COVID-19 Resources For School-Based Employees

There are two types of federal leave available to district employees for reasons related to COVID-19 under the Families First Coronavirus Response Act (“FFCRA”): Employee Paid Sick Leave (“EPSL”) and Expanded Family and Medical Leave (which the district calls “FMLA+” leave). EPSL and FMLA+ leave are available only through December 31, 2020 (unless Congress acts to extend that law), and only for certain limited reasons under specific conditions. There are circumstances under which leave is needed and available, and circumstances under which it is not.

An employee is entitled to take leave related to COVID-19 if the employee is unable to work, including unable to telework, because the employee:

1. Is subject to a Federal, State, or local quarantine or isolation order related to COVID-19;
2. Has been advised by a health care provider to self-quarantine related to COVID-19;
3. Is experiencing COVID-19 symptoms and is seeking a medical diagnosis;
4. Is caring for an individual subject to an order described in (1) or self-quarantine as described in (2);
5. Is caring for their child whose school or place of care is closed (or child care provider is unavailable) due to COVID-19 related reasons; or
6. Is experiencing any other substantially-similar condition specified by the U.S. Department of Health and Human Services.

For a quick, general overview of the six (6) specific reasons outlined above  for which leave is available under the Families First Coronavirus Response Act (FFCRA), review this poster on the district’s Leave of Absence web page (Spanish version here). FFCRA leave is not available unless one of these six (6) reasons applies.

More information (from an employee perspective) in a Q&A format can be found in the District’s COVID Leave FAQs.

If you believe that one of the above situations applies to you, you will need to apply for a leave of absence. For more information on the process and how to apply, see the "How to Apply for Leave" tab above.

Tulsa Public Schools offers various types of paid leave to eligible employees, including sick, vacation, personal business, emergency and bereavement leave, among others. Eligible team members who have worked for the district for at least 12 months and for at least 1,250 hours in the last 12 months may be entitled to up to 12 weeks/60 days of unpaid leave for qualifying reasons under the Family and Medical Leave Act (FMLA).

To learn more about the various types of leave that might apply to you, please explore your options in the drop downs below. 

Workplace Accommodations for Medical Reasons

Tulsa Public Schools prohibits discrimination and provides reasonable accommodations to employees with disabilities and pregnant employees as required by applicable laws. The following information is intended to help employees with certain medical conditions or who are pregnant understand what workplace accommodations may be available to them and how to request one.

What is meant by workplace accommodation?

A workplace accommodation is a change or modification to the way work is performed or the work environment that enables a qualified employee with a disability to perform the essential functions of the job and enjoy equal employment opportunities.

Workplace accommodations can take many different forms, including but not limited to: modified work schedules; changes to working conditions; permitting the use of paid or unpaid leave; providing additional or alternative protective gear or equipment; job restructuring and reassignment of marginal job duties; and changes to the location where work is performed. Depending on the circumstances, telework may also be a reasonable accommodation, especially if needed only for a limited period of time.

 

Who is potentially entitled to reasonable accommodations?

The employee must be disabled (which means they must have a physical or mental impairment that substantially limits them in performing one or more major life activities). They must need an accommodation and must make their needs known. Accommodations are also made for pregnant workers to the same extent as for other employees who are similarly limited in their ability to perform job functions.

 

Are there limits on accommodations that must be provided?

Yes. Only reasonable accommodations are required. Further, accommodations that impose an undue hardship on the district do not need to be provided. Accommodations impose an undue hardship if they involve significant difficulty or expense, or would be unduly significant, substantial, or disruptive, or would fundamentally alter the nature or operation of the district’s business.

The district’s position is that telework poses an undue hardship and is not a reasonable accommodation for school-based employees when students are present for in-person learning in school buildings.

 

How do I request an accommodation?

As a first step, you are strongly encouraged to speak with your supervisor about any workplace accommodations you may believe you need above and beyond the protocols the district already plans to follow to ensure everyone is as safe as possible.  If your supervisor can’t resolve your issues to your satisfaction, you should fill out this request form. You are encouraged to ask for whatever form of accommodation you believe you need.

This form is to be used as part of an interactive process between the district and the requesting employee to determine what, if any, accommodations will be provided to the employee. 

COVID-19 Reasonable Accommodations Form Details:

• Part I (digital) - This part  of the process is completed digitally by the employee. You will need to state the nature of your request and basic information about the reason you need an accommodation. You are required to talk with your supervisor about your situation before completing Part I of the form.
• Parts II and III (hard copy) - Once Part I is received by Talent Management, we will reach out to you with next steps, which may include collecting information from a healthcare professional. 

*Employees may wait to hear from Talent Management, or they may proactively ask their own healthcare provider to complete Part III of this form. Employees who take this step may expedite their process.

**All information submitted by you or a healthcare professional will be stored confidentially and separately from your personnel file in accordance with the Americans With Disabilities Act ("ADA").

 

How will I be expected to support the process?

Both the district and the employee have a mutual obligation to engage in an “interactive process” to confirm whether an accommodation is actually needed and determine what if any reasonable accommodations exist. The district may require the employee’s healthcare provider to confirm the need for an accommodation and provide input on possible accommodations that would work. At any point in the process, Talent Management and/or your supervisor may reach out to you to discuss your request. We will be unable to act your request without your participation and cooperation in this process.

 

Do I get to choose the type of reasonable accommodation I receive?

The employee’s preferences will be considered, but the district ultimately has discretion to choose which type of reasonable accommodation to provide when there are multiple effective reasonable accommodations available.

The first thing you should do is tell your supervisor about your need for leave and the specific reason you need leave. Your supervisor will talk with you and discuss whether there may be any reasonable options that will work for you instead of leave.

If you do need to apply for leave, you can do so by completing the Tulsa Public Schools COVID-19 Employee Leave of Absence Request form.