Policy Covered Non-Represented Academic Employee Leave
Leave information for Policy Covered Non-Represented Academic Employees (99)
Childbearing and Childrearing leaves are covered by Academic Personnel Manual (APM) 760.
Family and Medical leave is covered by APM 715.
Sick/Medical leave is covered by APM 710.
Getting Started
Please review the important leave information on this page and then select the appropriate leave type to review the relevant policies and pay options. Instructions on how to request a leave are located below.
Leave Type
Childbearing
Pregnancy Disability (Childbearing) Leave [APM 760]
Employees are entitled to up to four (4) months of unpaid Pregnancy Disability Leave (PDL) for a disability related to pregnancy, childbirth and related medical conditions, as certified by a healthcare provider. For a normal birth the disability period is typically from about two (2) workweeks before until about six (6) workweeks after the birth (eight (8) workweeks for cesarean birth). If medically necessary, PDL may be taken on a reduced work schedule or on an intermittent basis.
Childbearing leaves are normally without pay, however employees may elect to use any of the following options to continue being paid during this leave:
- Sick leave and/or vacation accruals. Please note that not all policy covered employees accrue both sick leave and vacation.
- Disability Pay.
An outline of how to apply for benefits from Lincoln Financial (UC’s disability insurer) and what to expect during the disability period can be found at Your Guide to UC Disability Benefits.
Depending on the length of the leave, employees may elect options #1 and #2 to continue being paid.
Catastrophic Leave Donation Program
Eligible employees, who do not have sufficient sick leave and vacation accruals to cover their leave, may wish to consider participating in the campus’ Catastrophic Leave Donation Program. This voluntary program allows employees to donate accrued vacation hours to another employee who has exhausted their accruals. The donated leave supports the continuation of the recipient’s normal salary for a longer period of time than would otherwise be possible. For program information, refer to the Catastrophic Leave Donation Program Guidelines for Academic Employees.
Parental Bonding Leave [APM 760]
This leave may be up to twelve (12) workweeks, may be full or part-time, and must be concluded within twelve (12) months of the child’s birth. To be eligible for parental bonding leave, an employee must meet the eligibility requirements for FMLA and/or CFRA.
Parental leave is normally without pay, however, employees may elect to use any of the following options to continue being paid during this leave:
- Sick leave and/or vacation accruals to continue being paid during this leave. Please note that not all policy covered employees accrue both sick leave and vacation.
- Pay for Family Care and Bonding (PFCB) [APM 715-20.a].
Employees, who are eligible for FMLA and/or CFRA, may receive 100 percent of eligible earnings* for up to eight (8) workweeks per calendar year of paid leave. This may be used for:
- family medical leave
- military caregiver leave
- parental leave
- qualifying exigency leave
*Eligible earnings include an appointee’s base salary payable through the University. Base salary includes on-scale, off-scale, and above-scale. Eligible earnings do not include pay that is received in addition to the appointee’s regular appointment such as “by agreement” payments, administrative stipends, summer session teaching, and any other cash compensation (e.g., Negotiated Salary Program) received that exceeds 100% of the base salary.
PFCB can only be applied if family medical leave is taken in a block, and the block is a minimum of one (1) workweek.
Depending on the length of the leave, employees may elect options #1 and #2 to continue being paid.
Active Service-Modified Duties (ASMD) [APM 760-28]
This is a period of time during which the normal duties are reduced, in agreement with the supervisor, so that the employee can prepare for and/or care for their newborn. To be eligible for ASMD, the employee must certify that they are responsible for 50% or more of the care of their child. ASMD should normally be taken within the period extending three months prior to the birth to twelve (12) months following the birth. Birth parents who have a full-time appointment for at least one (1) full academic year are eligible for childbearing leave and ASMD for a total of three quarters. Birth parents who do not have a full-time appointment for at least one full academic year are eligible for a total period of childbearing leave plus ASMD of one (1) quarter.
If the employee is eligible for sick leave, the ASMD policy requires that they use any available sick leave accruals to cover their reduced time. For example, if the employee and supervisor agree that the employee will work four (4) days a workweek instead of five (5), the employee would record one (1) day of sick leave used each workweek during this period. Or, if the employee arranges to take off partial days, they would record partial hours of sick leave taken each day they work the reduced schedule. When sick leave credit has been exhausted, the employee’s pay will be reduced in proportion to their reduced workload. This could potentially impact the employee’s benefits eligibility, leave accruals, and retirement service credit.
The total period of childbearing/pregnancy disability leave, parental bonding leave and ASMD combined may not exceed one (1) year.
