Family Care Leave of Absence
Family care leave is absence for the birth or adoption of a child, for placement of a child in foster care, or for a serious health condition affecting a spouse, parent, or child who is under 18 years of age. It is available for the care of those over the age of 18 if they are incapable of self-care because of a mental or physical disability at the time FMLA leave is to commence. Faculty should review the Faculty Leave webpage for more information.
Eligibility
Service
One continuous year of service is required for you to take a leave of absence for family care.
Hours
In the 12 months prior to the leave, you must have worked at least 1,250 hours.
Application procedure
Starting January 1, 2025, Northwestern will transition the administration of leave benefits to MetLife. Faculty and staff with a leave beginning before January 1, 2025, will continue to work with The Hartford for their Extended Sick Time (EST), Long-term Disability (LTD), and Birth/Adoption Parental Leave (BAPL) claims. Family Medical Leave Act (FMLA) and Military Leave claims will be tracked by MetLife starting January 1, 2025, even if your leave began before this date.
New Leave Starting Before January 1, 2025
The faculty and staff member must contact The Hartford to apply for FMLA as soon as possible. Instructional faculty inform their Dean's office for academic planning. You can reach The Hartford at 1-888-541-7283. View the step-by-step process of applying for a leave. Once your claim has been assigned to a claim administrator at The Hartford, you can request to speak to this person directly by scheduling an appointment online. You will not need to contact MetLife unless you need FMLA in 2025 that has not been approved by The Hartford by the end of this calendar year.
New Leave Starting After January 1, 2025
Because your leave request begins after January 1, 2025, you will need to make the initial leave request with MetLife, even if you have already contacted The Hartford. MetLife will not begin the intake process for new Northwestern leave requests until December 16, 2024, at 9 am CST. You can contact MetLife on or after this date at 1-800-396-8876. The online portal will not be available until January 2025. The requirement that your leave claim cannot be filed until mid-December will in no way impact how long it takes MetLife to review and process your claim.
Currently on Leave
For those currently on leave, if you need additional FMLA beyond what’s approved, please work with The Hartford before the transition to request an extension. You will not need to contact MetLife unless you need FMLA in 2025 that has not been approved by The Hartford by the end of this calendar year. You can contact MetLife on or after December 16, 2024, at 9 am CST at 1-800-396-8876.
Provisions
Holding the job
The job is held for up to 12 weeks in any 12-month period. In the case of intermittent leave or leave taken through a reduced work schedule, the job may be held for the time equivalent to 12 weeks of your work schedule. If department operations permit, the employing department may hold the job beyond 12 weeks, but no longer than the 6 months of EST.
Pay
Incidental sick time for care of family members, vacation and personal floating holidays are used at the start of the leave, followed by unpaid leave. Additional paid time may be available for parents when eligible for the birth and adoption parental leave (BAPL).
Benefits
If you are on a paid family care leave, you will continue to have benefits coverage. The University continues to pay the employer contribution during a family care leave. If enrolled in the dependent care flexible spending account (DCFSA) this benefit is frozen until you return from leave. The dependent care FSA can only be used when you are actively at work. Commuter benefits are temporarily terminated when on a leave of absence, as this benefit can only be used when you are actively at work. The deadline to make changes to commuter benefits is the 5th of the month prior. Please make any necessary changes prior to that deadline. For additional question on the commuter benefits, visit the commuter benefits page .
Unpaid leave
If you are on an unpaid leave, you will be billed for benefits coverage. You have the option to waive some or all benefits while on an unpaid leave. This is done in myHR after the leave of absence is entered into the system and processed. The dependent care flexible spending account (DCFSA) is temporarily frozen during a leave of absence. Commuter benefits are temporarily terminated when on a leave of absence. This benefit can only be used when you are actively at work. The deadline to make changes to commuter benefits is the 5th of the month prior. Please make any necessary changes prior to that deadline. For additional question on the commuter benefits, visit the commuter benefits page.
End of the leave
Return to work
At the expiration of an FMLA leave, staff members and instructional faculty members return to the same or an equivalent position as was held when the leave began.
Extension
If the leave of absence extends longer than The Hartford approved period, the staff member or instructional faculty member must request an extension from The Hartford prior to the expiration of the leave. If the staff member or instructional faculty member does not return from the leave of absence and does not request an extension, their employment may be subject to termination.