HomeMy WebLinkAboutOCDSB 451S Preg parental adoption Leave Request Form - Sec. Teachers ST ATUTORY PREGNANCY/PARENTAL/ADOPTION
LE AVE REQUEST FORM – SECOND AR Y TEACHERS
OCDSB 451S Statutory Leave Request – Secondary Teachers (Jan 2018) Page 1 of 4
This information is provided to assist employees who are preparing for statutory leave. Terms & Conditions can be
found in the Collective Agreement (posted on www.ocdsb.ca, Staff Portal (login), Employee Services); Article L19; Ministry
Memo of Understanding (Maternity Benefits); Employment Standards Act.
Eligibility
Pregnancy & Parental Leave
• em ployed by the Board for at least 13 weeks preceding the expected date of birth;
notifies HR as soon as practical, but at least 2 week s preceding the estim ated date of
comm encem ent of leave.
parental leave must begin immediately upon term ination of the pregnanc y leave unless the child has
not yet com e into care, in which case the leave m ust comm ence within seventy-eight (78) week s of
the child's com ing into care.
Parental or Adoption Leave
• em ployed by the Board for at least 13 weeks;
• written request at least 2 weeks prior to the date the leave comm ences;
• must be taken within 78 weeks of the child's birth or of child com ing into custod y, care or control.
Statutory Leave
Period
• Pregnancy Leave – up to 17 week s; 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: 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 start date of the leave, em ployee m ust
notif y HR immediately to amend the statutory leave start date.
You m ay return to work prior to your statutor y leave end date with 4 week s written notice to HR.
Credits during
Statutory Leave
There will be no interruption of continuous service for seniority purposes. Em ployees will accumulate
experience for purposes of grid step. Sick Leave shall continue to accrue.
Leave without
pay following
Statutory Leave
Leave without pay extensions (following the statutory leave) may be granted for up to 4 years. The
return date from leave without pay must coincide with the beginning of the school year or semester, as
defined by the school year calendar. The 4 year leave entitlem ent will not be extended for part-time
leaves.
Refer to Collective Agreement Article L19.04 for additional information about leave extension
entitlements.
Subsequent Birth while on Full-tim e Leave - W here a subsequent birth or adoption occurs prior to the
teacher returning from leave, the teacher will be entitled to a subsequent statutory pregnanc y / adoption
leave and m ay access the rem aining tim e, if any, from the initial three (4) year leave entitlem ent period.
Back Up
Personal
Computer Files
The files in your personal folder (P: drive) on the server m ust be backed up to an alternate m edia such
as a CD, DVD or a USB m emory stick . B< cannot guarantee that your files will still be there upon
your return, due to s ystem modifications that m ight be necessary during your absence.
Right of Return You maintain right of return to your location, subject to surplus/redundanc y procedures.
A Department Head returning from leave will m aintain right of return to their leadership position for one
(1) school year (exclusive of stat leave), subject to the headship term .
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.
Teacher’s
Pension Plan
(TPP)
You may continue your pension contributions. HR will inform TPP of the employee’s statutory leave
through our regular reporting process. If you are registered for iAccess W eb, the TPP’s secure m em ber
website, you can go online (www.otpp.com ) to investigate your buyback options. If not registered, call
TPP directly at 1-416-226-2700 or 1-800-668-0105. TPP will provide teacher with an estim ated cost in
your iAccess W eb Buyback Centre. Go online to review pa ym ent options, tax im plications and
deadlines
ST ATUTORY PREGNANCY/PARENTAL/ADOPTION
LE AVE REQUEST FORM – SECOND AR Y TEACHERS
OCDSB 451S Statutory Leave Request – Secondary Teachers (Jan 2018) Page 2 of 4
Benefits / LTD Please contact OTIP directly (1-866-783-6847) for information regarding maintaining your benefits
during your leave. After your leave is processed by Human Resources, you will receive a benefit
statem ent outlining the cost of maintaining LT D coverage during your leave. You will be given the
option of maintaining or suspending this coverage.
Record of
Employment
(ROE) for
Employment
Insurance (EI)
SEB-Plan
Pay adjustment
You may be eligible to claim Employment Insurance (EI) during your leave. Payroll will submit an
ROE to Service Canada within 5 working da ys of your leave start date. For information regarding
EI benefits, contact the EI Inform ation Line at 1-800-206-7218.
• You m ay m ak e 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 "W aiting Period Dates".
• Please send a copy of that page via pdf pic scan or fax (613-596-8759) to Pa yroll, to the attention of
Brent Robinson, to activate your SEB-Plan (see below).
Pregnancy: 100% of salary for first 8 weeks, as per Reg. 2/13 (with EI being the first payer and the
OCDSB pa ying the rem aining difference to 100% of your salary).
Adoption: Teachers who apply for and are in receipt of EI will be entitled to 95% of salary for first 2
week s, 90% for the next 4 week s, weeks 7-17 thereafter at $150 per week. These payments will be
made by direct deposit.
• No pa ym ent shall be m ade for any periods during which the teacher is not otherwise entitled to
earn pa y (ex. July, August); W here the waiting period falls during the Christm as, March Break ,
July or August period, the teac her shall be entitled to the 95% SEB Plan for two (2) weeks as per
Article L19.06 a). In the event that m ore than one parent is em ployed by the Board, only one
parent taking adoption leave will be entitled to SEB plan pa ym ents.
• To activate your SEB Plan (Pregnancy/Adoption), you must send proof to Pa yroll that you have
served a two (2) week waiting period for EI.
