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Leave of Absence and FMLA

Any time an employee will be away from work for an extended period of time (more than 5 days), he/she must request and be approved by HR for a Leave of Absence from the University. 

Faculty Leave of Absence requests must also be approved by the President. 

Types of Leave

  • Employees who have a death in the immediate family may be allowed to use accrued sick leave for absences related to the death. Time off for Bereavement in excess of five days requires the employee to request a personal leave of absence. Submit the request using the Non FMLA Leave Request Form.

    Immediate family includes the employee’s spouse, parents, children, siblings, stepchildren, grandparents, grandchildren, foster parents and legal guardian, in-laws, and domestic partners.

    Non FMLA Leave Request Form

  • Family Medical Leave Act (FMLA) Leave of Absence

    FMLA provides 12 weeks of unpaid job protected leave in a rolling 12 month period for an eligible employee for one or more of the following reasons:

    • for the birth and care of a newborn child of the employee; 
    • for placement with the employee of a son or daughter for adoption or foster care;
    • to care for a spouse, son, daughter, or parent with a serious health condition;
    • to take medical leave when the employee is unable to work because of a serious health condition;
    • for qualifying exigencies arising out of the fact that the employee’s spouse, son, daughter, or parent is on active duty or call to active duty status as a member of the National Guard or Reserves in support of a contingency operation.
    • or up to 26 weeks for an eligible employee who is a family member of a “covered servicemember” with a “serious injury or illness”.  

    To be eligible for FMLA, you must have worked for KSU for a total of 12 months and have worked at least 1,250 hours in the previous 12 months. 

    Intermittent Leave

    Leave for one’s own serious health condition, or for the care of a family member with a serious health condition, may be taken on a continuous basis – or on an intermittent basis in increments as small as one hour – if medically indicated.  Intermittent leave may include leave periods of an hour or more, up to several weeks.  To read more about intermittent leaves, you can do so here

    Employee Rights and Responsibilities under the Family and Medical Leave Act

    DOL FMLA Fact Sheet #28: The Family and Medical Leave Act of 1993

    To request an FMLA Leave, submit the Request for Leave form along with the applicable Physician Certification form to HR: 

    FMLA leave runs concurrently with your sick or vacation paid leave time.  Disability benefits may also apply if your FMLA leave is for your own medical condition.  Disability benefits are approved and paid through the disability carrier.  While you are on an approved leave of absence, your Benefits Specialist will enter your paid sick and vacation (if applicable) leave time in e-time.  

    Paid Leave Accrual and Short Term Disability

    You are required to use your sick leave accruals while out on a medical leave of absence. If you have short term disability coverage, you must freeze your paid sick time while being paid disability.  Once short term disability is exhausted and you are still out on leave, you can start being paid sick time.  Once sick is exhausted, you may elect to use vacation hours. Hours will be utilized in whole day increments. 

    If you participate in the Donated Sick Leave Program you will not be considered to receive a donation until all of your own paid leave time has been exhausted and you do not have any Short Term Disability benefits.

    Non-FMLA Medical Leave of Absence

    If you do not meet the qualifications for an FMLA Leave or need additional medical leave time after your FMLA leave time is exhausted, you may request a non-FMLA Medical Leave. Based on the business needs of the department, Non-FMLA Medical Leave may or may not be granted. Submit the request to HR using the Non FMLA Leave request form.

    Non FMLA Leave Request Form

  • Military duty includes any military duty in the service of the State of Georgia or the United States. This includes schools conducted by the armed forces of the United States.

    Regular benefits eligible employees are entitled to up to 18 days of leave with pay while engaged in the performance of military duty and while going to and from such duty during normal working hours. The maximum length of military leave with pay is 18 work days (144 hours) in any one federal fiscal year from October 1st through September 30th. The maximum leave time without pay allowable can not exceed five years. To request a Military Leave of Absence, an employee must submit the Non FMLA Leave Request form to HR along with a copy of his/her military orders.

    Non FMLA Leave Request Form
  • If an employee is in need of an extended period of time off that does not qualify under another Leave option, they may request a Personal Leave. This request must be in writing and is approved at the discretion of the President of the University or his appointed designee (VP of Human Resources). A Personal Leave of Absence is unpaid and cannot exceed one year. Submit the request to HR using the Non FMLA Leave request form.

    Non FMLA Leave Request Form

To Request a Leave of Absence

Schedule a meeting with an HR representative by calling 470-578-6030 or e-mail benefits@kennesaw.edu.

Benefits while on LOA

Depending on the type of leave you request, benefits may or may not continue during an approved leave of absence.  Please contact HR for more information. 
*All LOAs are subject to the University System of Georgia and Kennesaw State University’s Leave of Absence policies.
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