Leave of Absence & Workplace Accommodation - Mastery Charter School

First, what is a leave of absence or workplace accommodation? Second, how do I know which one applies to me?

  • Leave of Absence: A leave of absence can be requested for various reasons such as needing to take time off for the birth or adoption of a child, care for a newborn, surgery, care for a loved one with a serious health condition, or a personal medical issue. Basically, if you have an absence that will last longer than 3 days for the aforementioned reasons or for a serious health condition, you’ll need to follow Mastery’s leave of absence procedures. If this sounds like this applies to you, please click here for more information and next steps.
  • Workplace Accommodations: A workplace accommodation is an adjustment to a job or work environment that makes it possible for an individual with a disability to perform their job duties. Accommodations may include specialized equipment, modifications to the work environment or adjustments to work schedules or responsibilities.
  • If this sounds like something you are trying to accomplish, please click here for more information and next steps.

Why do I need to file either request?

  • At a high-level, the goal in following proper procedures for absences and accommodations should be to remain in compliance and avoid violating internal Mastery policies and federal/state statutes. We also want to remain an equitable organization and treat our staff fairly. Your communication and execution of procedures/policies will help Mastery uphold this important pillar.
  • The HR team is here to provide you the information you need to be successful with your request! But it is the employee’s responsibility to follow procedures and requested actions. Failure to follow appropriate procedures could result in absence violations, adverse pay affects and performance management intervention.

 

ALERT FOR ALL EMPLOYEES

On December 31, 2023, the law entitling Philadelphia employees to 40 hours of COVID paid sick leave will expire. As such, Mastery will no longer be offering paid sick leave for COVID-related reasons to employees in either state. Starting January 1, 2024, all absences related to COVID shall be treated as a standard medical or family leave, as appropriate. This means employees who are out for more than 3 days to tend to their own or a family member’s health issue, including COVID, should reach out to their campus leaders and [email protected] to open a claim. Same as for medical leaves, employees may return to work when they have clearance from their healthcare provider. Campuses and HR will no longer be providing standard guidance for when to return to work. Finally, THERE IS NO LONGER AN APPROVED/EXTRA PTO DAY FOR VACCINE RECOVERY. If symptoms from the vaccine cause you to be absent for more than 3 days, please email [email protected] for more information around a medical leave.

All work-related illnesses should be reported to your campus APO in order to receive Workers’ Compensation information. Please submit your completed incident report to [email protected] to initiate a claim.

Leave of Absence

A leave of absence can be requested for various reasons such as needing to take time off for the birth or adoption of a child, care for a newborn, surgery, care for a loved one with a serious health condition, or a personal medical issue. Basically, if you have an absence that will last longer than 3 days for the aforementioned reasons, you’ll need to follow Mastery’s leave of absence procedures. Please visit the topics below to learn more and/or start a leave of absence request.

Common Types of Leaves:

Federal Job Protection and State Plans:

Parental Leave

Congratulations on your news! Mastery is excited to support you during this very exciting time in your life. This page provides information on our parental leave process, benefits and resources available to you, and answers some questions you may currently have. Please be sure to review this page and available resources thoroughly . Then follow the ‘next steps’ section to initiate your leave.

Mastery employees are responsible for reviewing and understanding all aspects of their leaves.

    • Review the Family Medical Leave Act (FMLA) information. FMLA provides unpaid, job-protected leave to eligible employees of a covered employer.

    • If employed at a NJ campus, you may be eligible for additional benefits in regards to parental leave. Please review the NJ Leave Plans (NJ FLA and NJ FLI) section.

    • Download the Parental Leave FAQs document for review and to have on hand during your leave. The FAQ will outline payroll policies, benefits and additional resources.

    • Review the Leave of Absence section of the Employee Handbook thoroughly.

Ready to initiate your leave request? Great! Let’s get started:

  1. Within 48 hours or at least 30 days before start of leave: If you have not already done so, inform your manager that you have a need for a leave of absence and indicate the anticipated start and end dates for your leave.

