Absence & Leave Information

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Absence & Leave Information

Welcome to our Absence and Leave page, your central source for all information and resources related to taking time off from work. Here, you will find information on our various leave options, as well as important policies and procedures.

Quicklinks

FMLA Information and Resources:

Employee Rights and Responsibilities Under FMLA
Employee Leave Request Form
Health Care Provider Certification Forms:
- Certification of Health Care Provider for Employee’s Serious Health Condition
- Certification of Health Care Provider for Family Member’s Serious Health Condition
HPS Employee Handbook
FAQ Flyers:

Family Medical Leave (FMLA)

The Family and Medical Leave Act (FMLA) provides employees who meet the eligibility criteria with unpaid leave for certain family and medical reasons during a 12-month period. During a period of FMLA leave, eligible employees are entitled to continue group health plan coverage as if they had continued to work. At the conclusion of the leave, subject to some exceptions, employees generally have the right to return to the same or to an equivalent position, equivalent pay, benefits and working conditions.

Employees requesting FMLA should submit their request to leave@harmonytx.org. Except in an emergency, FMLA requests must be submitted to Human Resources prior to the FMLA leave.

FMLA Qualifying Reason

Under the Family Medical Leave Act (FMLA) of 1993, you may be entitled to take up to 12-weeks of unpaid, job-protected leave for any of the following qualifying reasons:

Because of the birth of a son or daughter of the employee and in order to care for such son or daughter.

Because of the placement of a son or daughter with the employee for adoption or foster care.

In order to care for the spouse, or a son, daughter, or parent, of the employee, if such spouse, son, daughter, or parent has a serious health condition.

Because of any Qualified Exigency arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation.

Because of a serious health condition that makes the employee unable to perform the functions of his or her position

Eligibility for FMLA Leave

Duration of FMLA Leave

If eligible, you may take up to 12 work weeks of unpaid leave during a 12-month period for any FMLA qualifying reason(s). Harmony utilizes a fixed 12-month “leave year” beginning on August 1 of each calendar year to determine the 12-month period in which FMLA leave is available. Your 12-weeks will begin on the date that your Family and Medical Leave begins, and will exclude weekends and holidays.

Any absence consecutive or nonconsecutive of five or more days for an illness or medical condition may be designated FMLA leave and will require appropriate documentation. Employees should request FMLA leave by notifying their Campus Principal and the HR Leave Department leave@harmonyttx.org.

How to Request FMLA

Notify your Campus Principal or Supervisor and the HR Leave Department (leave@harmonyttx.org), at least thirty (30) days prior to the date you need your leave to begin, when the need is foreseeable and such notice is practicable. If you are unable to complete your request at least 30 days prior, please request it as soon as possible.

Fill out the FMLA Leave Request Form which will be sent to leave@hamronytx.org automatically upon completion.

Once the leave department receives the FMLA Leave Request Form, you will be provided with the forms that need to be completed based on your qualifying situation. The forms will need to be completed by you, and your medical provider or your family member’s medical provider.

If at anytime during the process you have questions, please contact leave@harmonytx.org.

Non-FMLA Leave (1st Yr. Emp.)

An employee who is in the first year of his or her employment with Harmony, and therefore is not eligible for FMLA leave, may take up to six weeks (30 days) of Unpaid non-FMLA Leave for First-Year Employees within his or her first twelve months of service with Harmony.

The availability intermittent leave under this policy will be at the discretion of Harmony Public Schools based upon considerations of the ability to cover the employee's duties and any applicable legal requirements.

How to Request Unpaid Non-FMLA for First-Year Employees

Notify your Campus Principal or Supervisor and the Leave Department leave@harmonytx.org, thirty (30) days prior to the date you need your leave to begin. When the need is foreseeable and such notice is practicable. If you are unable to complete your request at least 30 days prior, please request it as soon as possible.

Fill out the Unpaid Non - FMLA For First Year Employees Request Form, which will be sent to leave@harmonytx.org automatically upon completion.

