Guide for Faculty Who Are Expecting a Child
The University of Texas at Austin is committed to supporting employees who are expecting family changes due to the vaginal or surgical birth of a child or the adoption or foster care placement of children. Navigating the numerous University policies and resources can be daunting, and this resource was developed to help all faculty members.
This quick reference guide covers the most frequently used resources and programs at the University. Unless otherwise noted, these resources are only available to benefits-eligible faculty. If the faculty member’s individual circumstances do not fit within these guidelines, please reach out through the Faculty Affairs & Academic Personnel Services Portal.
The most frequently asked questions from faculty who are expecting a child are related to:
- Time away from work
- Returning to work
- Teaching relief
- When personal circumstances impact professional progress
Time Away From Work
Sick Time Off is paid time off that may be used for prenatal appointments, complications during pregnancy and after the birth of a baby for up to six weeks for vaginal delivery or up to eight weeks for surgical delivery. Certification from a medical provider is required when using Sick Time Off for more than three consecutive days (the medical certification submitted when the faculty member applied for Family and Medical Leave Act or Parental Leave may be sufficient).
While a faculty member is on Sick Time Off, the University will continue to pay its portion of the faculty member’s health insurance.
Under the Family and Medical Leave Act (FMLA), a faculty member may be entitled to take up to 12 weeks of unpaid, job-protected leave. If the time off qualifies for Paid Sick Time Off, the employee will use the paid time off concurrently while on FMLA leave. While on FMLA leave, the University will continue to pay its portion of the health insurance.
Hours in the Family Leave Pool (FLP) are donated by University employees and may be available to employees who have exhausted their paid leave time balances. If available and awarded, this paid time off may be used for bonding with and caring for your child (18 or younger) during the first year following birth, adoption or foster placement. FLP may be an option when an absence does not qualify for Sick Time Off. While on FLP leave, the University will continue to pay its portion of the health insurance.
A faculty member may request leave without pay due to personal circumstances. If the absence qualifies for sick time off, the faculty member must exhaust any available paid time off (sick, floating holiday, etc.) before unpaid status begins. Part-time or short-term faculty who do not earn paid time off are also eligible to request unpaid leave of absence. The department or faculty member can submit a Faculty Request for Leave form using the Faculty Affairs & Academic Personnel Services Portal.
Returning to Work
If a faculty member is absent more than three consecutive days due to personal illness or a pregnancy-related condition, they must provide certification from a medical provider stating the date they are released to work and any relevant work restrictions. The faculty member’s medical provider may use their own letter template or this Return to Work Release form (PDF).
If a faculty member receives medical release to work only a portion of their regular work schedule or duties, they can continue to use any applicable paid or unpaid leave benefits for the portion of time they are absent. The University will continue to offset the cost of the employee’s health insurance if the employee is working any portion of their regular hours.
Teaching Relief
An approved Modified Instructional Duties (MID) workload re-adjustment allows a full-time faculty member to replace their semester’s classroom instruction with approved alternative academic non-teaching duties. While on MID, the faculty member continues to work full time and receive full pay. The faculty member may consider requesting MID for a semester in which they will be the principal caregiver of a pre-school child or while they care for or assist an immediate member of their family. MID should not be requested for the period of time when the use of Paid Sick Time Off is applicable (e.g. immediately following the birth of a child) but may be requested to cover time before or after a period of Sick Time Off.
When Personal Circumstances Impact Professional Progress
Tenure-track faculty may apply for a probationary period (i.e. tenure clock) extension when personal circumstances have impeded their professional progress toward tenure during an academic year within their tenure-track probationary period. A year during which an extension is applied does not count toward the maximum number of years allowed for the probationary period. There is a maximum of two probationary period extensions allowed for personal circumstances.
Professional-track and tenured faculty may designate a year within the scope of a multi-year review as having been impacted by personal circumstances. A faculty member may request up to two Personal Circumstances Flags while in rank. A faculty member should request a Personal Circumstances Flag as soon as it is apparent that personal circumstances have impacted the faculty member’s work.
Example Scenarios
Sick Time Off and Modified Instructional Duties
A faculty member is expecting a child with a due date several weeks into the semester. The faculty member could apply for Modified Instructional Duties with a proposal of workload re-distribution (i.e. without classroom instruction) to cover the portion of the semester prior to the birth. The faculty member would apply for Family Medical Leave and plan to use paid Sick Time Off for six to eight weeks following the birth of the child. After six to eight weeks, when the faculty member is released to return to work, the faculty member can resume work on their Modified Instructional Duties for the remainder of the semester.
Sick Time Off and Leave of Absence
A faculty member is expecting a child with a due date several weeks into the semester. The faculty member would apply for Family Medical Leave and plan to use paid Sick Time Off for six to eight weeks following the birth or until released to return to work. If the faculty member wishes to remain on leave after receiving medical release to work, a limited number of paid Family Leave Pool hours may be available, then Unpaid Leave of Absence may be requested for the duration of Family Medical Leave.
Faculty should contact HR Benefits & Leave Management at 512-475-8099 or hrs-lm@austin.utexas.edu approximately 45 days prior to their estimated due/adoption/placement date for assistance navigating their options for FMLA, Parental Leave, Sick Leave, Sick Leave Pool and Family Leave Pool.
Faculty members (employees) have 31 calendar days from the birth/adoption/placement date to add their child to their insurance.
More Information and Instructions