ALVIN INDEPENDENT SCHOOL DISTRICT
LEAVES OF ABSENCE
FREQUENTLY ASKED QUESTIONS
When Does an Employee Need To Be Put On A Leave Of Absence?
When an employee needs to be out for more than five consecutive days due to personal
illness, family illness, or birth of child/adoption, or military leave, the employee should turn in the appropriate paperwork to HR.
Do I Qualify For FAMILY MEDICAL LEAVE [FMLA]?
Full time employees, who have been with the district for a year or longer and worked
1,250 hours in the preceding 12 month period year, will qualify for FML. The 12 month period which employees will be eligible for 12 work weeks of FML will be defined as a “rolling” 12 month period from the time Family Leave is requested. FML protects the employee’s job
for up to 12 weeks. Eligible employees can take up to 12 weeks of unpaid leave each year
between July 1 and June 30 for the following reasons:
§ The birth, adoption, or foster placement of a child
§ To care for a spouse, parent, or child with a serious health care condition
§ An employee’s serious health condition that makes the employee unable to perform the functions of the employee’s job
§ Qualifying reason arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on covered active duty (or notified of impending call or order to active duty)
§ To care for a covered service member with a serious injury or illness incurred in the line of duty if the employee is the spouse, child, parent, or next of kin of the service member
The employee may request a FML packet from Donnie Marek, Director of Risk Management, or online in the Human Resources section under the Leaves and Absences link. The employee should send the notification form (first form) and use of leave authorization to Human Resources as soon as he/she is aware he/she will need to be out. The completed healthcare certification must be returned within 15 days to Donnie Marek in Human Resources.
What Paperwork Do I Turn In If I Am Adopting A Child?
Instead of turning in the health care certificate from the FML packet to HR, the employee
would turn in a letter from the adoption agency verifying the adoption of a child. Fill out
the first information FML form and for the start date write unknown due to adoption.
Once you are notified of the actual adoption date, contact HR and the FML leave will
begin on that date.
What if I Need to Be Out Less Than 12 Weeks Now But Will Need To Go
Out Again Later?
Employees that qualify for FML can have a total of 12 weeks of FML leave in one year (July 1 through June 30). The weeks can be divided into separate absences. However, a health care provider note will be needed requesting the leave explaining the start date and probable end date. For example for birth of a child, the health care provider may recommend bed rest. The 12
week leave starts as soon as the employee is absence. If the employee provides a health
care provider note that she can return to work without restrictions before the birth, she
will need to come to HR to be released back to work. The employee could then use the
rest of the FML weeks for the birth of the child.
What If My FML Start Date Changes?
Notify your secretary and Donnie Marek in HR if your FML start date changes. The FML end time will be readjusted.
What Do I Do If I Need To Be Off Work Due To Being Hurt On The Job?
Worker’s Compensation Reporting Procedures
§ A person injured on the job is required by law and local policy to report such
injury to the supervisor immediately. The supervisor must complete and submit a
“First Report of Injury” form to Donnie Marek, Director of Risk Management, the day of the injury.
§ Any employee who is unable to report to work after an injury will need a doctor’s
statement before returning to work. This doctor’s statement must state ‘Full Duty-
No Restrictions”.
§ If the employee is unable to return after five (5) working days, it will be the
responsibility of the employee to call his/her supervisor. The supervisor is required to notify Donnie Marek or HR to verify if this employee is eligible for FML. The employee will call their supervisor each week to report the employee’s work status. Each time the employee goes to the doctor the employee will within one week after the appointment date bring or mail a copy of the doctor’s statement to the supervisor. The supervisor will notify the employee benefits office of the employee’s work status as changes occur.
§ Except in the instance of assault leave or Workers’ Comp., absence due to on-the-job injury may be deducted from the employee’s applicable accrued sick leave/vacation days. For Worker’s Comp., the employee would need to complete the “Worker’s Comp. Paid Leave Request Form” or the district would not use the employee’s paid leave time.
What Is The Process To Return To Work From Medical Leave?
When an employee is ready to return to work, it is the employee’s responsibility to
deliver a health care provider release (fitness for duty report with no restrictions) to the Human Resource Office. This must be an original form signed by your doctor stating the date you
can return to work and that there are no restrictions. Donnie Marek or a HR professional
will review and determine if you can return to work. If it is determined you can return to
work, the employee will be given a Return to Work Notice. Two copies will be given
to the employee, one for their records and the other for his/her supervisor. All employees
must report to the Human Resources office prior to returning to his/her campus or
department and receive a Return to Work Notice.
Bus driver’s health care provider note must state that the bus driver is released to drive a bus.
If an employee does not report to HR, the employee will not be active in payroll and not receive a check. The district does not consider an employee returned to work unless the employee is approved through Human Resources.
What Do I Do If I Am A First Year Employee Who Needs To Be Out For
Medical Reasons?
A certified full-time employee whose position requires certification from the State Board
of Educator Certification (SBEC) is eligible for Temporary Disability Leave. Temporary Disability Leave allows employees to be absent for only their own personal illness the time the health care provider recommends but not to exceed 180 calendar days. Paperwork can be obtained from Donnie Marek or on the Human Resources website under the Leaves and Absences link. Employees must request approval for temporary disability leave by completing appropriate paperwork and submitting it to Donnie Marek in Human Resources. A health care provider must complete information that includes the reason(s) for the leave and the date requested by the educator for the leave to begin. The leave request must be accompanied by a physician’s statement confirming the employee’s inability to work and include the estimated probable date of return.
Do I Get Paid While I Am Out On Leave?
Whenever an employee is out for a leave of absence (exceptions may pertain to Worker’s
Compensation choices), the employee’s available local paid leave is used first, then
available state sick leave (accumulated before 1995-1996), and last state personal leave. The employee is docked if the employee continues to be absent with no available state or local leave days/hours. An employee can view online their paychecks on the Employee Access Center to see how much available leave they have, but for the most accurate updated information, an employee could contact the payroll department if they have questions about the amount of leave they have available or questions relating to their paychecks.
What if I do not qualify for Temporary Disability or FML or have no leave left?
If an employee does not qualify for Temporary Disability or FML leave of absence or has exhausted all available leave, the employee must return to work with a full release from his/her health care provider with no restrictions or be subject to termination. If terminated, the employee can reapply when he/she has a full release from his/her health care provider.
For detailed information about leaves and absences refer to the leaves
and absences section in the employee handbook. If after reading the
information in the handbook, you have questions about Leaves and
Absences, Temporary Disability Leave, or Assault Leave
contact Donnie Marek, Director of Risk Management, in Human
Resources by mail at or call 281-245-2488 or 281-388-1130.
For questions pertaining to Worker’s Compensation or insurance, contact Donnie Marek, Director of Risk Management, at or call 281-245-2488. Also, Debbie Middlebrooks, Benefit Assistant, can be reached at or 281-245-2495.
For payroll questions, call Melanie Lau at 281-245-2479 or e-mail at .
Revised 2-13-2013