Faculty and Employee Family and Medical Leave Request Checklist
This checklist outlines the steps faculty and employees must follow when requesting, managing, and returning from a family or medical leave. The Employee Accommodations and Absence Support (EAAS) Team centrally administers the leave process.
For forms and additional information, visit the UMass Amherst Family and Medical Leave Act (FMLA) webpage.
1. Initiate Your Leave Request
Required
☐ Complete and submit the FMLA Leave Request Form to initiate the leave process. Follow the instructions on the University's FMLA webpage.
☐ Notify your department chair, dean, director, or supervisor of your anticipated absence so that appropriate academic, teaching, and operational arrangements can be made.
☐ Provide your anticipated leave dates, including your expected start date and return-to-work date. If you anticipate intermittent or reduced-schedule leave, provide the anticipated schedule or frequency of absences, as requested.
☐ Monitor communications from EAAS regarding leave eligibility, required documentation, approval, and any additional steps needed to complete your request.
Important: Submitting a request initiates the leave process but does not, by itself, constitute approval. Follow the University's instructions regarding authorization and required notice.
2. Submit Required Documentation
Required, as applicable
☐ Submit the required health care provider certification or other supporting documentation through the University's designated submission process, following the instructions and deadlines provided by EAAS.
☐ For leave related to your own serious health condition, submit the required medical certification.
☐ For leave related to a qualifying family member's serious health condition or another qualifying family circumstance, provide the documentation required for the applicable leave type.
☐ For leave related to the birth, adoption, or placement of a child, follow EAAS instructions regarding the required supporting documentation.
☐ Respond promptly to requests for additional or updated documentation to help prevent delays in processing your leave.
How to Submit Documentation
All leave-related documentation must be submitted using one of the following methods:
- Online: Upload documents through the University's General Submissions process, following the instructions provided by EAAS.
- Fax: 413-573-8012.
Please use these designated submission methods rather than sending medical documentation directly to your department.
3. Review Pay and Benefits During Leave
Required, as applicable
☐ Review available paid and unpaid leave options, accrued leave balances, and applicable time-reporting procedures.
☐ Confirm how your leave may affect your salary and other applicable benefits.
☐ If your leave will be unpaid, contact the appropriate benefits office to confirm health insurance premium payment responsibilities and deadlines.
☐ If you may qualify for a sick leave bank, an extension-of-sick-leave program, or another income-support benefit, review the applicable eligibility requirements and application procedures.
4. Manage or Extend Your Leave
Required, if applicable
☐ Keep EAAS informed of changes to your anticipated leave dates or return-to-work date, as required.
☐ If you need to extend your leave, contact EAAS before your currently approved leave expires and submit any required updated documentation. Confirm the applicable submission deadline with EAAS.
☐ Maintain communication with your department regarding teaching assignments, scheduling, and operational arrangements, consistent with applicable leave requirements and privacy protections.
☐ Complete any additional certification or recertification requirements communicated by EAAS.
5. Prepare to Return to Work
Required, as applicable
☐ Review your leave approval notice. The notice will outline applicable return-to-work requirements and include the University's Return to Work Form.
☐ Faculty with teaching responsibilities must submit the required return-to-work medical documentation at least one month before their anticipated return-to-work date, in accordance with the instructions in their leave approval notice. This advance notice allows sufficient time to coordinate the faculty member's return and teaching responsibilities.
☐ Complete the University's Return to Work Form attached to your approval notice and submit it with any required medical documentation through General Submissions or by fax to 413-573-8012.
☐ Employees returning from a continuous leave due to their own serious health condition must complete the applicable return-to-work certification requirements before resuming work, as directed by EAAS.
☐ If workplace accommodations are needed, contact EAAS to discuss the applicable accommodation process and any arrangements needed to perform the essential functions of your position.
☐ Confirm your return date, work schedule, teaching assignments, and any outstanding administrative requirements with the appropriate University contacts before resuming your duties.
Important Return-to-Work Notice
Faculty with teaching responsibilities must follow the return-to-work requirements specified in their individual leave approval notice. The approval notice will include the University's Return to Work Form and identify the applicable requirements for submitting return-to-work medical documentation. Faculty with teaching responsibilities must provide the required documentation at least one month before their anticipated return-to-work date.
6. Important Reminders
- Start with the FMLA Leave Request Form. This form initiates the leave request process.
- Follow your approval notice. It outlines your applicable leave conditions, return-to-work requirements, and deadlines.
- Submit documentation through the designated channels. Use General Submissions or fax documents to 413-573-8012.
- Plan ahead for your return. Faculty with teaching responsibilities must submit the required return-to-work medical documentation at least one month before returning.
- Keep your department informed. Departments need sufficient notice to plan for teaching coverage and other operational responsibilities.
- Protect your benefits. Confirm premium payment obligations and deadlines if your leave is unpaid.
- Understand your leave protections. The federal Family and Medical Leave Act (FMLA), Massachusetts Paid Family and Medical Leave (PFML), and applicable University policies may apply concurrently, depending on eligibility and circumstances.
Centralized Leave Resources
For current forms, instructions, and assistance, visit the UMass Amherst FMLA webpage or contact the Employee Accommodations and Absence Support (EAAS) Team.