An employee who is absent for five (5) or more consecutive working days is required to submit to the Office of Human Resources acceptable medical documentation substantiating the illness. On the day of return to work, the employee is required to bring to the Office of Human Resources medical documentation that includes the return to work date and any limitations or restrictions.

Employees submitting a medical note should ensure that the note contains the following information:

• the date the employee was seen by the doctor
• the date(s) the employee was out or will be out
• the expected date of return
• the reason for the absence and/or the nature of the illness
• a statement from the doctor that the employee is unable to carry out expected duties

Any medical excuse not containing this information will be returned for the necessary details.

Failure to provide appropriate medical documentation may result in disciplinary action.

This program enables employees to donate voluntarily a portion of their earned sick and/or vacation time to other employees who have exhausted their own earned leave and who themselves or a member of their family are suffering from serious catastrophic health condition or injury which is expected to require a prolonged absence from work.  

An employee shall be eligible to receive donated sick and/or vacation time from other eligible Rowan Univeristy employees provided they meet the following criteria and requirements:

• Has completed at least one year of continuous University service as full‐time employee;
• Has exhausted all accrued sick, vacation and administrative leave, paid leave bank, all sick leave injury benefits, if any, and all compensatory time off;
• Has not, in the two‐year period immediately preceding the employee's need for donated leave, been disciplined for chronic or excessive absenteeism, chronic or excessive lateness or abuse of leave; and
• Either:
  • Suffers from a catastrophic health condition or injury;
  • Is needed to provide care to a member of the employee's immediate family who is suffering from a catastrophic health condition or injury; or
  • Requires absence from work due to the donation of an organ (which shall include, for example, the donation of bone marrow).

Forms:

• Classified Employees Fact Sheet
• AFT/Managerial Fact Sheet
• Donor Transfer Form
• Donated Leave Recipient Affidavit

Questions regarding the donated leave program can be directed to benefits@rowan.edu.

• Fact Sheet-Federal
• Fact Sheet-State
• FMLA Request Form
• FMLA Posting Notice
• Certification of Healthcare Provider Form
  • Employee Serious Health Condition
  • Family Member's Serious Health Condition

• Fact Sheet
• Approval Form

Sick Leave is utilized when an employee requires the use of five or more consecutive sick days for a serious health condition for themselves or an immediate family member. The use of this leave still requires, if eligible, for FMLA to be used concurrently. 

Sick Leave of Absence Request Form

1. Requested leaves will be considered for eligible employees and will not be unreasonably denied.
2. Employee is required to submit appropriate medical documentation and a Sick Leave of Absence Request Form (with departmental signatures) directly to the Office of Human Resources, located in Oak Hall South. Employees submitting a medical note should ensure that the note contains ALL of the below information.
   Note: Any medical excuse not containing the below information will be returned for the necessary details.
   • The date the employee was seen by the doctor
   • The date(s) the employee was (or will be) out
   • The expected date of return
   • The reason for the absence and/or the nature of the illness
   • A statement from the doctor that the employee is unable to carry out expected duties.
3. Approved leaves may be with or without pay.
4. When Sick Leave is without pay, the employee is responsible for paying:
   a. The monthly benefit premium for health, prescription drug, and dental benefits for the first three months of leave.
   b. The full cost of health and prescription drug benefits, payable at the beginning each month, if the leave is approved beyond three months. Dental benefits voluntarily continued through COBRA.
5. The University is not responsible for the employee’s share of health, prescription drug or dental insurance premiums while they are on a leave of absence without pay.
6. No contributions to pension are made while employee is on leave without pay. Employee may purchase service credits upon return to work.
7. Life insurance benefits may be affected. If on paid leave, life insurance benefits will continue. If on unpaid leave of absence, life insurance benefits may cease. The employee has the option to convert to individual policy by contacting Prudential Insurance Company at 1‐877‐889‐2070.
8. On the actual day that the employee is scheduled to return to work, he/she is required to bring to Human Resources documentation from a medical professional regarding the ability to return to work. The documentation must include the return to work date and list restrictions if any (restrictions and/or limitations must be pre‐approved by the employee’s department). If such documentation is not received, the employee’s return to work may be delayed until the documentation is provided

• New Jersey SAFE Act
• Family Leave Insurance Notification
• More Information – https://myleavebenefits.nj.gov/
• NJFLI form

• Temporary Disability Insurance (NJ State)
• Temporary Disability Insurance Application

Employees are permitted to use a maximum of five (5) sick days for bereavement for immediate family members. Per N.J.A.C 4A:6-1.21A immediate Family is defined as a spouse, domestic partner, civil union partner, child, legal ward, grandchild, foster child, father, mother, legal guardian, grandfather, grandmother, brother, sister, father-in-law, mother-in-law, and other relative residing in the employee’s household or any other individual whose close association with the employee is the equivalent of a family relationship, such as a step-relative. 

If you have questions regarding bereavement or if you wish to take bereavement, please contact benefits@rowan.edu.

