Leaves of Absence

Lewis & Clark Paid Leave Program

Your guide to job-protected, income-replacing leave for life’s important moments.

Effective September 3, 2023, Lewis & Clark offers a Paid Leave Program that provides eligible employees with paid, job-protected time off for qualifying family, medical, and safe leave events. This plan is our college-administered equivalent of Paid Leave Oregon (PLO) and is more generous in several areas.

***Student employees and employees working outside the State of Oregon are not eligible for this benefit.***

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No Discrimination

Lewis & Clark College will not discriminate or retaliate against any employee for inquiring about, requesting, or taking leave pursuant to Paid Leave Oregon.

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Quick Facts

• Runs concurrently with FMLA and OFLA when applicable
• Covers all faculty and staff who meet eligibility
• Offers up to 12 weeks of paid leave (plus 2 additional weeks for pregnancy-related conditions)
• Contributions started September 2023 (state participants began in January)

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Who Is Eligible?

You may qualify if you:

• Work at Lewis & Clark (faculty or staff; not a student employee)
• Earned at least $1,000 in wages at the College in the prior 12 months
• Experience a qualifying leave event (see below)
• Work in Oregon (remote employees outside Oregon are not eligible or required to contribute)

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Types of Leave Covered

• Parental Leave – Bonding with a new child within 12 months of birth, adoption, or foster placement
• Pregnancy-related Leave – Up to 2 additional weeks for medical needs related to pregnancy or childbirth (regardless of gender)
• Medical Leave – For your own serious health condition
• Family Leave – To care for a family member with a serious health condition
• Safe Leave – For issues related to domestic violence, harassment, sexual assault, or stalking

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How Much Paid Leave Can I Take?

• Up to 12 weeks of paid leave per benefit year
• Additional 2 weeks for pregnancy-related limitations
• Leave can be taken:
  • In full-day increments (no partial days will be covered)
  • As a consecutive block or intermittently

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How Much Will I Be Paid?

Benefit-Eligible Employees

• Receive 100% of base salary
• Includes 9% College retirement contribution

All Other Eligible Employees

Lewis & Clark uses a two-tier system:

Tier	Weekly Benefit
Tier 1	100% income replacement, up to $1,250/week
Tier 2	100% up to $1,250 + 50% of income above that, capped at $1,875/week

How Is My Benefit Calculated (For Non-Benefit Eligible Employees)?

• Based on your average weekly wage during the first 4 of the last 5 completed quarters – this is the “Paid Leave Calculation Period”
• Includes bonuses, holiday pay, sick/vacation pay, and other earnings
• If needed, HR may use your most recent 4 quarters instead
• Your benefit year begins on the Sunday before your leave starts and lasts 52 weeks
• If you’ve already started a Paid Leave Oregon benefit year at another employer, the same benefit will continue under the LC Paid Leave program until the 52-week benefit year is exhausted

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How to Apply

• Submit your Leave of Absence Request Form up to 4 months in advance
• For unplanned leave, submit within 3 business days of your start date
• For Safe Leave, give reasonable notice unless it’s not feasible
• If you are incapacitated, a family member can apply on your behalf
• Email hr@lclark.edu for instructions

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Documentation & Eligibility

• You may be required to submit documentation confirming your need for leave
• Once reviewed, HR will send a Notice of Approval and Designation of Leave, which outlines:
  • Approved leave dates
  • Benefit amount
  • Start and end of your benefit year

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Leave & Other Policies

Topic	What You Need to Know
Concurrent Leave	PLO runs at the same time as FMLA if eligible
No Accrued Leave Required	You do not need to use your vacation or sick leave first
Tracking Time	All leave must be entered in Workday to ensure job protections
PTO/Sick Time During Leave	Pre-approved vacations or other time off during approved leave are not deducted from sick/vacation accrual
Payroll Deductions Continue	Benefit deductions will continue as usual during paid leave
Work During Leave	If on approved leave, you should not perform work duties
Benefit Continuation	If you’re benefit-eligible, your insurance stays active during leave

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Paid Leave Contributions

• Total contribution: 1% of gross wages
  • 60% paid by employees (about $6 per $1,000 earned)
  • 40% paid by Lewis & Clark
• Deductions began in September 2023

If you don’t use leave, your contributions still help fund benefits for other employees.

