TIME OFF/LEAVES OF ABSENCE ABSENCES Unless physically unable to do so, teachers are responsible to arrange for substitute coverage using Pasco County Schools approved absence reporting software (AESOP). Access to the site is http://www.frontlinek12.com/products/aesop.html. Arranging for substitute coverage can also be done by calling 1-800-942-3767. The job number should be recorded for future reference, and to submit on a leave form. EXTENDED LEAVE OPTIONS Information pertaining to extended leave options can be found on the District website at http://www.pasco.k12.fl.us/ebarm/leaves_administration. FAMILY AND MEDICAL LEAVE ACT (FMLA) Eligible employees who work for a covered employer can take up to 12 weeks of unpaid, job-protected leave in a 12-month period for the following reasons: The birth of a child or placement of a child for adoption or foster care; To bond with a child (leave must be taken within 1 year of the child s birth or placement); To care for the employee s spouse, child, or parent who has a qualifying serious health condition; For the employee s own qualifying serious health condition that makes the employee unable to perform the employee s job; For qualifying exigencies related to the foreign deployment of a military member who is the employee s spouse, child, or parent.
An eligible employee who is a covered service member s spouse, child, parent, or next of kin may also take up to 26 weeks of FMLA leave in a single 12-month period to care for the service member with a serious injury or illness. An employee does not need to use leave in one block. When it is medically necessary or otherwise permitted, employees may take leave intermittently or on a reduced schedule. Employees may choose, or an employer may require, use of accrued paid leave while taking FMLA leave. If an employee substitutes accrued paid leave for FMLA leave, the employee must comply with the employer s normal paid leave policies. While employees are on FMLA leave, employers must continue health insurance coverage as if the employees were not on leave. Upon return from FMLA leave, most employees must be restored to the same job or one nearly identical to it with equivalent pay, benefits, and other employment terms and conditions. An employer may not interfere with an individual s FMLA rights or retaliate against someone for using or trying to use FMLA leave, opposing any practice made unlawful by the FMLA, or being involved in any proceeding under or related to the FMLA. An employee who works for a covered employer must meet three criteria in order to be eligible for FMLA leave. The employee must: Have worked for the employer for at least 12 months; Have at least 1,250 hours of service in the 12 months before taking leave. Work at a location where the employer has at least 50 employees within 75 miles of the employee s worksite. *Special hours of service requirements apply to airline flight crew employees. Generally, employees must give 30-days advance notice of the need for FMLA leave. If it is not possible to give 30-days notice, an employee must notify the employer as soon as possible and,
generally, follow the employer s usual procedures. Employees do not have to share a medical diagnosis, but must provide enough information to the employer so it can determine if the leave qualifies for FMLA protection. Sufficient information could include informing an employer that the employee is or will be unable to perform his or her job functions, that a family member cannot perform daily activities, or that hospitalization or continuing medical treatment is necessary. Employees must inform the employer if the need for leave is for a reason for which FMLA leave was previously taken or certified. Employers can require a certification or periodic recertification supporting the need for leave. If the employer determines that the certification is incomplete, it must provide a written notice indicating what additional information is required. Once an employer becomes aware that an employee s need for leave is for a reason that may qualify under the FMLA, the employer must notify the employee if he or she is eligible for FMLA leave and, if eligible, must also provide a notice of rights and responsibilities under the FMLA. If the employee is not eligible, the employer must provide a reason for ineligibility. Employers must notify its employees if leave will be designated as FMLA leave, and if so, how much leave will be designated as FMLA leave. Employees may file a complaint with the U.S. Department of Labor, Wage and Hour Division, or may bring a private lawsuit against an employer. The FMLA does not affect any federal or state law prohibiting discrimination or supersede any state or local law or collective bargaining agreement that provides greater family or medical leave rights. ANTICIPATED ABSENCE (INSTRUCTIONAL & NON- INSTRUCTIONAL STAFF) All leaves must be approved in advance by administration. Once your leave is approved, request a substitute teacher by calling AESOP. Do not assume that the school or district office sponsoring an in-service will make the request for you.
There are times when several staff members may request a leave for the same day. In the event that all requests cannot be accommodated, requests will be prioritized by the administration based on the date of request, activities involved, and number of previous temporary duties requested. When the leave is requested for a special activity such as a field trip, the Activities Request form must first be approved. It is your responsibility to cancel the substitute request if your prearranged absence has been canceled or denied by your administrator. This can be done by calling 1-800-942-3767 or by accessing the website at http://www.frontlinek12.com/products/aesop.html. Teachers are responsible to provide detailed lessons plans, class lists, schedules and any information regarding student accommodations for the day(s) of the approved absence. Lesson plans should be left on your desk, given to substitute coordinator, or given to your Assistant Principal. Five (5) days of emergency lesson plans should be on file at all times in the front office with the substitute coordinator. Vacation time requests for year-round employees are to be submitted to the Principal or designee for approval. A schedule may be developed based on staff requests and school needs. A conflict in dates will be settled using a variety of factors, including seniority within job categories. Vacation time requests will only be approved if the time will not create an undue hardship on the school. EMERGENCY ABSENCE It is very important for teachers to enter their absence into Aesop before 4 AM. A substitute may not be available for you if you call Aesop later than this time. EMERGENCY LESSON PLANS Five days of emergency plans must be completed and turned in by the end of the first week of school to the substitute coordinator. Each lesson should be enough to engage students for a complete class period/school day. Emergency plans should be replaced when used by a substitute.
TEMPORARY DUTY / INSERVICE / OFF CAMPUS MEETINGS / ETC. Temporary duty may be approved for in-services, district meetings, competitions, field trips, etc. Such activities require administrative and, sometimes, district approval. Any request for temporary duty that involves additional expenses such as registration, hotel, per diem, etc. must include a written budget. The written budget must be presented to the supervising administrator in order for the request to be processed. No encumbrances may be made until the request is approved. Temporary duty may be denied once a staff member has reached 10 days of missed work regardless of the reason. This includes partial days. Staff may ask for administrative review to consider special circumstances. PROFESSIONAL LEAVE THAT REQUIRES OUT OF COUNTY TRAVEL All out-of-county travel must be approved in advance by the Superintendent or designee (including all overnight sporting events). Staff should work with Administration to generate a letter of request providing all the required information. No other paperwork may be completed or checks issued until the final approval is received. See Section 15, Employee Travel, for travel reimbursement. FLEX TIME Flex time must be pre-approved by your supervisor and used within the same pay period. REQUESTING PERMISSION TO LEAVE CAMPUS DURING THE DAY It is necessary to know where staff members are during the day because of incoming calls, emergencies that could arise and for liability purposes. Requests to leave during the day should be minimized and used only for emergency situations. If you do need to leave, you must
obtain permission by your administrator before leaving campus. Once permission is granted, sign-out with the Principal s secretary. You must sign-in again if you return on the same day. Failure to follow these procedures may subject you to disciplinary action. Instructional staff members may not leave the campus for lunch.