If the employee is out for their own health condition, they will need to submit to Human Resources a return to work note on their treating doctor’s letterhead with the following information:

• The date of return
• If they are being returned with or without restrictions.
  • Please note if being returned with restrictions, the restrictions will need to be
    approved prior to your return.

Please contact the Benefits team via email at benefits@rowan.edu or by calling 856-256-4134.

If you qualify for FMLA, you will need to complete the Rowan Family Medical Leave Act (FMLA)/New Jersey Family Leave Act (NJFLA) request form and have your physician complete the Certification of Health Care Provider for Employee’s Serious Health Condition (FMLA) or the Certification of Health Care Provider for Family Member’s Serious Health Condition. Please return the medical certification at least 15 - 30 days before your leave of absence. If you do not qualify for Family Medical Leave Act (FMLA), you will need to complete the Rowan Sick Leave Request form and have your physician send a note to HR with the following information:

• The date the employee was seen by the doctor
• The date(s) the employee was out or will be out
• The expected date of return
• The reason for the absence and/or the nature of the illness
• A statement from the doctor that the employee is unable to carry out expected duties

Please contact the Benefits team via email at benefits@rowan.edu or by calling 856-256-4134.

An employee who is on sick leave absence for five (5) or more consecutive working days is required to submit to the Office of Human Resources acceptable medical documentation substantiating the illness. Additionally, on the day of return to work, the employee is required to bring to the Office of Human Resources medical documentation that includes the return-towork date and any limitations or restrictions.

Employees submitting a medical note should ensure that the note contains the following information:

• The date the employee was seen by the doctor
• The date(s) the employee was out or will be out
• The expected date of return
• The reason for the absence and/or the nature of the illness
• A statement from the doctor that the employee is unable to carry out expected duties

Any medical excuse note containing this information will be returned for the necessary details.

Failure to provide appropriate medical documentation may result in disciplinary action.

Please contact the Benefits team via email at benefits@rowan.edu or by calling 856-256-4134.

When going out on the Family Medical Leave Act – FMLA (only) leave, if you have more than two (2) weeks of earned sick time, you will be required to use at minimum two (2) weeks of that time. You may request to use additional earned or unearned sick time, earned vacation time, and Administrative leave or Comp time.

When taking a Sick leave of absence, you may use earned and unearned sick, earned vacation, administrative leave, and comp time.

Please contact the Benefits team via email at benefits@rowan.edu or by calling 856-256-4134.

You will have the option of applying for Temporary Disability through the State of New Jersey.

Please make your check or money order payable to Rowan University. If payment is not made on time, your group health, prescription drug, and dental insurance will be canceled. You will be provided notification in writing at least 15 days before the date that your health coverage will lapse. The University is not responsible for the employee’s share of health insurance premiums while they are on a leave of absence without pay. Send your payment to:

Rowan University Human Resources
201 Mullica Hill Road
Glassboro, NJ 08028

For more information on Family Leave Insurance, please see the link below:

https://nj.gov/labor/myleavebenefits/worker/fli/

FMLA Qualification:

• Employed for at least 12 months and
• Worked 1250 actual hours in the previous 12 months

For more information on FMLA, click here.

NJFLA Qualification:

• Employed for at least 12 months and
• Worked 1000 actual hours in the previous 12 months

An employee who leaves State service or goes on a leave of absence without pay before the end of the calendar year shall have his or her leave prorated based on time earned, except that the leave of an employee on a voluntary furlough or furlough extension leave shall not be affected. An employee who is on the payroll for 23 days or more shall earn a full month’s allowance, and earn one-half month’s allowance if he or she is on the payroll for greater than 14 calendar days, but less than 23 calendar days.

• An employee shall reimburse the appointing authority for paid working days used in excess of his or her prorated and accumulated entitlements.
• An employee who returns to work from a leave of absence shall not be credited with paid vacation or sick leave until the amount of leave used in excess of the prorated entitlement has been reimbursed.
• In State service, intermittent days off without pay other than voluntary furlough or furlough extension days shall be aggregated and considered as a continuous leave without pay for calculation of reduced vacation and sick leave credits. When intermittent days off without pay other than voluntary furlough or furlough extension days equal 11 working days, the employee's vacation and sick leave credit shall be reduced by one-half of one month's entitlement. Union leave days pursuant to a negotiated agreement shall not be included in such calculations.

Please contact the Benefits team via email at benefits@rowan.edu or by calling 856-256-4134.

If you qualify for the Family Medical Leave Act (FMLA), FMLA allows the expectant mother four (4) weeks of leave prior to your due date and six (6) weeks after for vaginal delivery or eight (8) weeks after for C-Section. Sick days may only be used during this period of incapacity. If you qualify for NJFLA, the State allows you 12 weeks of bonding time with your newborn. *Twelve (12) of those weeks, the State will pay 85% under the Family Leave Insurance (FLI).

If you do not qualify for the Family Medical Leave Act (FMLA) or the New Jersey Family Leave Act (NJFLA), please contact HR.