Leaves of Absence

Requesting a Leave of Absence

We understand that employees may sometimes need to request a leave of absence for personal, medical, or military reasons. Generally, leaves of absence are for less than six months. However, leaves up to twelve months may be considered if operationally feasible and approved by both your supervisor and Human Resources.

Carleton College complies with all applicable federal and state laws and regulations, including the Family and Medical Leave Act (FMLA). For the most up-to-date information on specific statutes and regulations, we refer to governmental websites rather than listing them here.

Understanding Your Leave

When you request a leave, you’ll meet with Human Resources to determine the proper designation of your leave, its applicable provisions, and the necessary forms. They will also explain how your leave will be monitored.

Using Accrued Time During Leave

During a leave of absence, you are generally required to use any accrued time off (Annual Leave, Sick/ESST). The amount of paid leave is calculated based on your budgeted weekly hours.

• For illness or injury: Accumulated Sick/ESST time will be paid for the duration indicated by your physician. Any additional time off beyond your physician’s request will require the use of your accrued time off balances.
  • Contact HR if more 3 or more consecutive days of work are missed due to illness or injury to evaluate eligibility for a leave of absence.
• College holidays and Winter Break: These hours will not be paid during a leave of absence.

Unpaid Leave Options

Unpaid time in lieu of absence accruals may be granted at the discretion of your supervisor and Human Resources. If you do not have a substantial amount of leave accrued, you may, with supervisor approval, take unpaid leave instead of using time off accruals for hours not worked. This option is primarily intended for absences not covered under FMLA and should be of limited duration.

Please note that you do not accrue time off hours during an unpaid leave.

Health Care Premiums and Benefits During Leave

You are responsible for paying your portion of health care premiums and any other payroll deductions during your leave to ensure the continuation of your coverage. You must make arrangements for these payments through the Human Resources office.

Important: If you are more than two months behind on payments and haven’t made arrangements with Human Resources, you risk losing coverage.

If your leave extends beyond six months, you will be offered COBRA benefits. Under COBRA, you are responsible for paying the entire premium (both the employee and employer portions) for any COBRA-eligible insured benefit plans in which you participate. It is crucial to make these payments on time to prevent loss of coverage.

Additional Information

For more details on leaves and eligibility, please refer to the Employee Handbook. Please contact Human Resources to discuss your need for a leave and request the forms.