  2. Contact Matrix Absence Management (Matrix) to file your leave of absence claim no earlier than 45 days prior to your leave. Matrix serves as our leave of absence administrator. Please allow a couple of business days after the intake process to be contacted by a claims examiner to discuss leave/short-term disability (if applicable) questions. If you would like to speak with a Matrix claims expert prior to 45 days of your anticipated leave to discuss and learn more about your rights under FMLA (and NJ FLA if applicable) as well as STD benefits (if applicable), please contact the claims office at 800-866-2301.

Three ways to start your claim:

  • Call 877-202-0055

  • Visit matrixabsence.com

  • Download the Matrix eServices Mobile App by searching your smartphone or tablet’s app store

  • Full filing instructions (including app QR code) located here

  1. Enter your estimated leave dates in Workday. Navigate to the Absence icon. Click ‘Request Absence’. Click ‘Select Date Range’ to enter dates and choose ‘Leave of Absence’ in the ‘Type’ field.

  2. Keep your manager, Human Resources and Matrix updated on any changes in your leave plans. Corrections in Workday must be administered by HR.

1) Please contact your Matrix Claims Examiner to initiate your STD benefits and/or certify FMLA time.

2) Add your baby to your Mastery benefits within 30 days of birth date. Two ways to add your child:

    • Call Benefits VIP at 1-866-286-5354 and speak with a representative who can assist in adding your baby on to your desired benefit plan(s).

    • Complete enrollment yourself online by logging into SmartBen, Mastery’s benefit administration system. Follow this link to login: masterycharter.smartben.net. Use these instructions login and enrollment assistance instructions. Then click the ‘Benefit Enrollment’ link under the Life Event title on the homepage to complete your enrollment.

  • Additional steps/information:

    • If a social security number is not available at the time of enrollment, you may use a default number of 111-11-1111. Once acquired, you must update your newborn’s information in our SmartBen system or call Benefits VIP at 1-888-286-5354 for further assistance.

    • Provide documentation to substantiate the child’s birth to complete enrollment process by emailing [email protected]. Examples of acceptable documentation: child’s birth certificate or crib sheet with parental information listed.

Medical Leave

We are very sorry for the likely stress and process you are going through in regards to your own health condition. This page is meant to help you navigate the medical leave process. Please be sure to review this page and available resources thoroughly . Then follow the ‘next steps’ section to initiate your leave.

Mastery employees are responsible for reviewing and understanding all aspects of their leaves.

  • Review the Family Medical Leave Act (FMLA) section. FMLA provides unpaid, job-protected leave to eligible employees of a covered employer.

  • Download the Medical Leave FAQs document for review and to have on hand during your leave. The FAQ will outline payroll policies, benefits and additional resources.

  • You may be eligible for short-term disability (STD) benefits. Follow the steps in the next section to start your leave claim. A claims examiner will be in touch to discuss short-term disability with 2-3 business days of opening your claim. In the meantime, please review the Medical Leave FAQ linked above to understand your STD benefits.

  • Available PTO (or paid sick leave if PT) will be applied to the first 5 days of your continuous medical leave to cover the 1 week elimination period of STD.

  • Review the Leave of Absence section of the Employee Handbook thoroughly.

Ready to initiate your leave request? Great! Let’s get started:

  1. Within 48 hours or at least 30 days before start of leave: If you have not already done so, inform your manager that you have a need for a leave of absence and indicate the anticipated start and end dates for your leave.

  2. Contact Matrix Absence Management (Matrix) to file your leave of absence claim no earlier than 45 days prior to your leave. Matrix serves as our leave of absence administrator. Please allow a couple of business days after the intake process to be contacted by a claims examiner to discuss leave/short-term disability (if applicable) questions. If you would like to speak with a Matrix claims expert prior to 45 days of your anticipated leave to discuss and learn more about your rights under FMLA (and NJ FLA if applicable) as well as STD benefits (if applicable), please contact the claims office at 800-866-2301.

