Leave Administration

Consolidated Leave and Vacation (CLV)

Benefit eligible employees working (30) or more hours per week accrues combined leave for sick, personal, and vacation leave into one account. Employees may use this account for vacation, for absence due to illness, to attend to family matters or for any other personal business. Employees can only use this leave once it has been accrued. Refer to the Consolidated Leave Policy for additional information.

Family Medical Leave Act (FMLA)

Employees may be entitled up to (12) weeks of job-protected unpaid leave under the federal Family and Medical Leave Act (FMLA) for the purpose of caring for a newborn, newly adopted, or newly placed foster child; to care for employee’s seriously ill parent, spouse, or child; or for the employee’s own serious health condition that makes the employee unable to work. Employees must have worked for the University for more than 12 months. They also must have worked at least 1,250 hours during the previous year.

There are (3) types of FMLA Leave:

  • Continuous FMLA leave: An employee is absent for more than three consecutive business days and has been treated by a doctor.
  • Intermittent FMLA leave: An employee is taking time off in separate blocks due to a serious health condition that qualifies for FMLA. Intermittent leave can be in hourly, daily, or weekly increments. Intermittent FMLA is often taken when an employee needs ongoing treatment for their condition.
  • Reduced schedule FMLA leave: An employee needs to reduce the amount of hours they work per day or per week, often to care for a family member or to reduce stress.

Employees returning from FMLA leave (as approved) under these statues and who have completed all required documentation will be reinstated to their same position or to an equivalent position with equal benefits, pay, and other terms and conditions of employment. Employees should submit an FMLA Request Form to HR (30) days in advance of leave. See FMLA Policy for more information.

Maternity Disability Leave

Per Washington State Family Leave Act (FLA) an employee may take an additional (6) weeks of leave after the birth of the baby beyond FMLA. Employees must give this request to Human Resources at least three months prior to the first day of the leave.


Northwest University offers bereavement leave to benefit-eligible staff members who have experienced the death of a close family member. This leave is separate from accrued consolidated leave and vacation. The employee’s supervisor authorizes the use of bereavement leave and will submit the Bereavement Leave Request form to HR.

Shared Leave Program

All eligible employees will be allowed to donate consolidated leave and vacation (CLV) time from their unused balance to a leave fund to assist their co-workers who may have a family emergency or a personal crisis that requires them to have additional time off in excess of their available paid CLV balance. Requests for donations of paid leave must be approved by the employee’s immediate Supervisor, Dean/Vice President and Human Resources.

Employees wishing to either donate leave Leave Donation Application or request a leave donation Leave Donation Request will submit completed form(s) to HR.

Jury Duty

Jury duty will be compensated at an employee’s regular rate of pay. Supervisors should approve paid time off for scheduled work hours and workdays missed due to a jury summons.

An employee summoned to jury duty should inform their supervisor of the jury summons as early as possible and attach the supporting court documents. Supervisors will forward all approved requests and supporting court documentation to HR for inclusion in the employee’s record.