HomeMy WebLinkAboutOCDSB 451E Preg parental adoption Leave Request Form - Elem. TeachersPregnancy/Parental/Adoption Leave
Information Sheet - Elementary Teachers
This information is provided to assist employees who are preparing for statutory leave. Terms and
Conditions can be found in the Collective Agreement (posted on www.ocdsb.ca, Staff Portal (login),
Employee Services); L23 Pregnancy/Parental/Adoption/Paternity Leave; Article L24(Adoption SEB
Plan), and the Employment Standards Act HERE
ELIGIBILITY
Pregnancy & Parental Leave
●Employed by the Board for at least 13 weeks preceding the expected date of birth;
●Must notify Employee Services (formerly HR) as soon as practical, but at least 2 weeks prior to
the estimated start date of leave;
●Parental Leave must begin immediately upon termination of the pregnancy leave unless the child
has not yet come into care, in which case the leave must commence within 78 weeks of the
child’s coming into care.
Parental or Adoption Leave
●Employed by the Board for at least 13 weeks
●Written request at least 2 weeks prior to the date the leave commences
●Leave must be taken within 78 weeks of the child’s birth or of the child coming into custody, care
or control.
STATUTORY LEAVE PERIOD
Pregnancy Leave and Parental Leave (birthing parent) - Up to 17 weeks; and choice of Standard
Parental Leave (up to 35 weeks) for a total of 52 weeks; or Extended Parental Leave (up to 61 weeks) for
a total of 78 weeks, or
Parental Leave or Adoption Leave (non-birthing parent) - Choice of Standard Parental Leave (up to
37 weeks) or Extended Parental Leave (up to 63 weeks).
If the baby is born earlier than the expected date of delivery or the start date of the leave, the employee
must notify Employee Services immediately to amend the statutory leave start date.
You may return to work prior to your statutory leave end date with 4 weeks written notice to Employee
Services.
HOW TO SUBMIT A REQUEST FOR PREGNANCY/PARENTAL/ADOPTION LEAVE
Please complete form 451E (see below) and send it to your HR Advisor requesting Pregnancy, Parental
or Adoption Leave. Alternatively, you can send an email request to your HR Advisor. Your email must
include the Start and End date of your statutory leave. You must also include one of the applicable
documentation in your email:
●Pregnancy: a midwife or doctor’s certificate certifying you are pregnant and stating your expected
date of delivery.
●Parental: documentation verifying the birth (e.g. birth certificate)
●Adoption: documentation verifying the adoption of the child
Pregnancy/Parental/Adoption Leave Information Sheet - Elementary Teachers (January 2025)
Pregnancy/Parental/Adoption Leave
Information Sheet - Elementary Teachers
When determining your start/end date of statutory leave, please remember:
●For Pregnancy Leave, the start date of your leave cannot fall after the due date or after the baby
is born. If your baby is born earlier than the submitted leave start date/due date, you must notify
Employee Services immediately to make amendments to the leave date(s).
●For Parental or Adoption Leave, leave must begin no later than 78 weeks after:
●The date the baby is born
OR
●The date their child first came into their care, custody and control.
●The leave does not have to be completed within this 78-week period. It just has to start
within this timeframe.
●If providing the minimum of 2 weeks’ notice of your statutory leave, you may be in a salary
overpayment due to ES/Payroll cut-off periods affecting the pay schedule.
Amending Your Statutory Leave End Date:
If you choose a length of leave, but change your mind to shorten or extend, that is fine. We require 4
weeks’ notice, prior to your original leave end date (or 4 weeks prior to an early return date).
LEAVE WITHOUT PAY FOLLOWING STATUTORY LEAVE
●A leave without pay extension immediately following the pregnancy/adoption leave may be granted
by the Board. The total leave following pregnancy/parental/adoption leave shall not exceed 60
months, exclusive of any pregnancy/parental/adoption provided under the Employment Standards
Act during this period. The Board may extend leave to accommodate the return of the teacher to the
system, in consultation with the teacher, and taking into account the student reporting cycle.
●All provisions related to leaves of absence without pay shall apply to leaves granted under this
paragraph
CREDITS DURING STATUTORY LEAVE
During your statutory leave:
●There will be no interruption of continuous service for seniority purposes.
●Employees will accumulate experience for purposes of grid step.
●Eligibility for sick leave entitlements will resume upon your return from your leave.
RIGHT OF RETURN
Subject to surplus, lay-off and recall procedures, the right of return to your school is limited to the first
three years of your leave (excluding any statutory leave) after which your return will be to the system
(school to be determined).