Three ways to start your claim:

  • Call 877-202-0055

  • Visit matrixabsence.com

  • Download the Matrix eServices Mobile App by searching your smartphone or tablet’s app store

  • Full filing instructions (including app QR code) located here

  1. Enter your estimated leave dates in Workday. Navigate to the Absence icon. Click ‘Request Absence’. Click ‘Select Date Range’ to enter dates and choose ‘Leave of Absence’ in the ‘Type’ field.

  2. Keep your manager, Human Resources and Matrix updated on any changes in your leave plans. Corrections in Workday must be administered by HR.

Family Leave

We are very sorry for the likely stress and process you are going through in regards to your family member’s health condition. This page provides information on our family leave process, benefits and resources available to you, and answers some questions you may currently have. Please be sure to review this page and available resources thoroughly. Then follow the ‘next steps’ section to initiate your leave.

Mastery employees are responsible for reviewing and understanding all aspects of their leaves.

  • Review the Family Medical Leave Act (FMLA) section. FMLA provides unpaid, job-protected leave to eligible employees of a covered employer.

  • Family leave may be available (based on eligibility requirements) when you need time off from work because you need to care for your parent, spouse, or child with a serious health condition.

  • If employed at a NJ campus, you may be eligible for additional benefits in regards to family leave. Please review the NJ Leave Plans (NJ FLA and NJ FLI) section.

  • Download the Family Leave FAQs document for review and to have on hand during your leave. The FAQ will outline payroll policies, benefits and additional resources.

  • All available PTO will be applied to the unpaid portion of your leave to provide wage replacement.

  • Review the Leave of Absence section of the Employee Handbook thoroughly.

Ready to initiate your leave request? Great! Let’s get started:

1. Within 48 hours or at least 30 days before start of leave: If you have not already done so, inform your manager that you have a need for a leave of absence and indicate the anticipated start and end dates for your leave.

2.Contact Matrix Absence Management (Matrix) to file your leave of absence claim no earlier than 45 days prior to your leave. Matrix serves as our leave of absence administrator. Please allow a couple of business days after the intake process to be contacted by a claims examiner to discuss leave/short-term disability (if applicable) questions. If you would like to speak with a Matrix claims expert prior to 45 days of your anticipated leave to discuss and learn more about your rights under FMLA (and NJ FLA if applicable) as well as STD benefits (if applicable), please contact the claims office at 800-866-2301.

Three ways to start your claim:

  • Call 877-202-0055

  • Visit matrixabsence.com

  • Download the Matrix eServices Mobile App by searching your smartphone or tablet’s app store

  • Full filing instructions (including app QR code) located here

3. Enter your estimated leave dates in Workday. Navigate to the Absence icon. Click ‘Request Absence’. Click ‘Select Date Range’ to enter dates and choose ‘Leave of Absence’ in the ‘Type’ field.

4. Keep your manager, Human Resources and Matrix updated on any changes in your leave plans. Corrections in Workday must be administered by HR.

Adoption and Foster to Adopt Leave

Congratulations on your news! Mastery is excited to support you during this very exciting time in your life. This page provides information on our adoption and foster leave process, benefits and resources available to you, and answers some questions you may currently have. Please be sure to review this page and available resources thoroughly . Then follow the ‘next steps’ section to initiate your leave.

Mastery employees are responsible for reviewing and understanding all aspects of their leaves.

  • Review the Family Medical Leave Act (FMLA) information. FMLA provides unpaid, job-protected leave to eligible employees of a covered employer.
  • If employed at a NJ campus, you may be eligible for additional benefits in regards to adoption/foster leave. Please review the NJ Leave Plans (NJ FLA and NJ FLI) section.
  • Download the Adoption Foster FAQs document for review and to have on hand during your leave. The FAQ will outline payroll policies, benefits and additional resources.
  • Review the Leave of Absence section of the Employee Handbook thoroughly.