Once the leave department receives the Unpaid Non - FMLA For First Year Employees Request Form, you will be provided with the forms that need to be completed based on your qualifying situation. The forms will need to be completed by you, and your medical provider or your family member’s medical provider.

Bereavement Leave

Employees may be absent, without loss of pay, in the event of the death of one of the following relatives of the employee or his or her spouse: husband, wife, child (including a biological, adopted, stepchild, a child for whom the employee stands in loco parentis, or foster child), father, mother, brother, sister, grandfather, grandmother, grandchildren, or any person who may be residing in the employee’s household at the time of illness or death. No more than five paid bereavement leave days will be used for this purpose in any one school year. Additional unpaid leave days may be requested and offered at the discretion of the Campus Principal, Area Superintendent, and Department Chief.

If you require Bereavement Leave, please fill out the Employee Leave Request Form which will be sent to your supervisor and then the leave department automatically upon completion.
Afterwards, please send an email to the Leave Department to inform them that you have submitted your leave request form and include any additional details regarding your request. The Leave Department will follow up with you to let you know what documentation is required to process your leave.

Emergency Leave

Employees may be granted up to two days of emergency leave without loss of pay or accumulated local leave for destruction of their home or domicile flood, fire, or storm, or other natural disasters. Any further leave granted will result in a deduction of the daily rate of pay or accumulated local leave, unless otherwise provided by Harmony.

If you require Emergency Leave, please fill out the Employee Leave Request Form which will be sent to leave@harmonytx.org automatically upon completion.

If additional documentation is required, the Leave Department will inform you if any documentation is required to process your request.

ADA Accommodations

Reasonable accommodations are available to all employees who have a documented disability or medical condition which requires them to need accommodations to assist them in performing the essential functions of their job, in accordance with Section 504 and the ADA.

If you need accommodations while at work, that are due to a disability or serious medical condition, please reach out to staffaccommodations@harmonytx.org.

Always communicate with your supervisor and the Leave Department regarding any anticipated needs.

Leave Department Contacts

Submitting an Absence

How to Use Frontline

Employee Basic Training (VIDEO) (4 minute video)
Employee Advanced Training (VIDEO) (5 minute video)
Employee Quick Start Guide
Employee Mobile App info

Web Access
To log into the Frontline Absence Management system, simply click the link below, or type it into your web browser to login: https://login.frontlineeducation.com/sso/harmonyps

You will be prompted to log in with your Harmony Portal (SSO) login credentials.

Here you can enter absences, check your absence schedule, and upload your lesson plans for substitutes to view online.

Mobile App Access
After you have logged into Absence Management, you can download the Frontline Education mobile app. The four-digit invitation code is 7354. After entering the invitation code, select Sign In with Organization SSO. Enter your district email address and select Look up organization sign in page. Enter your Harmony Portal (SSO) Username and Password to sign in. For more information regarding the mobile app click here.
Dial-In Access
You can call Frontline toll-free at 1-800-942-3767. Simply follow the voice menu to enter and manage absences. We recommend that you call in to check the computer recording of your name and title. To do this, press Option 5 and follow the prompts.

*When entering an absence, please wait until you receive a confirmation number before you terminate the phone call. Your transaction is not complete until you receive a confirmation number.

Signing In

Creating an Absence

You can enter a new absence from your Absence Management home page under the Create Absence tab.

Click on the desired date within the calendar (this date will appear in blue once selected). Click on multiple days to create a multi-day absence.

Substitute Required – If you have the option to choose if a substitute is needed for the absence, you can change from Yes to No by clicking the slider.

Choose the Absence Reason from the dropdown list.

Choose if it is a full day or half day absence. If you are assigned to more than one campus, you can choose the custom time feature and fill in the appropriate times.

Complete the Notes to Administrator and Notes to Substitute. The notes you leave for the administrator will not be visible to the substitute, but the notes you leave for the substitute will be visible to the administrator. (optional)

File Attachments – You can attach Word, Excel, and/or PDF files related to your absence. (optional)

Click the Create Absence button at the bottom right corner.