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York Region District School Board

Policy and Procedure #570.0, Pregnancy/Parental/Adoption/Infant/Child Care Leaves

WORKING DOCUMENT 

The Pregnancy/Parental/Adoption/Infant/Child Care Leaves policy and procedure address access to and responsibilities associated with pregnancy/parental/adoption and infant/child care leaves.

On this page:

 

What has Changed?

Major changes to the document: Revised responsibilities and definitions. Links to resources and additional documents were updated.

Reason for review: Due for second review.

Who is affected by these changes and what is the impact on current practice? All individuals or groups with responsibilities.

Implementation timelines: Immediate upon Board approval.

Lead Superintendent(s)/Subject Matter Expert(s): Coordinating Superintendent of Education, Human Resource Services, People and Culture.

 

Individuals or Groups with Responsibilities under this Policy and Procedure

  • Board of Trustees
  • Director of Education
  • Superintendents/Principals/Managers
  • Human Resource Services
  • Staff

 

Relationship to Board Priorities

The Pregnancy/Parental/Adoption/Infant/Child Care Leaves policy and procedure primarily outlines Board’s and other individuals and groups’ rights and responsibilities in fulfilling the legislated and contractive obligations. In fulfilling these obligations, the policy and procedure reinforces the priorities outlined in the Multi-Year Strategic Plan and the District Action Plan.
 

Timelines and Next Steps

This policy is due for first review at the December 9, 2025 Policy and By-Law Standing Committee meeting.

 

Providing Feedback

Questions about this policy and/or procedure should be raised with your principal, manager or supervisor. If additional clarification is required, principals, managers and supervisors may contact the lead superintendent and/or subject matter expert and Trustee Services.

In accordance with Board Policy 285.0, Board Policies, Procedures and Supporting Documents, the Board welcomes all comments and suggestions on Board policy.

Input is an important component of the review process. If you feel a policy and/or procedure needs to be revised, feedback may be submitted through the school council or by submitting the online form. In your response please:

  • outline clearly the specific section(s) of the policy and/or procedure in which you are not comfortable,
  • suggest specific alternate wording to reflect your position, and
  • identify the reason(s) for your concern(s).

Specific recommendations or questions about the review process should be submitted using the online form or sent to the Policy Officers via email at policy.committee@yrdsb.ca, or via telephone at 905-727-0022 extension 2570 or in hard copy at The Education Centre – Aurora. 

 

Legislative Context

Education Act

Employment Standards Act

 

Related Documents

Ontario College of Teachers (OCT)

Ontario Teachers’ Pension Plan

Ontario Municipal Employees’ Retirement System (OMERS)

 

It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property, or partaking/volunteering in Board or school-sponsored events and activities, will respect the policies and procedures of the Board.

 

 

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WORKING DOCUMENT 

Board Policy #570.0 Pregnancy/Parental/Adoption/Infant/Child Care Leaves

 

1. Policy Statement

It is the policy of the Board to provide access to pregnancy/parental/adoption and infant/child care leaves.

 

2. Application

This policy applies to all staff.

Trustees are entitled to a leave of up to 20 consecutive weeks if the absence is the result of their pregnancy, birth or adoption of their child.

 

3. Responsibilities

 

3.1 The Board of Trustees is responsible for:

  1. adhering to the requirements under the Education Act about a trustee absence resulting from their pregnancy, birth or adoption of a child;
  2. reviewing the Pregnancy/Parental Adoption/Infant/Child Care Leaves policy in accordance with the priorities in the Multi-Year Strategic Plan and the approved policy review cycle; and
  3. understanding and communicating with members of the community about the Pregnancy/Parental/Adoption/Infant/Child Care Leaves policy, as required.

 

3.2 The Director of Education is responsible for:

  1. implementing and operationalizing the Pregnancy/Parental/Adoption/Infant/Child Care Leaves policy.

 

4. Definitions

 

4.1 Adoption Leave

A leave of absence for the adoption of a child and can be taken by either parent.

 

4.2 Basic Benefits

Eligible employees are covered under the applicable Benefit Trust for Health and Dental as stipulated in the Benefit Trust and carrier’s benefits policy.

 

4.3 Child Care Leave

A leave of absence that directly follows an adoption/parental leave. To be eligible, all staff members must have been employed by the Board for two years inclusive of the pregnancy/parental/adoption leave.

 

4.4 Infant Care Leave

A leave of absence that directly follows a pregnancy/parental leave. To be eligible, all staff members must have been employed by the Board for two years inclusive of the pregnancy/parental/adoption leave.

 

4.5 Parental Leave

A leave of absence taken by either parent following the birth of a child.

 

4.6 Pregnancy Leave

A leave of absence taken by the mother for the birth of her child. 

 

5. History‌

Approved: 1997

Working Document: March 2013, October 2017, February 2026

Revised: 2002, 2008, December 2013, June 2018, November 2025

 

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Board Procedure #570.1
Pregnancy/Parental/Adoption/ Infant/Child Care Leaves


 

1. Procedure Statement

This procedure outlines the process for taking pregnancy/parental/adoption leaves and infant/child care leaves.

 

2. Responsibilities

 

2.1 The Director of Education shall:

  1. allocate staff and resources to support the Pregnancy/Parental/Adoption/Infant/Child Care Leaves procedure. 

 

2.2 Associate Directors, Superintendents, Principals and Managers shall:

  1. ensure that leave requests are granted and administered in accordance with applicable legislation, collective agreements, and/or Board policy and/or procedure;
  2. ensure that the position is held at the work location while the staff member is on a pregnancy/parental/adoption leave in accordance with applicable legislation, collective agreements, and/or Board policy and/or procedure; and
  3. ensure that a position is held with the Board for the staff member while on infant/child care leave.

