Wheeling Jesuit University

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Email: hr@wju.edu
Phone: 1-304-243-8152

Time Off Work: FMLA

Date approved:
Dec. 2011
Approved by:
Date to be reviewed:
April 2012
Reviewed by:
Director of Human Resources
Date revised:
March 2013
Revision number:
Compliance Committee:
As Scheduled


Wheeling Jesuit University will adhere to the requirements of the Family and Medical Leave Act of 1993.


2.1 Policy

The University will provide eligible employees up to a total of twelve (12) weeks of unpaid, job-protected, leave with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave, during the rolling twelve (12) month period for certain family and medical reasons.

2.2 Definitions

  1. "Serious health condition" - Defined as an illness, injury, impairment, or physical or mental condition that involves inpatient care or continuing treatment by a health care provider.
  2. "Intermittent Leave" - Leave taken in separate blocks of time, rather than for one continuous period of time, and may include leave periods of 1 hour to several weeks.
  3. "Reduced leave schedule" - A work schedule under which the usual number of hours of regularly scheduled work per workday or workweek of an employee is reduced.
  4. "Spouse" - An individual who is a husband or wife pursuant to a marriage that is a legal union between one man and one woman, including common law marriage between one man and one woman in States where it is recognized.
  5. "Son or Daughter" - A biological, adopted, or foster child; a step child; a legal ward; or a child of a person standing in loco parentis who is under 18 years of age or 18 years of age or older and incapable of self-care.
  6. "Parent" - A biological parent or an individual who stands or stood in loco parentis to an employee when the employee was a son or daughter. This term does not include parents "in law."

2.3 Eligibility

Employees who have worked for the university for at least one (1) year with 1,250 hours worked during the previous twelve (12) month period counting back from the day the leave takes effect.

2.4 Reasons

Eligible employees may take  FMLA leave for the following reasons:

  1. The birth of a child and to care for the newborn child within one year of birth;
  2. the placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement;
  3. To care for the employee's spouse, child, or parent who has a serious health condition; 
  4. A serious health condition that makes the employee unable to perform the essential functions of his or her job;
  5. Any qualifying exigency arising out of the fact than the employee's spouse, son, daughter, or parent is a covered military member on "covered active duty" or; 
  6. Twenty-six workweeks of leave during a single 12-month period to care for a covered series member with a serious injury or illness who is the spouse, son, daughter, parent, or next of kin to the employee (military caregiver leave).

2.5 Compensation

  1. Employees must use accrued paid sick time (including "sick bank") concurrently for FMLA leave covering their own serious health condition. In addition, employees must use paid vacation and personal time concurrently with FMLA leave in lieu of unpaid FMLA leave. This does not apply to FMLA run concurrently with workers compensation.  
  2. Once accrued paid time is exhausted, the employee will continue on unpaid leave for the balance of the FMLA leave or until the employee becomes eligible for short term disability per the terms of the University's applicable short term disability plan ( Note: refer to the University's STD/LTD/Life Insurance Policy).

2.6 Benefits

  1. For the duration of the leave, the University will maintain the employee's health care coverage. Employee premium contributions must be paid to the Human Resources office by the first of the month or risk losing coverage. Employees will not receive extra compensation in lieu of health care insurance.
  2. Upon return from FMLA leave, most employees will be restored to their original or equivalent positions with equivalent compensation and benefits. Under limited circumstances, a "key employee" may be denied restoration to employment.
  3. Employees on FMLA will continue to accrue paid time off during the FMLA leave and receive holiday pay for any holidays that occur during the FMLA leave.  

2.7 Leave Conditions

  1. The birth of a child, to care for the newborn child and the placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement: Leave for such purposes must be taken in consecutive weeks and must be completed within the twelve (12) month period following the birth of the child or placement of the child with the employee for adoption or foster care. At the discretion of the University, employees may be permitted to utilize intermittent leave or. Alternatively, work a reduced-leave schedule.
  2. To care for the employee's spouse, child, or parent who has a serious health condition or for a serious health condition that makes the employee unable to perform the essential functions of his or her job: Employees may take leave on a consecutive basis, intermittently or request to be placed on a reduced leave schedule.
  3. If an employee requests an intermittent or reduced leave schedule that is foreseeable based upon planned medical treatment, the University may require the employee to transfer temporarily to an alternative position, for which the employee is qualified, to accommodate the recurring periods of leave that the employee will require. Employees transferred in such circumstances will receive equivalent pay and benefits, Employees requesting leave for these purposes must make a reasonable effort to schedule treatments, either for themselves or for their child, spouse or parent, so as not to disrupt unduly the department operations.

2.8 Notification and Certification

  1. Whenever a leave is "foreseeable" the employee must provide thirty (30) days notice; otherwise, as far in advance of the projected leave as practicable.
  2. Employees must provide medical certification to support a request for leave because of a serious health condition. Certification forms are available in the Human Resource Office.


The Director of Human Resources, in conjunction with the President of the University, has the authority to approve changes or exceptions to this policy at any time with or without notice, provided such changes are in compliance with legal or regulatory requirements and other policy guidelines.


Family and Medical Leave Act
STD/LTD/Life Insurance/Supplemental Benefits

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