• Reg. 2/13 provides that your first 8 week s of pregnancy leave will be topped up to 100% of salary
(with EI being the first pa yer and the OCDSB pa ying the rem aining difference to 100% of your
salary).
• If you are NOT eligible to receive EI benefits for Pregnancy leave, you m ust provide proof of such to
Payr oll to the attention of Brent Robinson, 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 supplem entary m aternit y
benefits.
• Teachers are paid for 194 instructional days , spread over 26 pa ys (Sept to August). W hen a
teacher commences leave, their pay is recalculated based on the num ber of work ed instructional
da ys prior to the leave during that school year. The teacher’s last paycheck prior to the leave will
include an y “holdback” of earnings that were previously set aside to ensure the annual 26 pa y
c ycle.
College of
Teacher’s Fees
Pa yroll deducts the annual Ontario College of Teachers’ (OCT) fees from each teacher’s pay in January
and February. If you are not in receipt of pa y during this period, your OCT fees will not be deducted b y
the Board. It will be your responsibilit y to directl y rem it your fees to the College by April 15th (a penalty
is im posed for late pa yments). 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 via Employee Inquiry website. If you are on leave during the annual
collection of Offence Declarations please note that it is your responsibilit y to com plete an Offence
Declaration through the boards Em ployee Inquir y W ebsite at https://em plo yees ervices.ocdsb.ca at
least two (2) week s prior to your return date.
Mandatory
Training
All em ployees must have com pleted the Ministr y Mandator y Training: Safe Practices for W ork ing Alone,
and W orkplace Violence and Harassm ent Training. Employees who have not already com pleted this
training prior to their leave will be advised and provided with the online instructions for com pletion. Proof
of completion will be required prior to your return to work.
Address/Name
Change
It is your responsibility to keep HR inform ed of any changes in address, telephone, and/or m arital
status. To do this, log into to your GEM employee group conference and select the Bulletin entitled
‘Notifying HR of a Change to your name, address or marital status’. Contact HR Customer Support if
you have any questions at 613-596-8220.
ST ATUTORY PREGNANCY/PARENTAL/ADOPTION
LE AVE REQUEST FORM – SECOND AR Y TEACHERS
OCDSB 451S Statutory Leave Request – Secondary Teachers (Jan 2018) Page 3 of 4
THIS SECTION TO BE COMPLETED BY EMPLOYEE
DETAILS
Name
EIN
Location
Employment Status
(FTE)
Address/Phone
(must be kept current
with HR during leave)
Statutory Leave
Start/End Dates
I will be am requesting statutory leave for my full contract status:
From _______________________ To ___________________________
Leave without Pay
Immediately following
Statutory Leave (if
requested up front)
I am requesting an extension to my statutory leave for:
______% 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
requested on form 452S)
Documentation
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 Date
When determining your start/end date of statutory leave, remember:
• 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).
• If providing the minimum of 2 weeks notice of your statutory leave, you may be in a salary overpayment due to
HR/Payroll cut-off periods to affecting the pay schedule.
• 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 HR immediately to make amendments to the leave
date(s).
• 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 HR Customer
Support 613-596-8220.
ST ATUTORY PREGNANCY/PARENTAL/ADOPTION
LE AVE REQUEST FORM – SECOND AR Y TEACHERS
OCDSB 451S Statutory Leave Request – Secondary Teachers (Jan 2018) Page 4 of 4
THIS SECTION TO BE COMPLETED BY RECRUITMENT - HR RECRUITMENT OFFICER / ADMINISTRATOR
Attach Statutory Leave Request to HR file (and review file for consecutive leaves);
Verify Employee eligibility (i.e. 13 weeks employment; 2 week notice; supporting documentation);
Start/End dates of Statutory Leave period (i.e. does not exceed weeks; parental leave within year of child’s birth;
adjustment required if baby born earlier and possible impact to pay);
Start/End dates of Leave without pay immediately following statutory leave (i.e. end of semester/school year );
Provide Supporting Documentation to EWDM (for medical file);
Advise Principal for Staffing Purposes (LTO Posting; Record Leave return date; update org. chart);
Confirm Right of Return Location ___________________________ and % ___________
Forward to Operations for processing
Comments:
This statutory leave has been: Approved (Proceed with Staffing) Denied (Email Employee with reasons)
HR Officer/Administrator Signature Date
THIS SECTION TO BE COMPLETED BY HR OPERATIONS
Update Position Screen (End Date)
Update Salary Screen (End Date)
Update Allowance Screen (End any Allowance)
Update Leave Screen (Leave Reason; FTE; Start/End Date of Statutory Leave; Start/End Date of LWOP; RoR)
Update Benefit Screen (overrides on LTD, OTL)
Generate Benefit Statement (affix label with response deadline)
Benefit Change Form (addition of child to Benefits)
Generate and mail Leave Approval/Return Notification/ Benefit Statement
Record deadline date for Benefit Statement to be returned from employee
Copy on HR File
Original to Audit
Comments:
Empl.
Group
Job
Code
Loc.
Code
EST
Cd.
Start Date End Date FTE Reason
Cd.
PA
%
SE
%
VA
%
R.O.R
0 Y
N
Employee Emailed: OCDSB 453 Leave Approval / Return Notification Form & Benefits Statement
Comments:
Position Closed Salary Closed Copy on HR File Original To Audit Input: Audit:
Operations Administrator Signature Date
cc HR File
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