Part-Time Appointment and Reduction in Percentage of Time of an Appointment to Accommodate Family Needs [APM 760-29]
Employees may request a voluntary reduction in time for a specified period of time, or permanently, to accommodate family needs. The employee would be paid at the lower percentage of time, or they may use accrued vacation with the approval of their supervisor. A reduction in time may impact benefits eligibility, leave accruals, and retirement service credit.
Family Medical
Family and Medical Leave [APM 715]
Employees may take leave to care for a family member who has a serious health condition such as an illness, injury, impairment, or physical or mental condition that involves either inpatient care or continuing treatment by a health care provider and that warrants the participation of the employee to provide supervision or care (which may include psychological care or comfort) during the period of treatment or incapacity.
Family member is defined as:
- FMLA – child, parent, spouse, or domestic partner.
- CFRA – in addition to the family members listed under FMLA, an employee may take CFRA for designated person, parent-in-law, grandparent, grandchild, or sibling.
- A “designated person” is any individual related by blood or whose association with the employee is the equivalent of a family relationship. The employee may identify the designated person at the time of the leave request, and employees are limited to one designated person per calendar year for family and medical leave purposes.
Family Medical Leaves are normally without pay, however employees may elect to use any of the following options to continue being paid during this leave:
- Sick leave and/or vacation accruals to continue being paid during this leave. Please note that not all policy covered employees accrue both sick leave and vacation.
- Pay for Family Care and Bonding (PFCB) [APM 715-20.a].
Employees, who are eligible for FMLA and/or CFRA, may receive 100 percent of eligible earnings* for up to eight (8) workweeks per calendar year of paid leave. This may be used for:
- family medical leave
- military caregiver leave
- parental leave
- qualifying exigency leave
*Eligible earnings include an appointee’s base salary payable through the University. Base salary includes on-scale, off-scale, and above-scale. Eligible earnings do not include pay that is received in addition to the appointee’s regular appointment such as “by agreement” payments, administrative stipends, summer session teaching, and any other cash compensation (e.g., Negotiated Salary Program) received that exceeds 100% of the base salary.
PFCB can only be applied if family medical leave is taken in a block, and the block is a minimum of one (1) workweek.
Depending on the length of the leave, employees may elect options #1 and #2 to continue being paid.
Catastrophic Leave Donation Program
Eligible employees, who do not have sufficient sick leave and vacation accruals to cover their leave, may wish to consider participating in the campus’ Catastrophic Leave Donation Program. This voluntary program allows employees to donate accrued vacation hours to another employee who has exhausted their accruals. The donated leave supports the continuation of the recipient’s normal salary for a longer period of time than would otherwise be possible. For program information, refer to the Catastrophic Leave Donation Program Guidelines for Academic Employees.
Part-Time Appointment and Reduction in Percentage of Time of an Appointment to Accommodate Family Needs [APM 760-29]
Employees may request a voluntary reduction in time for a specified period of time, or permanently, to accommodate family needs. The employee would be paid at the lower percentage of time, or they may use accrued vacation with the approval of their supervisor. A reduction in time may impact benefits eligibility, leave accruals, and retirement service credit.
Own Medical
Sick Leave/Medical Leave [APM 710]
Employees may take leave for their own serious health condition; such as an illness, injury (including on-the-job injuries), impairment, or physical or mental condition that involves either inpatient care or continuing treatment by a health care provider.
Medical leave is normally without pay; however employees may elect to use any of the following options to continue being paid during this leave:
- Sick leave and/or vacation accruals. Please note that not all policy covered employees accrue both sick leave and vacation.
- Disability Pay.
An outline of how to apply for benefits from Lincoln Financial (UC’s disability insurer) and what to expect during the disability period can be found at Your Guide to UC Disability Benefits.
Depending on the length of the leave, employees may elect options #1 and #2 to continue being paid.
Catastrophic Leave Donation Program
Eligible employees, who do not have sufficient sick leave and vacation accruals to cover their leave, may wish to consider participating in the campus’ Catastrophic Leave Donation Program. This voluntary program allows employees to donate accrued vacation hours to another employee who has exhausted their accruals. The donated leave supports the continuation of the recipient’s normal salary for a longer period of time than would otherwise be possible. For program information, refer to the Catastrophic Leave Donation Program Guidelines for Academic Employees.
Parental
Parental Bonding Leave [APM 760-27]
Parental leave may be full or part-time and must be concluded within twelve (12) months of the child’s birth, placement, or adoption.
Parental leave is normally without pay, however, employees may elect to use any of the following options to continue being paid during this leave:
- Sick leave and/or vacation accruals to continue being paid during this leave. Please note that not all policy covered employees accrue both sick leave and vacation.
- Pay for Family Care and Bonding (PFCB) [APM 715-20.a].