 

2.3 Human Resource Services shall:

  1. ensure that leave requests made through eForms are reviewed in accordance with the applicable legislation, collective agreements and/or Board policy and/or procedure;
  2. ensure that the Board continues to provide benefits in accordance with agreements in effect until the Employees’ Participation Date in the trust; and the staff members are given the opportunity to continue paying into the long-term disability plan where applicable;
  3. grant experience for seniority purposes and a full salary increment, if eligible, for staff members returning from a pregnancy/parental/adoption leave;
  4. process Long-Term Leave Requests and Return to Work Requests received through eForms and follow-up with the staff member, as required;
  5. prepare and send a package to the staff member with information about the appropriate forms that includes;
    • a confirmation letter,
    • the benefit continuation form, if applicable,
    • the Supplemental Employee Benefit (SEB) application form,
    • information on Teachers’ Pension Plan (TPP) and Ontario Municipal Employees Retirement System (OMERS), where applicable,
    • Ontario College of Teachers (OCT) fees, where applicable, and
    • Ontario Teachers’ Insurance Plan (OTIP) form, where applicable;
  6. process leaves;
  7. process Teachers’ Pension Plan leave period; and
  8. report leave to OMERS within 30 days of the leave start date allowing OMERS to offer members their purchase election options.

 

2.4 Superintendents shall:

  1. ensure for principals and vice-principals;
    • ensure for principals and vice-principals;
    • review the Long-Term Leave Request received through eForms, and
    • forward any supporting documentation received to Human Resource Services, if it is not already attached to the eForm;
  2. place principals, vice-principals and teachers who have taken infant/child care leave and are not returning to their same work location in a work location for their expected return date;
  3. place principals, vice-principals and teachers who return to work early from a pregnancy/parental/adoption/infant/child care leave in a position, as required; and
  4. ensure that the Return-to-Work eForm and supporting documentation is reviewed for principals, vice-principals, teachers and submitted to Human Resource Services for processing.

 

2.5 Principals shall:

  1. for teachers and school-based support staff, except caretaking staff;
    • review the Long-Term Leave Request received through eForms,
    • forward any supporting documentation received to Human Resource Services, if it is not already attached to the eForm,
    • track all teachers and school-based support staff, except caretaking staff, who are on leave or are going on leave at their school,
    • arrange for a replacement for the staff member except for caretaking staff while on leave, if required,
    • maintain the position held by the staff member, except caretaking staff, for the duration of the pregnancy/parental/adoption leave, and
    • review and submit the Return-to-Work eForm and forward supporting documentation to Human Resource Services, if not attached to the eForm.

 

2.6 Managers shall:

  1. for caretaking and non-school-based support staff;
    • review the Long-Term Leave Request received through eForms,
    • forward any supporting documentation received to Human Resource Services, if it is not already attached to the eForm,
    • arrange for a replacement for the staff member while on leave, if required,
    • maintain the position held by the staff member for the duration of their pregnancy/parental/adoption leave, and
    • place staff members who have taken an infant/child care leave and are not returning to their same work location, in a work location for their expected return date;
  2. place staff members who return early from a pregnancy/parental/adoption/infant/child care leave in an alternate position as required; and
  3. review and submit the Return-to-Work eForm and forward supporting documentation to Human Resource Services, if not attached to the eForm.

 

2.7 Staff Members shall:

  1. review supporting documents related to pregnancy/parental/adoption and infant/child care leaves;
  2. ensure that Long-Term Leave Request and Return to Work documentation is complete as per applicable legislation, collective agreements and/or Board policy and/or procedure;
  3. notify their superintendent, principal or manager as soon as possible of the pregnancy/parental/ adoption;
  4. provide a start date for the pregnancy/parental/adoption leave as advised and/or supported by the appropriate documents issued by the attending physician/midwife, birth certificate or legal adoption documents;
  5. when applying for a pregnancy/parental/adoption leave, submit a Long-Term Leave eForm Request and supporting documentation to the appropriate superintendent, principal or manager, at least three months before the start of the leave;
  6. when applying for an infant/child care leave, submit another Long-Term Leave eForm Request to the appropriate superintendent, principal or manager, no later than 30 or 60 calendar days as per the applicable collective agreement before the end of the pregnancy/parental/adoption leave;
  7. contact Human Resource Services if the baby arrives earlier than the original leave start date;
  8. in extenuating circumstances, where the start or return date of leave needs to be changed, submit a new Long-Term Leave eForm Request to the appropriate superintendent, principal or manager;
  9. complete and sign where applicable, the benefit continuation/pre-authorized payment and Ontario Teachers’ Insurance Plan forms, provide a void cheque where applicable and return to Human Resource Services on or before the due date provided;
  10. pay the full premiums for any long-term disability, where applicable, by setting up monthly pre-authorized payments for the duration of the leave;
  11. be responsible for paying their Ontario College of Teachers (OCT) fees, where applicable;
  12. access their Board email account on a regular basis to be informed about important and time-sensitive information from the Board; and
  13. complete the Return-to-Work Request eForm at least three months before the approved return to work date.

 

3. Responsibilities

 

3.1 eForms

An electronic way for staff members to submit their leave requests online. They are available on the Employee Self-Serve section of the Board’s internal website.

 

4. Contact

Human Resource Services 

 

5. Contact

Approved: 2008

Revised: December 2013, November 2025

Working Document: March 2013, October 2017, June 2018, February 2026