Support For SuperVisors

As a supervisor, you may be the primary point of contact for employees who are planning for new children or pregnancies. Employees have some specific rights that you have a responsibility to facilitate and they may need support during what can be difficult, unpredictable, and new territory. 

Your main role is to remain helpful, supportive, and to make sure they have what they need to take leave and return to work. If you are not sure what to do in any particular situation, err on the side of asking your department’s HR experts; they are here to help.

+ OVERVIEW

In general, you should follow your staff member’s lead on their plans for their pregnancy, new child, or leave. Personal family and medical decisions are very personal, and each individual may have different ways they want to discuss, share, or plan for theirs. You should focus on communicating your support for them and their plans, and ensuring that you follow City policy.

+ REQUESTING LEAVE

In most circumstances, employees are entitled to take leave to care for themselves and their families. If they inform you of their plan to take leave, in most cases your main role will be to recognize the leave and inform your manager or HR, not to approve or deny the leave. Unless you have consulted with HR and they tell you otherwise, requests for leave should be fully supported in all cases. For more information on what type of leave your employee might take, visit this page.

+ BEFORE STARTING LEAVE

You and an HR rep should meet with the employee to talk about their leave and cover the following topics (as applicable):

  • Plan for coverage or set expectations for the time the employee is away (including how much contact you will have)

  • Discuss who they will share their news with and when (led by employee)

  • Plan to adjust their responsibilities as necessary

  • Complete required forms for taking time off (search forms 191, 192, & 193) Note: To access forms, make sure to log in to the City of LA intranet.

+ RETURNING TO WORK

Studies have shown that employees are more likely to return after taking new parental leave when they feel valued and supported at work, and when their boss or organization has made contact with them during their leave to check in with them.

If it is appropriate to your workplace relationship, you can make contact with employees during leave to keep them in the loop about key information and to let them know that you care about how they are doing. You may want to reach out once or twice during their leave to check in with them and/or discuss the following types of topics if applicable:

  • Any changes or developments at work
  • Social events
  • Colleagues who are leaving
  • New staff
  • Arrangements for their return to work

You should not contact them repeatedly, or ask about return dates unless led by the employee. Keep the tone welcoming and friendly.

Tip: Some employees may take all of their leave and you won’t hear from them until the day of their planned return, some will want to proactively check in every so often, and some will taper off their leave by returning to work part-time.

+ POLICIES, FORMS, AND GUIDES

Visit http://per.lacity.org/employee-resources/owe/resources.html and scroll down to find a list of the City's key documents relating to family leave, pregnancy, and other related topics.