District 100 Knowledge Base (Admin and Clerical)

    Long Term/FMLA Absence Responsibilities

    1. 1

      Employee Responsibilities

      • Employee is required to request FMLA (form online) or email the Benefits Coordinator for all other types of Leaves (Personal, Parental, etc) benefits@district100.com
      • Employee is given Physician Certification Form WH380 E (self) or WH380 F (family) that must be given to the appropriate physician to be faxed to the Benefits Coordinator 815-544-4026
      • The Employee must confirm receipt of the letter and sign that they understand the leave sheet and its contents.
      • Once the Employee is notified of Board approval, the Employee is advised to enter absences immediately into Skyward within 48 hours. 
      • Employee contacts building principal for the duration of leave of absence once approved. 
      • Building Principal requests for long-term sub, if applicable, will be sent to the Sub Coordinator for Frontline entry.
      • Ensure the employee has an opportunity to:
        • create lesson plans for a substitute for a minimum of two (2) weeks.
        • allow teacher access to view to student grading system and student demographics database (eSchool). 
        • notify students/families of the dates of the anticipated leave of absence.
        • if the substitute is known, notify students/families of the long-term sub. 
        • coordinate with the building principal any special accommodations for when returning to work, ie. private nursing location, frequency, and duration.
      • If the employee needs a longer duration of time off, contact the Benefits Coordinator and building principal of the change.
    2. 2

      HR Benefits Coordinator Responsibilities

      • Benefits Coordinator notifies the employee of Rights & Responsibilities Form WH-381 which includes FMLA eligibility
      • Upon receipt of Form WH380, the Benefits Coordinator will email the employee and add the request to the Board Committee Personnel FMLA spreadsheet for approval of the Leave Type and Length. 
      •  [Examples: Intermittent 1 year, FMLA *up to 60 working days, and/or non-FMLA *over 60 days, LOA (personal), Unpaid Parental Leave]. 
      • This sheet is shared with HR who adds to the personnel report monthly for Board Approval.
      • Upon Board Approval, the Benefits Coordinator reviews the time frames requested, paid time off, and payroll deductions. notifies Payroll of findings and the Sub Coordinator if applicable.
      • Upon approval, the Benefits Coordinator contacts the building principal for the duration of the absence.
      • Information is added into Skyward and Frontline Absence Management for the duration of absence
      • Benefits Coordinator and Payroll create payroll and benefit details while on leave sheet to provide to the employee about paychecks, deduction changes, contracts, paid time off, unpaid time off, and benefit payments and their options based on the type of leave and length of time
      • Contact the District Substitute Coordinator to schedule a long-term substitute for the employee
    3. 3

      Building Principal Responsibilities

      • Confirm dates of long term absences with District Substitute Coordinator or confirm dates of FMLA absences with District Benefits Coordinator. 
      • Complete a Vacancy Posting Form  
      • Building Principal can check with District Substitute Coordinator for any available substitutes in the district sub pool
      • When a long term substitute is recommended for hire, complete the Recommendation for Hire form
      • Building principal and/or designee completes a HelpDesk ticket to allow substitute access during the time of the long term/FMLA leave. 
      • If employee has any changes of dates from leave of absence, direct employee to contact HR Benefits Coordinator
      • As much as possible ensure that the employee has opportunity to:
        • create lesson plans for substitute for a minimum of two (2) weeks.
        • allow long term substitute access to student grading system and student demographics database (eSchool). Building principal or designee completes a HelpDesk ticket to allow substitute access during the time of the long term/FMLA leave.
        • if substitute is known, notifies students/families of the long term sub.
        • notifies students/families the dates of the anticipated leave of absence.
        • coordinates with employee any special accommodations for when returning to work, ie. private nursing location, frequency, and duration.
      • When employee returns to work, the building principal and/or designee will notify ESchool/SIS Coordinator of return date 
      • The building principal and/or designee notifies eSchool Coordinator that the long term sub job is completed.
    4. 4

      District Substitute Coordinator Responsibilities

      • Confirm dates of long-term sub needed with the Benefits Coordinator
      • Contact possible long-term substitutes for their availability for the position
      • Once the position is filled assign the substitute to the long-term position in Frontline Absence Management and inform the following people:
        • Building Principal and School Office Professional
        • Student Information Systems Coordinator
    5. 5

      Employee Extends Leave or Changes Need to be Made

      • Benefits Coordinator and the Building Principal need to be informed ASAP. 
      • District Substitute Coordinator checks on extending the current substitute in that position