of
SLOAC
Start of
COBRA
FMLA (Paid)
FMLA (Unpaid)
8 weeks
SLOAC (Unpaid) - if applicable
Accrued Leave
Sick (Unpaid)
4 weeks
12 weeks
Remainder of Leave
End
of 35
Leave
36
Employee Role
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If the employee wants to extend or
apply for a new leave:
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Complete application
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PD6 for health
FMLA
Letter of Request for child care or other
non-medical leave
Provide documentation
(for example, copy of birth certificate or
footprints for child care leave)
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Obtain supervisor approval and
signature
37
Leaves Administration Role
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Process application
Send approval/denial to supervisor
and employee
Enter leave of absence in NYCAPS
Return applicant from leave of
absence in NYCAPS
38
Returning from a Leave of Absence
39
Return From Leave Tracking
System (LTS)
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Tracks employees’
intentions upon expiration of
their leave
Helps schools and CFNs to
make budgeting and hiring
decisions for the coming
school year
40
Roles in the Return from Leave
process
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Employee
Payroll Secretary
Principal
Leaves Administration
Office
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The Employee’s Role
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Log in to the Leave Tracking
System
Enter intention
Call school
Other actions as required
(depending on the employee’s
intention)
For technical support call HR
Connect
42
Payroll Secretary
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Review report
Work with principal to discuss
who is coming back and who is
not
Email
[email protected] if
you need a user account
43
Principal Role
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Returns
Principal validates
return
Creates job ID for
return
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Leaves Admin Office Role
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If the employee wants to
extend or apply for a new
leave:
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Process the application
Enter transaction in NYCAPS
Send approval/denial letter to
the school and employee
45
Common Delays
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Employee fails to enter
intention
Employee does not submit
leave application and
supporting documentation
after submitting their
intention in the Leave
Tracking System
46
Additional Information for Principals
47
Other Considerations for Principals
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Replacement strategy for
employees—substitutes
must be used to replace a
person on a leave for less
than one year
We are now accepting email
signatures
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49
Maternity
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From date of birth up to six weeks
(8 weeks cesarean)
May borrow up to 20 CAR days if
CAR balance has been exhausted,
but not beyond the 6 or 8 week
maternity leave
Entitled to one calendar month of
Grace Period per school year;
must be used during 6 or 8 week
maternity leave
Employee must return to work
after the 6 or 8 weeks or apply for
a leave of absence without pay for
child care
Admin employees can use annual
time during child care leave
50
Maternity – Case Studies
1st Day Absent:
Teacher
Borrow
Grace Period
01/05/2009
+ 47 CAR Balance
20 CAR
30 Calendar days
Baby DOB:
6 Weeks
FMLA Entitlement ends:
02/06/2009
03/19/2009
03/29/2009 12 weeks
01/05/2009
Commencement date of Leave:
01/05/2009 to 3/29/2009
What date goes on the FMLA application?
Probable date of return:
03/30/2009
When did the teacher go off payroll?
03/20/2009
Benefits are automated for pedagogical employee in NYCAPS
Unpaid FMLA
SLOAC
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03/20/2009
Not entitled during child care
The 23 CAR days used prior to DOB were medically
certified
No paid option after maternity
51
Restoration of Health
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Must exhaust Cumulative
Absence Reserve (CAR) days
May borrow up to 20 CAR days
if CAR days have been
exhausted
Entitled to one calendar month of
Grace Period per school year
After exhausting timekeeping
options, teacher must return to
work or apply for a leave of
absence for restoration of health
leave without pay
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Restoration of Health-Case Studies
1st Day Absent:
Teacher
Borrow
Grace Period
FMLA Entitlement ends:
Probable date of return
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11/03/08
+ 24 Car Balance
- 06 Car Days
30 Calendar Days
01/25/2009
05/18/2009
What is the duration of FMLA entitlement? From: 11/3/2008 TO: 01/25/2009
What date did the teacher go off payroll?
01/17/2009
SLOAC runs concurrently with unpaid FMLA
FMLA unpaid
SLOAC
01/17/2009 – 01/25/2009
01/17/2009 – 05/17/2009
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Leaves Distribution Worksheet
Case # _1-12345678_____________
Employee EIS#_01234567_________
Leave Type _Restoration of Health_________
EIS 
NYCAPS 
Requested Leave
Start date:11/03/2008
End date:05/17/2009
Approved Leave (W/O PAY)
Start date:01/17/2009
End date:05/17/2009
Leave type
CAR (EIS)
Start date
End date
Total number of
school days/weeks
11/03/08
12/08/08
24
12/09/08
12/16/08
06
Grace Period
12/17/08
01/16/09
15
Paid FMLA
11/03/08
01/16/2009
Unpaid FMLA
01/17/2009
01/25/2009
SLOAC
01/17/2009
05/17/2009
Annual/Sick Usage
(NYCAPS)
Borrowed days
HRIS code
54
Line of Duty Injury (LODI)
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If LODI is pending a medical
determination
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Determine the number of days in
CAR or sick bank
Add a reserve of 20 days
(borrowed)
To that total add up to one
calendar month of absence (grace
period)
55
Line of Duty Injury – Case Studies
Date of accident:
Teacher
Borrow
Grace Period
11/03/2008
+ 30 CAR Balance 12/17/2008
- 20 CAR
01/26/2009
30 Calendar days 02/25/2009
What date should the teacher put on the OP 160? 02/26/2009
Benefits are automated for pedagogical employee in NYCAPS
02/26/2009 to 06/26/2009
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Absences should be coded as 46PLD.
If LODI is pending medical review beyond CAR balance, the payroll secretary should
calculate CAR, Borrowed and Grace Period and stop direct deposit before Grace
Period begins. Checks should be returned.
56
Leaves Distribution Worksheet
Case # ______________
Employee #__________
Leave Type __________
EIS 
NYCAPS 
Requested Leave
Start date:
End date:
Approved Leave (W/O PAY)
Start date:
End date:
Leave type
Start date
End date
Total number of
school days/weeks
HRIS code
CAR (EIS)
Annual/Sick Usage
(NYCAPS)
Borrowed days
Grace Period
Paid FMLA
Unpaid FMLA
SLOAC
57
Helpful Hints
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Direct deposit should be stopped
when grace period (46GRN) is to
be entered
Understand Grace Period codes
Clearly enter time usage on the
OP198 form when applicable
(CAR, borrowed and grace)
Follow-up with employees who
do not return from leave to ensure
leave extension or separation
from service options are taken
58
For more information…
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Contact HR Connect
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Phone (718) 935-4000
Fax (718) 935-4350
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Visit the DHR website
http://schools.nyc.gov/Offices/DHR
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Consult your local CFN
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