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Denials & Appeals

• If your request is denied, you may appeal in writing within 20 calendar days
• Submit your appeal to the Associate Director of Human Resources
• HR will respond and may request additional documentation

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Frequently Asked Questions (FAQ)

Do I have to track my Paid Leave in Workday?
Yes. Tracking is required to apply appropriate job protections.

Will I keep my insurance during leave?
Yes—if you’re a benefit-eligible employee, your coverage will remain unchanged.

Can I opt out of Paid Leave Oregon contributions?
No. All Oregon-based employees are required to contribute.

What if I work remotely outside Oregon?
You’re not eligible and do not contribute to Paid Leave Oregon.

Do I need to exhaust my other leave before using Paid Leave?
No. Paid Leave Oregon benefits can be used without using other accrued leave.

What if I don’t use any leave? Do I get a refund?
No. Contributions support a shared benefit pool.

Can both parents use Paid Leave to bond with a child?
Yes. Each parent is entitled to up to 12 weeks of Paid Leave in the first 12 months after birth, adoption, or placement.

Can more than one family member take leave to care for the same person?
Yes, if they meet the eligibility requirements.

Will PLO always overlap with FMLA/OFLA?
Not always. Some situations may be protected under one but not the other.

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Need Help or More Info?

• Contact HR: hr@lclark.edu
• Learn about the state plan: paidleave.oregon.gov

  Note: Lewis & Clark’s program is self-administered and often more generous than the state plan.

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Plan Documents

Leave of Absence Request Form

Paid Leave Oregon Employee Guidebook 

Paid Leave Oregon Poster

LCCSSA PLO Memorandum 2023

Family and Medical Leave Act (FMLA)

Job-protected leave for medical and family-related needs

Lewis & Clark College complies with the federal Family and Medical Leave Act (FMLA), which provides eligible employees with up to 12 weeks of unpaid, job-protected leave in a rolling 12-month period for specific family or medical reasons. This leave ensures that employees can take necessary time away from work while maintaining job security and access to benefits.

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No Discrimination

Lewis & Clark College will not discriminate or retaliate against any employee for inquiring about, requesting, or taking leave pursuant to FMLA.

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Eligibility Requirements

Employees are eligible for FMLA leave if they:

• Have worked for Lewis & Clark for at least 12 months, and
• Have worked a minimum of 1,250 hours during the 12 months immediately preceding the start of leave

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Reasons for Taking FMLA Leave

FMLA leave may be used for the following qualifying reasons:

• Parental Leave
  • For the birth of a child and to care for the newborn
  • For the placement of a child through adoption or foster care
• Family Care Leave
  • To care for a spouse, child, or parent with a serious health condition
• Medical Leave
  • For the employee’s own serious health condition

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Definition of a Serious Health Condition

A “serious health condition” includes:

• Conditions involving inpatient care (hospitalization or residential treatment)
• Ongoing treatment by a healthcare provider for a condition lasting more than three consecutive days
• Pregnancy or prenatal care
• Chronic health conditions that cause periodic incapacity but may not require constant treatment

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Length and Structure of Leave

• Employees are entitled to up to 12 workweeks of leave during a rolling 12-month period
• Leave may be taken:
  • Continuously (all at once)
  • On a reduced schedule
  • Or intermittently, when medically necessary

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Benefits During Leave

• Health insurance coverage continues during FMLA leave
  • Lewis & Clark will continue its portion of premium contributions
  • Employees are responsible for their regular employee-share of premiums if in an unpaid status
• Employees will be restored to their same or equivalent position upon returning from FMLA leave

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How to Request FMLA Leave

To request FMLA leave:

1. Submit a request to Human Resources at least 30 days in advance, when the leave is foreseeable
2. Submit a Certification of Health Care Provider form within 15 days for leave due to a serious health condition
3. If leave is for the employee’s own health condition, a Fitness for Duty form must be submitted before returning to work

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For assistance with FMLA or to start a leave request, please contact Human Resources at hr@lclark.edu.

Lewis & Clark FMLA Policy

U.S. Department of Labor FMLA Poster

Oregon Family Leave Act (OFLA)

State-protected leave for family, medical, and life events

Lewis & Clark College complies with the Oregon Family Leave Act (OFLA), which provides job-protected leave to eligible employees for a range of family and medical reasons. Effective July 1, 2024, OFLA and Paid Leave Oregon (PLO) will no longer run concurrently, and each leave type will be applied separately based on the qualifying event.

