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Medical Certification Request Policy

Expresses the campus’ requirements regarding medical documentation when using three or more days due to personal illness or injury.

Policy Information

Policy Number Policy Owner
4043.2 Human Resource Services


  • 4.0 Policy

    In addition to any specific departmental requirements regarding the use and approval of sick leave, the following rules apply:

    Employees are required to provide medical documentation when using three or more days of absence due to personal illness or injury, except in cases where the absence is caused by the H1N1 flu. Under certain circumstances, medical documentation may be required for shorter periods of disability. Failure to provide acceptable medical certification in timely manner may result in loss of pay and/or reduced benefits and the use of sick leave credits may be denied. Employees are responsible for keeping medical documentation current and notifying their supervisors of their work status.

    Acceptable medical certification provided to Human Resource Services must be on physician’s official letterhead and include the following:

    • Patient’s name
    • Inclusive dates of disability
    • Statement that employee is unable to perform job duties
    • Anticipated or actual return to work date
    • Physician’s original signature

    Medical certification may be faxed by the medical practitioner to Human Resource Services at 518-564-5060.

    A release to return to work is also required and should state that the employee can return to full duty. Modified duty assignments are not guaranteed and must be pre-approved by the employee’s supervisor and Human Resource Services. Consideration for modified duty will be based on the completion of the Physical Capabilities form, the employee’s job duties, and negotiated agreement. Human Resources may require an employee to be examined by Employee Health Services prior to return to work dependent upon the nature of the illness/injury, the length of disability, and the nature of the position.

    For additional information, refer to the Guide to Administering Leave Benefits, Department of Civil Service Attendance and Leave Manual (see Appendix), and/or appropriate negotiated agreement.

For additional information about this policy, please contact the Policy Owner listed above.

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