Parental Leave - Supervisor Responsibilities

As a supervisor, you play a vital role in supporting employees-both full-time and part-time-during pregnancy, parental leave, and their return to work. It is essential to comply with federal and state laws, such as the Pregnant Workers Fairness Act (PWFA) and the Providing Urgent Maternal Protections for Nursing Mothers Act (PUMP Act). Below are your key responsibilities and actions to foster a supportive and compliant workplace environment.

1.    Support and Communication

  • Maintain open and supportive communication with employees requesting parental leave.
  • Direct employees to the Parental Leave webpage for detailed information and forms. Benefit-eligible employees are required to submit the Parental Leave Form located in the light blue box on that webpage. HR will then contact the employee to complete the appropriate forms and discuss their rights as listed below and responsibilities as listed on the parental leave webpage.

2.    Pregnant Workers Fairness Act (PWFA)

Under the PWFA, employees affected by pregnancy, childbirth, or related medical conditions, including lactation, are entitled to reasonable accommodations, unless doing so creates an undue hardship for the university. Do not request medical documentation for any pregnancy-related accommodation request.  Examples of accommodations include, but are not limited to:

  • Adjusted work schedules or tasks
  • Additional breaks for hydration, restroom use, or milk expression
  • Ergonomic workspace modifications
  • Flexibility for medical appointments or lactation needs

If an employee requests accommodation, refer them to HR to discuss their needs and explore appropriate solutions.

3.    Providing Urgent Maternal Protections for Nursing Mothers Act (PUMP Act)

Your responsibilities under the PUMP Act:

  • Support the employee in taking necessary breaks to express milk for up to one year after the child's birth.
  • Ensure the employee has access to a private, non-bathroom space for milk expression. Lactation rooms are available across campus.
  • If the employee needs a mini fridge to store expressed milk, HR will provide one on loan.
  • Respect the employee's need for flexible break scheduling.

4.    Workplace Adjustments

  • When an employee returns from parental leave, ensure any reasonable workplace accommodations (e.g., flexible schedules, ergonomic adjustments) are in place.
  • Be mindful of the potential need for flexibility and adjust tasks or expectations as necessary.

Important Considerations

  • Non-Discrimination: All employees (and applicants for employment) are protected from discrimination based on pregnancy, childbirth, or related medical conditions. Ensure that your actions are unbiased and in compliance with all applicable laws.
  • Confidentiality: Respect employee privacy by keeping all leave and medical-related information confidential. Share relevant information with the appropriate person in HR, but only share with others in the supervisory chain on a need-to-know basis.
  • Training: Stay informed about parental leave policies and employee rights, including protections under FMLA, PWFA, and the PUMP Act, by reviewing the Parental Leave webpage for the most current information.

For questions or assistance, contact Jason Bunn (x8923) or Andrea Velasquez (x8623) in the Office of Human Resources.