Ready to initiate your leave request? Great! Let’s get started:

  1. Within 48 hours or at least 30 days before start of leave: If you have not already done so, inform your manager that you have a need for a leave of absence and indicate the anticipated start and end dates for your leave.

  2. Contact Matrix Absence Management (Matrix) to file your leave of absence claim no earlier than 45 days prior to your leave. Matrix serves as our leave of absence administrator. Please allow a couple of business days after the intake process to be contacted by a claims examiner to discuss leave/short-term disability (if applicable) questions. If you would like to speak with a Matrix claims expert prior to 45 days of your anticipated leave to discuss and learn more about your rights under FMLA (and NJ FLA if applicable) as well as STD benefits (if applicable), please contact the claims office at 800-866-2301.

Three ways to start your claim:

  • Call 877-202-0055

  • Visit matrixabsence.com

  • Download the Matrix eServices Mobile App by searching your smartphone or tablet’s app store

  • Full filing instructions (including app QR code) located here

  1. Enter your estimated leave dates in Workday. Navigate to the Absence icon. Click ‘Request Absence’. Click ‘Select Date Range’ to enter dates and choose ‘Leave of Absence’ in the ‘Type’ field.

  1. Keep your manager, Human Resources and Matrix updated on any changes in your leave plans. Corrections in Workday must be administered by HR.

1) Please contact your Matrix Claims Examiner to certify your FMLA absence.

2) Add your baby to your Mastery benefits within 30 days of birth date. Two ways to add your child:

  • Call Benefits VIP at 1-866-286-5354 and speak with a representative who can assist in adding your baby on to your desired benefit plan(s).
  • Complete enrollment yourself online by logging into SmartBen, Mastery’s benefit administration system. Follow this link to login: smartben.net. Use these instructions login and enrollment assistance instructions. Then click the ‘Benefit Enrollment’ link under the Life Event title on the homepage to complete your enrollment.
  • Additional steps/information:
    • If a social security number is not available at the time of enrollment, you may use a default number of 111-11-1111. Once acquired, you must update your newborn’s information in our SmartBen system or call Benefits VIP at 1-888-286-5354 for further assistance.
    • Provide documentation to substantiate the child’s birth to complete enrollment process by emailing [email protected]. Examples of acceptable documentation: child’s birth certificate or crib sheet with parental information listed.

FMLA

It is the policy of Mastery Schools to comply with all Federal and State requirements and laws governing leave under the 1993 Family and Medical Leave Act (FMLA). The purpose of the Act is to help balance the demands of the workplace with the needs of families by allowing eligible employees to take up to 12 weeks of unpaid, job-protected leave for specific family emergencies such as serious illness or the birth of a child.

Read more about FMLA and download the FMLA fact sheet by visiting: https://www.dol.gov/agencies/whd/fmla

All employees who meet the applicable time-of-service requirements may be granted a total of twelve (12) weeks of unpaid leave (during any 12-month period) for the following reasons:

  • the birth of a child and to care for the newborn child within one year of birth;
  • the placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement;
  • to care for the employee’s spouse, child, or parent who has a serious health condition;
  • a serious health condition that makes the employee unable to perform the essential functions of his or her job;
  • any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on “covered active duty;” or
  • Twenty-six workweeks (26) of leave during a single 12-month period to care for a covered service member with a serious injury or illness who is the spouse, son, daughter, parent, or next of kin to the employee (military caregiver leave).