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No Discrimination

Lewis & Clark College will not discriminate or retaliate against any employee for inquiring about, requesting, or taking leave pursuant to OFLA.

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Eligibility Requirements

Employees are eligible for OFLA if they:

• Have worked for Lewis & Clark for at least 180 calendar days, and
• Have averaged 25 or more hours per week during that time

OFLA applies to employers with 25 or more employees.

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Qualifying Reasons for OFLA Leave

Beginning July 1, 2024, OFLA allows protected time off for the following situations:

• Sick Child Leave

  • To care for a child with a serious or non-serious illness, injury, or condition requiring home care
  • Also applies during school or childcare closures related to a public health emergency

• Bereavement Leave

  • Up to 2 weeks per family member, with a maximum of 4 weeks per leave year
  • Must be taken within 60 days of learning of the family member’s death

• Pregnancy Disability Leave

  • For the employee’s pregnancy-related incapacity before or after birth
  • Includes prenatal care, and offers up to 12 additional weeks

• Military Family Leave

  • Up to 14 days of leave per deployment when a family member is called to or on leave from military duty

• Child Placement Leave (Effective July 1–Dec 31, 2024)

  • Up to 2 additional weeks of leave to manage legal processes for foster placement or adoption

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Important Definitions

• Child includes biological, adopted, foster, and stepchildren, as well as legal wards, under age 18 or over 18 with a disability
• Parent includes biological, adoptive, or foster parents, stepparents, in-laws, or legal guardians

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Leave Duration by Type

Eligible employees may take up to a maximum of 12 weeks of OFLA-protected leave per benefit year, depending on the type of leave and qualifying event.

Leave Type	Maximum Leave Allowed
Sick Child	12 weeks
Bereavement Leave	2 weeks per family member/4 weeks per leave year ***Must be used within 60 days of learning of a family member’s death***
Pregnancy Disability Leave	12 additional weeks ***Leave for pregnancy disability is calculated at it’s own 12 week rate, and does not exhaust the 12 weeks available for other types of OFLA leave***
Child Placement Leave	2 additional weeks ***Leave for child placement is calculated at it’s own 2 week rate, and does not exhaust the 12 weeks available for other types of OFLA leave***
Military Family Leave	14 days per deployment ***Employees are eligible for OMFLA if they work an average of 20 hrs/week***

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Benefits During Leave

• Health insurance benefits continue during OFLA leave
• Employees will be reinstated to their same or equivalent position upon returning
• If the employee’s original position no longer exists, a similar role will be provided

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How to Request OFLA Leave

• Employees must notify their supervisor and HR as soon as possible regarding the need for bereavement leave
• Employees will be notified in writing if OFLA does not apply to their approved leave 
• For sick child leave, documentation may be required to confirm the child’s condition
• For leave that is not covered under OFLA, HR will inform employees of their potential eligibility for Paid Leave Oregon

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For questions about OFLA leave, please contact Human Resources at hr@lclark.edu.

Lewis & Clark OFLA Policy

BOLI OFLA Poster

Bereavement Leave

Paid time off to grieve and make necessary arrangements following the loss of a loved one

Lewis & Clark provides paid bereavement leave to benefits-eligible employees to support them during a time of personal loss. This leave is intended to give employees the time needed to attend funeral services, manage family responsibilities, and begin the grieving process.

Note: For the purposes of this policy, domestic partners are treated the same as spouses.

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Leave Entitlement

The number of paid days off varies depending on the employee’s relationship to the deceased:

Up to 5 Consecutive Paid Days

For the death of an employee’s:

• Spouse or Domestic Partner
• Child
• Stepchild
• Parent
• Sibling

Up to 4 Consecutive Paid Days

For the death of a:

• Stepparent or stepparent of spouse/domestic partner
• Grandchild or grandchild of spouse/domestic partner
• Grandparent or grandparent of spouse/domestic partner
• Son-in-law or daughter-in-law (including spouse/domestic partner’s children’s spouses)
• Child, stepchild, parent, or sibling of spouse/domestic partner

1 Paid Day

For the death of any other relative not specifically listed above

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Employee Responsibilities

• Employees must notify their supervisor as soon as possible regarding the need for bereavement leave
• Leave must be taken in consecutive workdays, unless otherwise approved

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Requesting Bereavement Leave

• Provide written notice to your supervisor or department chair and HR as early as possible
• Include the start and end dates 
• If written notice is not possible, verbal notice is acceptable

For questions about bereavement leave or help determining eligibility, please contact Human Resources at hr@lclark.edu.