Employees, who are eligible for FMLA and/or CFRA, may receive 100 percent of eligible earnings* for up to eight (8) workweeks per calendar year of paid leave. This may be used for:
- family medical leave
- military caregiver leave
- parental leave
- qualifying exigency leave
*Eligible earnings include an appointee’s base salary payable through the University. Base salary includes on-scale, off-scale, and above-scale. Eligible earnings do not include pay that is received in addition to the appointee’s regular appointment such as “by agreement” payments, administrative stipends, summer session teaching, and any other cash compensation (e.g., Negotiated Salary Program) received that exceeds 100% of the base salary.
PFCB can only be applied if family medical leave is taken in a block, and the block is a minimum of one (1) workweek.
Depending on the length of the leave, employees may elect options #1 and #2 to continue being paid.
Active Service-Modified Duties (ASMD) [APM 760-28]
This is a period of time during which the normal duties are reduced, in agreement with the supervisor, so that the employee can prepare for and/or care for their newborn. To be eligible for ASMD, the employee must certify that they are responsible for 50% or more of the care of their child. ASMD should normally be taken within the period extending three months prior to the birth to twelve (12) months following the birth. Birth parents who have a full-time appointment for at least one (1) full academic year are eligible for childbearing leave and ASMD for a total of three quarters. Birth parents who do not have a full-time appointment for at least one full academic year are eligible for a total period of childbearing leave plus ASMD of one (1) quarter.
If the employee is eligible for sick leave, the ASMD policy requires that they use any available sick leave accruals to cover their reduced time. For example, if the employee and supervisor agree that the employee will work four (4) days a workweek instead of five (5), the employee would record one (1) day of sick leave used each workweek during this period. Or, if the employee arranges to take off partial days, they would record partial hours of sick leave taken each day they work the reduced schedule. When sick leave credit has been exhausted, the employee’s pay will be reduced in proportion to their reduced workload. This could potentially impact the employee’s benefits eligibility, leave accruals, and retirement service credit.
The total period of childbearing/pregnancy disability leave, parental bonding leave and ASMD combined may not exceed one (1) year.
Part-Time Appointment and Reduction in Percentage of Time of an Appointment to Accommodate Family Needs [APM 760-29]
Employees may request a voluntary reduction in time for a specified period of time, or permanently, to accommodate family needs. The employee would be paid at the lower percentage of time, or they may use accrued vacation with the approval of their supervisor. A reduction in time may impact benefits eligibility, leave accruals, and retirement service credit.
Important Leave Information
Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA)
FMLA and CFRA provide for up to twelve (12) workweeks of unpaid leave in the calendar year (January – December) to care for yourself or a family member with a serious medical condition, baby bonding, and pregnancy disability.
To be eligible for leave under FMLA/CFRA, an employee must have worked for the University for at least twelve (12) months and have worked at least 1,250 hours in the twelve (12) months preceding the leave. FMLA/CFRA leave is unpaid unless otherwise noted below.
Health & Welfare Benefits
Paid leave:
- UC will continue to cover its share of premium costs for health and welfare benefits.
Unpaid leave:
- If it is covered under FMLA/CFRA, the employee will need to continue paying the employee share of the premium payments.
- If it’s not covered under FMLA/CFRA, the employee will need to pay UC’s contribution in addition to the employee share of the premium payments.
When you are going to take a leave without pay, you must take action to ensure UC knows your intent to continue or cancel any benefits for which you are eligible. When your leave without pay information is confirmed, you will be automatically mailed a statement from the UCPath Center to your home address. This Benefits Billing statement contains the information, instructions and deadlines for continuing or canceling your benefits coverage during your leave.
- If you will not be at home to receive your Benefits Billing statement, it is your responsibility to call the UCPath Center directly for assistance at 1-855-982-2329 (Mon – Fri 8 a.m. to 5 p.m.) or you may request help through the Ask UC Path Center feature.
- If you have questions about how going on leave affects your health and welfare benefits, you may call the UCSC Benefits Office at 831-459-2013.
- If you are canceling your health and welfare benefits as a result of this leave, please remember to reinstate the benefits the month you return to pay status (see dates above).
How To Request a Leave
To start the leave request process, please email the following information to apoleave@ucsc.edu:
- Type of leave (childbearing, family medical, own medical, parental).
- Anticipated start and end date of your leave.
- If you would like to set up a consultation with a Leave Analyst to go over leave options and answer any questions you may have.
You can expect to receive additional information and further instructions regarding your leave request within two business days of sending your email.
Once your request and appropriate documentation have been submitted and approved by the APO Leave Team, and prior to the start of your leave, you will receive an official approval letter outlining the details of your leave.