To be eligible for FMLA, an employee must have worked for Mastery Schools for at least 365 days (12 months) and have contributed 1,250 hours of service. Under the federal act, an eligible employee can take up to 12 weeks of unpaid, job-protected leave during any 12-month period. Mastery Schools will measure the 12-week (or 26-week) period backward from the 1st date an employee uses any leave under this policy. Each time an employee takes leave, the amount of leave will be subtracted from the 12 (or 26) weeks of available leave, and the balance remaining will be the amount the employee is entitled to take. Please note that periods of Pregnancy Leave, Parental Leave, and Workers’ Compensation Leave count against an employee’s 12 (or 26) weeks of FMLA leave entitlement. More information can be found at https://www.dol.gov/general/topic/benefits-leave/fmla.

Married couples who are eligible for FMLA leave and are employed by the same covered employer are limited to a combined total of 12 weeks of leave during a rolling 12-month period if the leave is taken to care for the employee’s parent with a serious health condition, for the birth of the employee’s son or daughter or to care for the child after the birth, or for placement of a son or daughter with the employee for adoption or foster care or to care for the child after placement. If one spouse is ineligible for FMLA leave, the other spouse would be entitled to a full 12 weeks of FMLA leave. Where married couples both use a portion of the total 12-week FMLA leave entitlement to care for the employee’s parent with a serious health condition, the birth of a child, for placement for adoption or foster care, or to care for a parent, the married couple would each be entitled to the difference between the amount he/she has taken individually and 12 weeks for FMLA leave for other purposes. For example, if each spouse took six weeks of leave to care for a parent, each could use an additional six weeks due to his/her own serious health condition or to care for a child with a serious health condition. If leave is taken for other reasons, such as the employee’s own serious health condition or to care for a child with a serious health condition, each spouse can each use up to 12 weeks of leave individually.

For employees not eligible for job protected leave under the Family and Medical Leave Act, Mastery Schools may grant the leave and will make every effort to maintain your position dependent on the functionality of the school. Employees not eligible for job protection under FMLA are those who have worked less than a year or less than 1,250 hours in the previous 12 months or those that have exhausted leave under FMLA.

Medical leave for an employee’s serious health condition or to care for a family member with a serious health condition may be taken intermittently or on a reduced leave schedule if medically necessary; in all other situations, FMLA leave may not be taken intermittently or on a reduced leave schedule unless agreed to by Mastery Schools. When approved leave is intermittent or on a reduced leave schedule, the employee may be placed temporarily in an alternative assignment that better accommodates the need for such leave.

Employees who are eligible for a leave of absence are required to use accrued PTO during the unpaid portion of their leave of absence period. To use PTO during the unpaid leave period, employees must enter their time off requests in Workday and the PTO will be paid in accordance with our bi-weekly pay schedule. Employees who do not follow the procedure listed above for PTO usage during leave will have the balance of their PTO banks cashed out upon returning to work. See above PTO plan policies for cash out details.

The FMLA provides special rules for certain types of local educational agencies. Because of the special and important relationship teachers have with students and the need for continuity of the teaching process in classrooms, the FMLA has two special rules applicable to instructional personnel as noted below:

20% Rule for Intermittent/Reduce Schedule Leave

When a teacher needs intermittent or reduced schedule FMLA leave, there is a potential interruption of and lack of continuity in the instructional process. There are special rules for this situation if the leave time requested represents more than 20% of the total number of working days over the period of time the leave will be taken. Under these circumstances, there are two available options:

  • Take FMLA leave for a period of a particular duration, not greater than the planned treatment if employer can accommodate or

  • The employee can transfer temporarily to an available alternative position for which the employee is qualified.

Leave at the End of an Academic Term

FMLA regulations provide that leave taken for a period that ends with the school year and begins the next semester is considered consecutive leave, not intermittent leave. Because the employee would not have been required to report to work during summer vacation, that period of time is not counted against an employee’s leave entitlement.

Example: Mastery Schools last day of school is June 20th. If an employee delivers their child and begins their FMLA 6 weeks prior to the last day of school, they are entitled to use their remaining 6 weeks of FMLA at the start of the next school year.

