Employee Resources
Cal Poly Pomona offers leave of absence opportunities to eligible employees in accordance with the Collective Bargaining Agreements, CSU policy, state, and federal law. A formal leave of absence is not in place until the Leaves Coordinator has collected and reviewed the required documents.
These resources apply to both staff and faculty. Faculty members who need to take a leave of absence for any of the reasons listed below should contact the Leaves office:
- Bonding with a newborn, adopted child, or child placed for foster care.
- Caring for a family member with a serious health condition. A spouse, son, daughter, parent, sibling, grandparent, grandchild, or designated person
- The employee’s own serious health condition
- A qualifying exigency relating to a close family member’s military service.
- Start Date of Leave of Absence
- Projected End Date of Leave of Absence (Estimate)
- Reason for Leave of Absence (e.g., Illness/Family care/Maternity/Parental/Other)
- If requesting a Family Care Leave, please provide relationship.
- If requesting a Maternity/Paternity Leave, please provide the projected due date.
- Questions regarding Leaves of Absence procedures, guidelines or other
- The medical certification needs to be returned within 15 calendar days from the date requested, unless it is not feasible despite the employee’s diligent, good faith efforts.
- If a physician has already provided a medical certification, employees should use the following link to upload Leave Of Absence - Medical Notes Upload.
Step #3: Leaves Coordinator will review the medical certification upon receipt. Once reviewed, the Leaves Coordinator will provide additional details about the employee’s leave request.
Step #4: Upon approval, the Leaves Coordinator will initiate a leave of absence application.
Each leave of absence must be for a definite period with specific starting and ending dates. The length of a leave of absence is determined by the caring physician.
- Full-Time Leave: Employee is incapacitated for a continuous period, including any time for treatment(s) and/or recovery.
- Partial Leave: Medically necessary for the employee to work a reduced schedule. A physician provides their best estimate of a reduced schedule the employee can work.
- Intermittent (Periodically): Medically necessary for the employee to be absent from work on an intermittent basis (periodically), including for any episodes of incapacity (e.g. episodic flare-ups). A physician provides the best estimate of how often (frequency) and how long (duration) the episodes of incapacity will last.
An employee who requests to extend their leave must submit an original medical certification form to the Leave Coordinator before the end of the original leave. It is the employee's responsibility to notify the manager/department chair of all medical leave extensions.
For medical or family care leaves, the extension requires a certification from the employee's or family member's health care provider.
The Leaves Coordinator will review the medical certification upon receipt and will provide additional details on approval or denial.
Employees on a leave of absence for their own illness/injury are required to provide a medical release from their healthcare provider:
- Prior to the end date of their leave OR
- If the employee has been released to work sooner than anticipated
The medical release needs to address any work restrictions or confirm there are no restrictions.
Step #1: Request a medical release from your healthcare provider prior to the end of your leave.
Step #2: Submit the medical release to the Leaves Coordinator by using the following link Leave Of Absence - Medical Notes Upload.
Step #3A: If the medical release is without restrictions, the Leaves Coordinator will notify the manager/department chair that the employee is cleared to return to full duty. Employees should report to work at the end of their leave.
Step #3B: If the medical release is with restrictions, the Leaves Coordinator will forward the employees restriction/limitations to the ADA Coordinator. The ADA Coordinator evaluates the restrictions/limitations and will discuss the restrictions with the manager/department chair to determine if accommodations can be made.
Step #3C: If the employee is returning early, the Leaves Coordinator should be notified as soon as possible and be provided the exact return date so that a new leave of absence application can be initiated indicating the new return date.
- Parking fees paid via payroll deduction may be reimbursed for the period an employee was on leave. Payroll Services will make the request to the Cashier's Office on the employee's behalf after the employee has returned to work.
- To determine when health benefits will be reinstated following unpaid leave (if coverage is not maintained through Family Medical Leave), contact the Benefits Office at 909-869-3553 or benefits@cpp.edu.
- If any changes have occurred during a leave that would affect benefit enrollments, contact the Benefits Office at 909-869-3553 or benefits@cpp.edu. Under certain circumstances, plan changes may be initiated immediately upon return from a leave of absence without pay following an open enrollment period.
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