4-7 Childcare Leave

Policy

Following the birth or adoption of a child of less than school age, an officer, if the primary caregiver, may take up to one year as a childcare leave, without pay. For an officer who gave birth, the first part of the leave (6-8 weeks usually) is considered a medical leave. The first 12 weeks are considered an FMLA leave. The total time of medical and childcare leave may not exceed one year. The individual is to request a childcare leave, in writing, as early as possible to allow the department to make coverage plans.

Note that fulltime officers of instruction at CUIMC may be entitled to paid parental leave for up to 13 weeks to care for a newborn, newly adopted child of less than school age, or disabled child under the age of 18 – see 4-5 Parental Leave. In such cases, the total time of parental and childcare leave may not exceed one year.

Requirements

Department submits the following:

  • Letter from officer to PI/supervisor requesting the leave, which should:
    1. Include the start and end dates of the leave
    2. State if the faculty is the primary caregiver or a single parent
    3. State the child’s due date or birth date or, if adopted, both the birth date and date of adoption
    4. If applicable, have the child’s birth certificate or certificate of adoption attached
  • Letter from chair to Dean requesting the leave for the officer and including start and end dates
  • Duration of30 days: PAF reflecting action/reason LOA/INF
  • Duration of > 30 days: Upon receipt of the Office of the Provost approval, a PAF reflecting action/reason codes LOA/INF or, if partial-pay leave, PLA/INF

Workflow

Path 1 – Duration of30 days

  • The OFA Representative reviews the request and prepares a cover letter in which the AVP informs the chair that the LOA has been approved.
  • The AVP reviews and, if acceptable, signs the letter.
  • OFA sends a copy of the letter to the department faculty affairs contact for their records.
  • Upon receipt of the approval, the department submits a PAF and attaches the letter of approval.
  • OFA approves and submits the PAF to CUIMC Payroll, if salaried, or directly to HRPC, if zero-salaried.

Path 2 – Duration of > 30 days

  • The OFA Representative reviews the request and prepares a cover letter in which the AVP requests the approval of the Office of the Provost.
  • The SVP reviews and, if acceptable, signs the letter.
  • OFA submits the AVP’s signed request to the Office of the Provost indicating that the LOA has the Dean’s approval.
  • The Office of the Provost sends an approval letter to OFA (and copied to others).
  • OFA sends a copy of the letter to the department faculty affairs contact for their records.
  • Upon receipt of the Office of the Provost approval, the department submits a PAF and attaches the letter of approval from the Office of the Provost.
  • OFA approves the PAF and submits it and the Provost approval letter to CUIMC Payroll, if salaried, or directly to HRPC, if zero-salaried.

Resources

CU Action and Reason Codes for Personnel Transactions

CU Completing a Personnel Action Form (PAF) - Job Aid

CU Faculty Handbook