When a teacher or instructional employee takes FMLA leave and is expected to return just prior to the end of an academic term, testing, grading and other end-of semester issues can become problematic. The FMLA has special rules for instructional personnel that dictates that Mastery Schools can require that the leave continue to the end of the term. The additional leave time required by Mastery Schools will not count against the employee’s FMLA entitlement.

Leave during School Breaks

Because the employee would not have been required to report to work during scheduled school breaks i.e. winter break/spring break, that period of time is not counted against an employee’s leave entitlement. Employees will not receive regular pay for the breaks that fall during their leave but will be paid according to leave pay guidelines under parental leave and short-term disability.

Example: If an employee begins their FMLA in March and it extends through May, the one week of spring break will not count against the 12 weeks of FMLA that they are entitled to, nor will the employee receive one week of regular pay for spring break.

New Jersey Family Leave

If you are employed at one of our New Jersey campuses, you are entitled to additional benefits through the state of New Jersey*. Here are the additional benefits you may be entitled to**:

*If you work at one of our Pennsylvania campuses, and reside in New Jersey, these additional benefits are NOT available to you. You must be employed at a New Jersey campus.

**Mastery employees are exempt from the State of New Jersey’s temporary disability program (not to be confused with New Jersey Family Leave Insurance (NJFLI) – see below for more information on this topic). If you are a full-time employee, you may eligible for short-term disability benefits instead. Please see the leave section that pertains to your leave request for claim filing instruction with Matrix Absence Management, our leave of absence administrator.  

  • Job and Time protection – NOT wage replacement

  • Provides an eligible employee* with generally up to 12 weeks of unpaid job-protected leave (during any 24-month period) for the following qualifying reasons:

    • the birth of a child of the employee

    • the adoption or placement of a child in foster care

    • the care of a family member with a serious health condition,

    • or to provide care for a child if their school/place of childcare is closed due to an epidemic or public health emergency

  • The NJ FLA does not provide leave for an employee to care for his or her own serious health condition. Rather, this reason would be reviewed for FMLA eligibility.

  • Must open a claim with Matrix Absence Management for certification and time tracking. Please email [email protected] for claim filing procedures.

*Eligibility: An employee is eligible for NJ FLA leave if the employee has worked at least 12 months in New Jersey for the covered employer and has worked at least 1,000 base hours during the immediately preceding 12 month period. Matrix Absence Management (leave administrator) will measure eligibility on behalf of Mastery.

  • Wage replacement – NOT time protection

  • Family Leave Insurance provides New Jersey workers cash benefits to bond with a newborn, newly adopted, newly placed foster child, care for a family member who is the victim of domestic violence or sexually violent offense, provide care for a seriously ill or injured loved one, or to provide care to a family member due to known or suspected exposure to a communicable disease or if the family member is ordered to quarantine during a declared state of emergency.

  • Must apply through the state to receive payments (not administered by employers). See application steps here.

  • Duration of benefits:

    • Continuous leave: 12 weeks during a 12-month period

    • Intermittent leave: 8 weeks in a 12-month period

  • The family leave program is financed 100% by worker payroll deductions. Employers do not contribute to the program.

  • I am taking a parental leave and need to plan my absence with my manager. How much NJ FLA am I entitled to? And when does it start?

      • NJ FLA provides up to 12 additional weeks of unpaid job-protected leave for reasons outlined above – which includes for bonding with a newborn (either biological or adopted or foster care placement; see ‘Adoption Leave’ for more information). For example, someone who is pregnant or just had a baby can take up to 12 weeks for pregnancy and recovery from childbirth under the FMLA, and can then take an additional 12 weeks of NJFLA leave to bond with or care for the baby after their doctor certifies they are fit to return to work or they have exhausted their FMLA leave (whichever is earlier).

  • So does this mean I have job-protection for 24 weeks (12 weeks of FMLA plus 12 weeks of NJ FLA) for my parental leave after birth?

