Applies to: Faculty (including part-time, adjunct and visiting faculty), postdoctoral scholars, staff and students (including graduate/undergraduate student workers and graduate assistants) employed by University of Southern California (“USC“ or the “University“) and including those working for Keck Medicine of USC (“USC Employees”).
1. POLICY
Issued: July 15, 2024
Last Revised: N/A
Last Reviewed: N/A
2. Policy Purpose
USC employees who experience a reproductive loss will be provided time off to grieve.
USC expects all employees, supervisors, Deans of Faculty, Department Chairs, and HR Partners to act in good faith when requesting and approving leaves of absence and time-off under this policy. In the event USC becomes aware that actions taken do not align with the policy, corrective and disciplinary steps may be pursued.
3. Scope and Application
All faculty and staff, exempt and non-exempt, at all USC locations who have been employed for at least 30 days prior to the commencement of this leave are eligible.
In the event of a discrepancy between this policy and a collective bargaining agreement, the terms of the collective bargaining agreement will govern, unless prohibited by law.
4. Definitions
| Term | Definition |
| Failed Adoption | Means the dissolution or breach of an adoption agreement with the birth mother or legal guardian, or an adoption that is not finalized because it is contested by another party. This event applies to a person who would have been a parent of the adoptee if the adoption had been completed. |
| Failed Surrogacy | Means the dissolution or breach of a surrogacy agreement, or a failed embryo transfer to the surrogate. This event applies to a person who would have been a parent of a child born as a result of the surrogacy. |
| Miscarriage | Means a miscarriage by a person, by the person’s current spouse or domestic partner, or by another individual if the person would have been a parent of a child born as a result of the pregnancy. |
| Reproductive Loss Event | Means the day or, for a multiple-day event, the final day of a failed adoption, failed surrogacy, miscarriage, stillbirth, or an unsuccessful assisted reproduction. |
| Stillbirth | Means a stillbirth resulting from a person’s pregnancy, the pregnancy of a person’s current spouse or domestic partner, or another individual, if the person would have been a parent of a child born as a result of the pregnancy that ended in stillbirth. |
| Unsuccessful Assisted Reproduction | Means an unsuccessful round of intrauterine insemination or of an assisted reproductive technology procedure. This event applies to a person, the person’s current spouse or domestic partner, or another individual, if the person would have been a parent of a child born as a result of the pregnancy. |
5. Policy Details
Length of Leave and Pay Continuance
An employee may take up to five (5) unpaid days of reproductive loss leave under this policy for a reproductive loss event. While the days of leave need not be consecutive, the leave must be completed within three (3) months of the reproductive loss event. Employees may not take more than 20 days of reproductive loss leave in a given 12-month period.
While reproductive loss leave is unpaid, employees may concurrently use any accrued and available paid time off, such as vacation, sick leave, or bereavement leave, to supplement their pay during this leave period. Notwithstanding the above, certain leave designations may not be used concurrently with reproductive loss leave, including but not limited to USC Bone Marrow and Organ Donation Leave, School Activities Leave, Leave for Victims of Crimes, Family and Medical Leave Act (FMLA) Leave, California Family Rights Act (CFRA) Leave, Disaster Leave, Military Leave, California Military Spouse Leave, and Jury Duty/Witness Leave.
To request leave under this policy, USC employees should contact their Human Resource Partner or Leave Administration Specialist to coordinate the leave request and any supplemental pay selection.
To request leave under this policy, USC Employees at Keck Medicine of USC must contact Employee Health Services only. Employee Health Services will coordinate the employee’s leave request and provide confidential information to hospital payroll services for any supplemental pay selection.
Reproductive loss leave will not be treated as a break in continuous service for purposes of seniority and years of service.
Non-Retaliation or Discrimination Notice
USC will not take any adverse employment action against any eligible employee for requesting or taking leave as permitted under this policy. If an employee believes that any adverse employment action has been or is being taken against the employee for exercising leave rights under this leave policy, the employee should contact the Office of Professionalism & Ethics by phone at (213) 740-2500 or 800-348-7454 or by email at ope@usc.edu.
6. Procedures
Reproductive Loss Leave Procedures
7. Forms
N/A
8. Responsibilities
| POSITION or OFFICE | RESPONSIBILITIES |
| HR Service Center | Support the employee, supervisors and Deans or Department Chairs with questions and application of the policy. |
| Human Resources Partner (“HRP”) or Leave of Absence Specialist (“LAS”) | Ensures employee has the appropriate forms, if applicable, and information for understanding their personal leave.Collects the required forms, if applicable, and places the employee on the appropriate leaves.Manages the use of Sick Time Accruals and/or Vacation Time Accruals and/or or PTO Time Accruals and/or Winter Recess Accruals.Manages the return-to-work process. |
| Leave Administration Department | Revises the policy based on changes in State and Federal legislation.Manages escalations received from HRP and LAS. |
9. Related Information
Funeral and Bereavement Leave Policy
Office of Professionalism and Ethics
10. Contacts
Please direct any questions regarding this policy to:
| OFFICE | PHONE | |
| HR Service Center | (213) 821-8100 | uschr@usc.edu |
| Leave of Absence Specialist (“LAS”) | (213) 821-8100 | uschr@usc.edu |
| Leave Administration | (213) 821-8100 | leaveadmin@usc.edu |