Loyola University Chicago

Human Resources

Paid Parental Leave

Policy

It is the policy of Loyola University Chicago to provide paid parental leave to regular full-time faculty, and full-time and part-time staff employees who are scheduled to work at least 20 hours per week following the birth, adoption or placement of a foster child/children. This policy will run concurrently with Family and Medical Leave Act (FMLA) leave, as applicable, and will be in effect for births, adoptions or placements of foster children occurring on or after January 1, 2019.

Purpose

The purpose of paid parental leave is to enable regular full-time faculty, and full-time and part-time staff employees to care for and bond with a newborn or a newly adopted or newly placed child. Family-friendly policies are essential to cultivating a community where employees can thrive professionally without sacrificing essential family obligations.

Applicability

This policy applies to University employees who are regular status, full-time faculty, or full- or part-time staff scheduled to work at least 20 hours per week.

Information

A. Eligibility
Eligible employees must meet the following criteria:
  • Have been employed in a regular full-time faculty, or full-time or part-time staff position for at least 12 months at the time of the birth or placement of the child.

In addition, employees must meet one of the following criteria:

  • Have given birth to a child. (Note: If faculty, maternity leave takes precedent in lieu of parental leave. View the Maternity Guidelines for Faculty found on the Office of the Provost webpage.)
  • Be a spouse or partner of a woman who has given birth to a child.
  • Have adopted a child or been placed with a foster child (in either case, the child must be age 17 or younger).
B. Amount, Time Frame and Duration of Paid Parental Leave
Eligible employees will receive a maximum of three weeks of paid parental leave per birth, adoption or placement of a child/children. Each week of paid parental leave is compensated at 100 percent of the employee’s regular, straight-time weekly pay. Paid parental leave will be paid on regularly scheduled pay dates, and the allowance will be based on employee status as follows:
 
Employee StatusAmount of Paid Parental Leave
FTE (1.0) staff, or regular faculty 3 weeks (15 days)
0.80 up to 0.99 FTE 12 days (90 hours if 1,950 annually; 96 hours if 2,080 annually)
0.64 based on 1,950 annual hours (0.60 if based on 2,080 annual hours) up to 0.79 FTE 9 days (67.5 hours if 1,950 annually; 72 hours if 2,080 annually)
0.53 up to 0.63 FTE based on 1,950 annual hours (0.50 up to 0.59 FTE if based on 2,080 annual hours) 7.5 days (56.25 hours if 1,950 hours annually; 60 hours if 2,080 hours annually)
The fact that a multiple birth, adoption or placement occurs (e.g., the birth of twins or adoption of siblings) does not increase the three-week total amount of paid parental leave granted for that event. In addition, in no case will an employee receive more than three weeks of paid parental leave in a rolling 12-month period, regardless of whether more than one birth, adoption or foster care placement event occurs within that 12-month timeframe.
 
If both parents are Loyola employees, both parents may take paid leave as follows:
  • If the birth mother is faculty, she may take one semester of paid maternity leave. If the non-birth parent is also faculty, he or she is eligible for three weeks of paid parental leave.
  • If the birth mother is a staff employee, she may take three weeks of paid parental leave and six to eight weeks of Short-term Disability. If the non-birth parent is faculty, he or she is eligible for three weeks of paid parental leave.
  • In the case of adoption or foster care placement, if one parent is faculty and one is staff, both parents may take three weeks of paid parental leave.

Approved paid parental leave may be taken at any time during the six-month period immediately following the birth, adoption or placement of a child with the employee. Paid parental leave may not be used or extended beyond this six-month timeframe. In the event of a female employee who herself has given birth, the three weeks of paid parental leave will commence at the conclusion of any short-term disability leave/benefit provided to the employee for the employee’s own medical recovery following childbirth.

Employees must take paid parental leave in one continuous period of leave and must use all paid parental leave during the six-month timeframe indicated above. Any unused paid parental leave will be forfeited at the end of the six-month timeframe.

Upon termination of the individual’s employment at LUC, he or she will not be paid for any unused paid parental leave for which he or she was eligible.

C.  Scheduling of Paid Parental Leave and Coordination with Family Medical Leave Act

Paid parental leave taken under this policy will run concurrently with leave under FMLA. Any leave taken under this policy that falls under the definition of circumstances qualifying for leave due to the birth or placement of a child due to adoption or foster care, the leave will be counted toward the 12 weeks of available FMLA leave per a 12-month period. All other requirements and provisions under FMLA will apply. In no case will the total amount of leave—whether paid or unpaid—granted to the employee under FMLA exceed 12 weeks during the 12-month FMLA period.

After the paid parental leave (and any short-term disability leave for employees giving birth) is exhausted, the balance of FMLA leave (if applicable) will be compensated through employees’ vacation and personal time for staff, or through the department for faculty. Upon exhaustion of accrued vacation and personal time, any remaining leave will be unpaid leave. Please refer to the General Leave of Absence and Family/Medical Leave Act Policy for further guidance on FMLA.

LUC will maintain all benefits for employees during the paid parental leave period just as if they were taking any other University paid leave such as paid vacation leave or paid sick leave.

If a University holiday occurs while the employee is on paid parental leave, such day will be charged to holiday pay; however, such holiday pay will not extend the total paid parental leave entitlement.

An employee who takes paid parental leave that does not qualify for FMLA leave will be afforded the same level of job protection for the period of time that the employee is on paid parental leave as if the employee was on FMLA-qualifying leave.
 
D. Notification of Absence
Loyola University Chicago has partnered with Matrix Absence Management to administer staff and faculty requests for leave of absences.
  • If you expect to be out of work for more than three consecutive scheduled workdays, you must report your leave to Matrix Absence Management to initiate your request for a leave of absence for the paid parental leave.
  • Please review our Family and Medical Leave of Absence policy by visiting http://www.luc.edu/hr/policies.shtml.

Responsibility

Staff
  • Staff Employee: At least 30 days in advance of the leave the employee must 1) notify their supervisor of the leave and 2) complete the required leave request process with Matrix Absence Management.  This includes providing all documentation as required to substantiate the request for leave at least 30 days prior to the proposed date of the leave (or as soon as possible when the leave was not foreseeable).
  • Department: Every supervisor is responsible for scheduling and documenting paid parental leave used by staff employees by authorizing the Payroll Department’s payment of paid parental leave in accordance with this policy.
  • Human Resources: An employee may keep his/her benefit elections while on a paid leave of absence. Sick and vacation time will not accrue while receiving Short-Term Disability benefits. During a paid leave of absence, the University’s contribution to the Defined Contribution Retirement Plan (DCRP) will continue to be made for an employee on the basis of the compensation being paid by the University. In addition, any pay increases due an employee during an approved leave of absence will be delayed until the employee returns to work.
Faculty
  • Faculty: A faculty member who wishes to take a paid leave of absence is required to consult with his or her chairperson and/or dean no later than three months prior to the beginning of the planned leave to discuss the needs of both the faculty member and the department/school.
  • Provost: Faculty maternity and paid parental leaves will be confirmed by the Provost, who also retains authority to grant exceptions or variations.
Posted 12/20/2018