    • Not necessarily. It depends on your specific disability period. The NJ FLA leave plan does not pull in until the disability period is confirmed and closed. This all depends on when the employee delivers, the type of delivery, and any possible complications. However, the employee will have 12 weeks of bonding time to utilize after their disability period ends under the NJ FLA. Remember, as noted above and outlined in the NJ FLA fact sheet, NJ FLA begins when a doctor certifies an employees is fit to return to work (the end of the disability period) or when they have exhausted FMLA – whichever is earlier. If a doctor certifies an employee to return to work before FMLA is exhausted, FMLA and NJ FLA will run concurrently.

    • Keep in mind, both FMLA and NJ FLA leave plans are suspended during Mastery breaks that last at least 3 days (Thanksgiving break, Winter break, Spring break, Shutdown Week, Summer Break).

    • Remember, these two job-protected entitlements provide UP TO 24 weeks when combined. Read more about this here. Overall, utilize the resources provided on this page, review the eligibility and rules of NJ FLA and FMLA closely and work with Matrix Absence Management to plan out your leave. As always, please be sure to communicate your plans with your direct supervisor.

    • Keep in mind that NJ FLA is available for bonding with a newborn or newly placed child (through adoption, foster care) for the first 12 months after the child enters the home.

  • What Happens at Tax Time?

    • Form 1099-G will be produced for filing federal income tax return. The form will list the total New Jersey State Family Leave Insurance benefits received that calendar year. This information is also sent to the Internal Revenue Services (IRS).

    • Mastery will produced a W-2 to capture short-term or long-term disability benefits received from Reliance Standard that calendar year.

Matrix and Reliance

Mastery has partnered with Reliance Matrix (“Matrix”) to administer our leaves, accommodations, and disability payments. If applicable to your leave situation, your STD/LTD benefits approvals and payments are made by Matrix. Payments will be made on Reliance check stock.

Workplace Accommodations

Thank you for taking time to learn more about workplace (or job) accommodations! Under Title I of the Americans with Disabilities Act (ADA), job accommodation is a modification or adjustment to a job or work environment that makes it possible for an individual with a disability to perform their job duties.

Accommodations may include specialized equipment, modifications to the work environment or adjustments to work schedules or responsibilities. Accommodations are sometimes referred to as “productivity enhancers”. Reasonable accommodations should not be viewed as “special treatment” and they often benefit all employees.

Not all people with disabilities (or even all people with the same disability) need the same accommodation. For example, a job applicant who is deaf may need a sign language interpreter during the job interview; an employee who is blind or who has low vision may need someone to read information posted on a bulletin board; and an employee with diabetes may need regularly scheduled breaks during the workday to monitor blood sugar and insulin levels.

If this sounds like something you need (versus missing time from work), please follow the steps below. If you feel your situation requires missing time from work, please visit the Leave of Absence section.

Step One: Submit a request from in Workday. Log into Workday and click on the Requests Under Actions, click Create Request. Click All and select Accommodation Request Form. Read over the information and answer required questions then click Submit. Upon receipt, an HR team member will open an ADA accommodation request with Matrix Absence Management within 1-2 business days.

Step Two: Communicate your need for a workplace accommodation with your manager or leadership team. Please inform your manager that you have already notified HR of your need for an accommodation and successfully completed the Workday submission. It is the employee’s responsibility to maintain an open line of communication with their manager during this process.

Step Three: An ADA claims specialist from Matrix Absence Management will be in touch with next steps. Please follow all outlined instructions and submit paperwork within the deadlines presented.

Step Four: Once Matrix has received completed paperwork from you and your physician, it will then be reviewed by an HR team member. An interactive discussion with your campus will occur to determine if the accommodation can be reasonably supported. Please note: employee’s specific medical information is not shared directly with manager and will remain confidential with the HR team and Matrix claims examiner.

Step Five: You’ll receive a determination directly from an HR team member along with a confirmation notice from Matrix Absence Management.