If you apply for a position with the Board and make yourself available for an interview, your consideration
shall not be affected by virtue of being on leave; however, if you are offered and accept a position, you
may be required to suspend your leave immediately after the end of your statutory leave period.
Pregnancy/Parental/Adoption Leave Information Sheet - Elementary Teachers (January 2025)
Pregnancy/Parental/Adoption Leave
Information Sheet - Elementary Teachers
PENSION - BUYBACK
TPP (Teacher’s Pension Plan):
You may continue your pension contributions. Employee Services will inform TPP about your upcoming
statutory leave through our regular reporting process. If you are registered for iAccess Web, the
Teachers’ Pension Plan's secure member website, you can go online (www.otpp.com) to investigate your
buyback options. If you're not registered, call Teachers' Pension Plan directly at 1-416-226-2700 or
1-800-668-0105. Teachers' Pension Plan will provide you with an estimated cost in your iAccess Web
Buyback Centre. Go online to review your payment options, tax implications and deadlines. You can also
contact payroll@ocdsb.ca if you have any other questions about your buy-back options.
BENEFITS / LTD
Please contact OTIP directly (1-866-783-6847) for information regarding maintaining your benefits during
your leave.
As per the Elementary Teachers Federation, you must maintain LTD coverage while on leave and
continue to pay 100% of the LTD premium. You can view the current LTD premium rates on your pay
statement or contact your federation. LTD Premiums will be deducted monthly from your bank account on
file. Notify Payroll (payroll@ocdsb.ca) if there is a change to your banking information.
RECORD OF EMPLOYMENT (ROE), EMPLOYMENT INSURANCE (EI) & SEB-PLAN
You may be eligible to claim Employment Insurance (EI) during your leave. Payroll will submit an ROE
directly to Service Canada within 5 working days of the pay period ending, in which your leave
started. For information regarding EI benefits, contact the EI Information Line at 1-800-206-7218.
●You may make an application to claim EI benefits online at www.servicecanada.gc.ca, or by
visiting your local EI office, where you can fill out the online form with assistance. To do this, sign
in to your account on the Service Canada website, and find the page called "MY LATEST CLAIM
". You will see a box showing your "Waiting Period Dates".
Supplementary Employment Benefit (SEB) Plan
●Pregnancy/Adoption leaves that start within July or August shall still trigger the SEB benefits. In
those cases, payroll will determine SEB payments based on the staff’s EI “My Latest Claim”
information.
Pregnancy:100% of salary for first 8 weeks (with EI being the first payer and the OCDSB paying the
remaining difference to 100% of your salary)
Adoption: Teachers who apply for and are in receipt of EI will be entitled to receive a top up to 100% of
their weekly earnings for the first four (4) weeks and $150.00 per week for the next four (4) weeks. In the
event that more than one parent is employed by the Board, only one parent taking adoption leave will be
entitled to SEB plan payments.
Parental: Not entitled to the SEB Plan.
Pregnancy/Parental/Adoption Leave Information Sheet - Elementary Teachers (January 2025)
Pregnancy/Parental/Adoption Leave
Information Sheet - Elementary Teachers
To Activate the SEB-Plan:
●Send Proof to Payroll that you have served a one (1) week waiting period for EI. In your Service
Canada Account under “MY LATEST CLAIM”, you will see a box showing your “Waiting Period
Dates”.Please send a copy of that page to Payroll at payroll@ocdsb.ca ; this will trigger the
SEB-plan payments.
●Pregnancy Leave only: If you are NOT eligible to receive EI benefits for Pregnancy Leave, you must
provide proof of such to Payroll (payroll@ocdsb.ca), to receive a 100% top up of your normal weekly
earnings for your first 8 weeks in accordance with Reg. 2/13, which provides for supplementary
maternity benefits.
●Pay Adjustment:Teachers are paid for 194 instructional days; spread over 26 pays (Sept to
August). When a teacher commences leave, their pay is recalculated based on the number of worked
instructional days prior to the leave during that school year. The teacher’s last paycheck prior to the
leave will include any “holdback” of earnings that were previously set aside to ensure the annual 26
pay cycle.Should your statutory leave (up to your full entitled 18 months) end during the
summer months (July/August), you would be placed on a leave without pay until the first day
of the upcoming school year as you would not be eligible for pay over the summer due to the
aforementioned payout of earnings.
