Medical leave is absence to care for a personal serious health condition, as confirmed by the employee's Healthcare provider. Faculty should review the Faculty Leave webpage for more information.
Staff who have at least a year of service at Northwestern University AND who have worked at least 1,250 hours within the past continuous 12 months, are eligible for The Family and Medical Leave Act (FMLA) to coincide with their medical leave. FMLA provides certain employees with up to 12 weeks of unpaid, job-protected leave per year. It also requires that their group health benefits be maintained during the leave.
Employees who are not eligible for FMLA should contact the Benefits Division to discuss their options. In some instances, they may be referred to our Office of Civil Rights and Title IX Compliance to request medical leave as an accommodation under the Americans with Disabilities Act (ADA).
Holding the job
For FMLA eligible employees, the job is held for up to 12 weeks in any 12 month period. In the case of intermittent leave or a reduced work schedule, the job is held for the time equivalent of 12 weeks of the employee's work schedule. If department operations permit, the employing department may hold the job beyond 12 weeks. Employees must use their accruals of Incidental Sick, PFH and vacation time to remain in pay while on this type of leave. Once you have exhausted all paid time, then unpaid Excused Absence is used
If the staff member has at least five years of continuous service with Northwestern University, their job is held for up to 4 months total, as long as the employee continues to qualify for Extended Sick Time (EST). This is called Length of Service Additional Leave.
Staff members who need additional leave but have lost job protection by exhausting their FMLA and/or EST, should contact our Office of Civil Rights and Title IX Compliance to request additional leave as an accommodation under the Americans with Disabilities Act.
Benefits eligible staff who have at least six months of continuous service with Northwestern University are eligible for Extended Sick Time (EST) benefits. EST pays out at 100% of the employee's salary, after satisfying a seven consecutive day wait period. Incidental Sick Time (IST), vacation, and personal floating holiday time can be used to cover the seven day wait period. EST benefits do not apply to intermittent medical leaves.
If a staff member is not eligible for EST, they must use their own Incidental Sick Time, vacation, and personal floating holiday time to receive pay during their leave. Once this time is exhausted, the remainder of the leave would be unpaid.
An individual on a paid medical leave will continue to have benefits coverage. The University continues to pay the employer contribution during a medical leave. If enrolled in the dependent care flexible spending account (DCFSA) this benefit is frozen until the individual returns from leave. The dependent care FSA can only be used when the employee is actively at work. Commuter benefits are temporarily terminated when on a leave of absence. These can also only be used when the employee is 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.