Lewis & Clark Bereavement Leave Policy

Military Leave of Absence

Job-protected leave for military service, training, and related duties

Lewis & Clark College honors and complies with federal and state laws protecting the rights of employees who serve in the military or uniformed services. Under the Uniformed Services Employment and Reemployment Rights Act (USERRA), all regular employees are entitled to unpaid, job-protected leave for military service and related duties—without fear of discrimination or retaliation.

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Who Is Eligible?

All regular employees are eligible for military leave, including those who:

• Serve in the National Guard or Military Reserves
• Are voluntarily or involuntarily inducted into military service
• Participate in military training, disaster response, or funeral honors duty

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Requesting Military Leave

• Provide written notice to your supervisor or department chair and HR as early as possible
• Include the start and end dates and a copy of your official military orders
• If written notice is not possible, verbal notice is acceptable

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Documentation & HR Notification

• Supervisors should complete a Personnel Action Form, including the employee’s leave request and military documentation
• HR will maintain formal records of the leave

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Length of Leave

• There is no limit on the number or duration of authorized training periods
• Employees are allowed up to a cumulative five years of extended active duty
• You may choose to use accrued vacation or personal leave to cover part of your time away

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Benefits During Military Leave

• Medical & Dental Insurance
  • Continued for 1 month with employee premium contributions
  • After that, coverage may continue up to 24 months under COBRA at 102% of the full premium
• Life, Long-Term Disability, and Optional Insurance
  • Continues for 12 months with employee-paid premiums for optional coverages
  • Conversion rights apply if leave extends beyond 12 months
• Other benefits pause during unpaid military leave

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Reemployment Rights

Your job is protected. Upon your return, you may be reinstated based on the length of your military service:

Service Duration	Reemployment Timeline	Position Upon Return
Less than 31 days	Return by the next regularly scheduled workday	Same position
31–180 days	Apply for reemployment within 14 days	Same position
More than 180 days	Apply within 90 days	Same or similar position with like pay and benefits
Service-related injury	Up to 2 years to apply	Position depends on qualifications and medical recovery

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Seniority & Benefits Upon Return

• Your seniority and benefit eligibility continue as though you had not taken leave
• Wages and benefits resume at levels you would have earned if continuously employed
• Time spent on leave counts toward FMLA eligibility
• You are protected from discharge without cause for:
  • 1 year after reemployment (if service was more than 180 days)
  • 180 days after reemployment (if service was 30–180 days)

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Non-Discrimination & Retaliation

Lewis & Clark prohibits discrimination or retaliation against any employee who:

• Takes military leave
• Requests reemployment
• Reports concerns related to their rights under this policy

If you believe you’ve experienced discrimination related to military leave, please contact Human Resources immediately at hr@lclark.edu.

Lewis & Clark Military Leave Policy

Jury Duty and Court Appearance Leave

Supporting your civic responsibilities and legal obligations

Lewis & Clark College provides paid leave for regular administrative and support staff who are called to serve on a jury or are required to appear in court. We encourage employees to fulfill their civic duties without concern for lost income or job security.

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Jury Duty Leave

• Employees subpoenaed for jury duty will continue to receive their regular pay while serving.
• Staff must provide their supervisor with a copy of the jury summons or subpoena as early as possible.
• If an absence would create a significant hardship for the department, the supervisor may submit a request for deferral to the court.
• In accordance with Oregon law, employees receiving regular pay from the College should not accept jury duty pay from the court, but may keep mileage reimbursements.
• If released from jury duty before 2:00 p.m., employees are expected to return to work for the remainder of the day.
• Non-exempt staff should record jury duty time on their timesheets; exempt staff are not required to report it on absence reports.

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Court Appearances

• Employees required to testify on behalf of the College will receive regular pay, minus any witness fees.
• Employees attending court for personal matters, including as a:
  • Witness (non-College related)
  • Party in a personal legal matter
  • Expert witness
  may use vacation leave or request unpaid personal leave if no accrued leave is available.

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For assistance with jury duty or court-related leave, please contact Human Resources at hr@lclark.edu.

Lewis & Clark Jury Duty and Court Appearances Leave Policy