OCT FEE (Ontario College of Teachers’ Fee)
Payroll deducts the annual Ontario College of Teachers’ (OCT) fees from the first three (3) pays of January/
February in each calendar year. If you return during this time frame, the onus is on you to confirm with your
HR Advisor whether you have already made your OCT payment. If you are not in receipt of pay during
all three pays at the start of the calendar year, your OCT fees will not be deducted by the Board.It
will be your responsibility to directly remit your fees to the College by April 15th (a penalty is imposed for
late payments). You can pay your membership fee online at www.oct.ca or by contacting OCT directly at
1-888-534-2222.
OFFENCE DECLARATION
All employees are notified by system email on or around April/May each year directing staff to submit the
annual offence declaration through the Employee Inquiry website. If you are on leave during the annual
collection of Offence Declarations, please note that it is your responsibility to complete an Offence
Declaration through the District’s Employee Inquiry Website at https://staffportal.ocdsb.ca at least two (2)
weeks prior to your return date.
MANDATORY TRAINING
While you were away on leave, there may have been some additional training modules added to the
training requirements; or certain modules that you may have previously completed that have since
expired. Please note that all employees returning from leave are required to have the following
Mandatory Training Requirements completed within three (3) weeks of their return.
Pregnancy/Parental/Adoption Leave Information Sheet - Elementary Teachers (January 2025)
Pregnancy/Parental/Adoption Leave
Information Sheet - Elementary Teachers
ADDRESS/NAME CHANGE
It is your responsibility to keep Employee Services informed of any changes in address, telephone,
name, etc. To do this, please complete the “Change in Personal Information Form”. The form can be
found on the Staff Portal under Employee Services or through the following link: Change of Personal
Information Form.
➔You must be on the Board’s network in order to access the form.
➔If you require assistance in accessing the form, please contact our Client Service Centre at
csc@ocdsb.ca
Pregnancy/Parental/Adoption Leave Information Sheet - Elementary Teachers (January 2025)
•Important notes regarding completion of the application found on next page:
o For TPP purposes if taking the full statutory leave period, end date must correspond with appropriate day of
the week (leave begins Wednesday – ends Tuesday).
o If providing the minimum of 2 weeks notice of your statutory leave, you may be in a salary overpayment
due to ES/Payroll cut-off periods to affecting the pay schedule.
o For Pregnancy Leave, the start date can not fall after the due date/date baby is born. If your baby is born
earlier than the submitted leave start date/due date, you must notify ES immediately to make amendments
to the leave date(s).
o If your statutory leave is scheduled to end during the school year and you are certain you wish to be on
leave without pay for the remainder of the school year, you may request the partial year leave without pay
up front. In these cases, Recruitment will staff with a full year LTO and Operations will prepare your benefit
invoice accordingly.
If you require assistance in completing this form or have any questions with respect to statutory leave, call ES Customer
Support 613-596-8220, or your school location's HR Advisor.
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OCDSB 451E Statutory Leave Request – Elementary Teachers (Jan 2025) Page 1 of 2
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Address/Phone
(must be kept current
with ES during leave)
Statutory Leave
Start/End Dates
From _______________________ To ___________________________
without Pay
Immediately following
Statutory Leave (if
requested up front)
______% From _______________________ To ___________________________
(e.g. pregnancy leave ending in April and requesting full/partial leave without pay until August 31)
Full year leave without pay (full-time or part-time) requests following statutory leave to be
Attached Pregnancy: a mid-wife or doctor's certificate certifying that I am pregnant and stating my
expected date of delivery and the recommended date for commencement of pregnancy
leave;
Parental: documentation verifying the birth (e.g. birth certificate)
Adoption: documentation verifying adoption of the child
Employee Signature
If you require assistance in completing this form or have any questions with respect to statutory leave, call ES Customer
Support 613-596-8220.
THIS SECTION TO BE COMPLETED BY HR STAFFING ADVISOR
Verify Employee eligibility (i.e. 13 weeks employment; 2 week notice; supporting documentation)
Review start/end dates of Statutory Leave period (i.e. does not exceed weeks; parental leave within year of child’s birth;
Start/End dates of Leave without pay immediately following statutory leave if applicable (i.e. student reporting periods)
Provide Supporting Documentation to EWDM (for medical file)
Prepare EAF, confirming right of return location and FTE, and send to HR Operations for processing
Advise Principal for Staffing Purposes (LTO Posting; Record Leave return date; update org. chart)
File Statutory Leave application in employee file
Comments: __________________________________________________________________________________________
This statutory leave has been:
Approved (Proceed with Staffing) Denied (Email Employee with reasons)
______________________________________ ________________________________
HR Staffing Advisor Signature Date
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