Family Friendly Policies for PhD Students

Policy on Childbirth Accommodation for Ph.D. Student Mothers

A student in the Ph.D. program at Penn who anticipates giving birth shortly before or during term, or during the period covered by stipend support, is eligible for a "Time Off" period, typically six to eight weeks, for late stage pregnancy, delivery, and post-natal recuperation. The student mother must notify the graduate group chair and adviser in writing, at an early date, of her plans to initiate a "Time Off" period, so that appropriate arrangements can be made to cover any teaching/research responsibilities.

A. Normally the "Time Off" period commences within two weeks of the birth.

B. During the "Time Off" period, the student remains enrolled full-time. In order to facilitate a rapid return, she may participate in her program as fully as she deems appropriate.

It is recognized that remaining in full-time status will eliminate problems that may arise when a student is deemed part-time or on leave, such as visa status, loan repayment schedules, etc.

C. The student is entitled to academic accommodation including relief from academic requirements, such as postponement of exams and course requirements.

D. A student receiving stipend support is entitled to continuation of support during the "Time Off" period as follows:

1. Students in Biomedical Graduate Studies are entitled to benefits set forth by the BGS Parental Leave Policy.

2. Students funded by government grants or other external funding sources are entitled to benefits as determined by the funding agency.

3. Other student mothers, on full-time status, receiving stipends
from University/school funds are entitled to draw support for eight weeks during the academic year.

Family Leave of Absence Policy

A student in the Ph.D. program at Penn may take an unpaid Family Leave of Absence for the birth or adoption of a child, for child care, or for care of an immediate family member (spouse, domestic partner, child, or parent) with a serious health condition.

1. Students may take a Family Leave of Absence for one or two semesters.

The student is expected to notify the graduate group chair and adviser in writing of his/her plans to take a Family Leave at an early date, so that appropriate arrangements can be made to cover any teaching/research responsibilities.

2. Family Leave "stops the clock" on the student's academic requirements, including service requirements, for the duration of the leave.

3. During the period of Family Leave, the student may arrange to continue Student Health Insurance, but is responsible for the payment of his or her own premiums. Upon paying a fee, students on approved Family Leave will retain their PennCard, e-mail accounts, library privileges, and building access.

4. Funding commitments from the institution are deferred until the student returns from Family Leave. Students receiving funding from external sources, such as government grants, are subject to the conditions established by the funding source.

5. Service requirements (e.g., teaching, research) will be met by the student following return from Family Leave.

6. Requests for extension of Family Leave beyond one year, or for repeated Family Leaves, may be made. Approval of extensions, deferral of funding and continued academic accommodation is at the discretion of the Graduate Dean.

Guidance for Students

Consider your options:

A student who is pregnant will want to carefully consider her options and keep her faculty informed of her intentions to take time off and/or Family Leave. A student may take advantage of one or both policies.

For example, a student may plan to remain active until delivery and to resume her program as rapidly as possible. In that case she can remain enrolled, funded, and take as many as 8 weeks off under the Childbirth Accommodation policy, making up any course work, research, or teaching on a mutually agreed upon schedule.

Another student who anticipates giving birth shortly before or during term may want to take Family Leave for the entire semester, and perhaps the following semester as well.

Another student may take the 8-weeks off under the Childbirth Accommodation policy and then take Family Leave during the following semester(s).

Regarding Family Leave:

No tuition is charged for the semester(s) on Family Leave. There is a Special Services Fee of $50/semester.

Students on Family Leave, although not enrolled, are entitled to library access (borrowing and electronic access) and to arrange for continuation of coverage through Penn Student Health Insurance (PSIP), at cost. In addition, with a "Student on Leave" card, the student can use the Penn Bus and recreational facilities (Hutchinson pool, basketball and squash courts, & locker rooms).

When planning to take Family Leave:

All students are advised to contact a Student Financial
Counselor to discuss the impact of Leave on repayment of outstanding loans. (For example, students with loans will want to carefully plan the timing of leave. Going on leave for the spring semester may be more advantageous than going on leave for the fall semester, from the point of view of loan repayment. Depending on the lender, the grace period on a loan is usually 6-9 months. Some students report having been required to waive repayment deferment as a condition of loan consolidation; students should contact their lenders to discuss forbearance on loan repayments for family leave/childcare.)

Students with loans borrowed while at Penn will be required to complete an online exit loan counseling session even though they plan to re-enroll in their academic program.

* International Students are strongly advised to check with OIP about visa requirements.

* By the start of the semester, contact the Graduate Group Chair and the appropriate school office in writing to initiate Family Leave. An Action Transfer Form should be submitted to the school office, either by the student or the graduate group coordinator. Once the school registers the student for Family Leave, the transcript will read "Family Leave as of XX-XX-XX".

* The school office manually bills the $50 Special Service Fee to the student's account and updates the student's PennCommunity record. Twenty-four hours later, the student can get a copy of the new bill at SFS and pay it at Cashier's Office (both on 1st floor Franklin Building).

* Students then have the option of getting a "Student on Leave"Card. Take a copy of the receipt showing payment of the Special Service Fee to the Penn Card Office. There is no charge for this card provided the student turns in an unexpired Student PennCard. When once again an enrolled student, the student may turn in the Student on Leave card and receive a new Student PennCard at no cost.

* Students currently enrolled in PSIP who go on Leave are entitled to continue PSIP, at their own cost. Students must confirm continuation of their annual enrollment in PSIP by the end of the Fall Add/Drop period. Contact Bryan Wilkinson at PSIP for assistance.

* Building access is handled locally. If necessary, the student should consult the Building Administrator to retain access while on Family Leave.

* Likewise, email access is managed by the schools. If necessary,consult with the appropriate office at the school regarding continuation of email service during Family Leave.

* When returning from Family Leave, contact the graduate group
coordinator to be re-enrolled.

These are brand new policies! You may be the first student in
your school or program to invoke them, and you may need to help educate the community about the new rights/processes. If you encounter difficulties, contact the appropriate person in your school (see list below) or, failing that, write to assocprv@pobox.upenn.edu for guidance or to give feedback.

School Contacts:

Annenberg School
Joanne Murray
jmurray@asc.upenn.edu

Arts & Science
Marco Manzo
mmanzo@sas.upenn.edu

BGS
Judy Jackson
jajackso@mail.med.upenn.edu

Design
Richard Dunn
dunnr@design.upenn.edu

Education
Lois McNamara
loism@gse.upenn.edu

Engineering
Joe Sun
sunj@seas.upenn.edu

Nursing
Joanne Murray
joannem@nursing.upenn.edu

SP2
Nancy Rodgers
nancyr@sp2.upenn.edu

Wharton
Mallory Hiatt
hiattm@wharton.upenn.edu

Library
Catherine Von Elm
cvonelm@pobox.upenn.edu

Student Health
Bryan Wilkinson
wilkinsb@pobox.upenn.edu

SFS Counseling Center
215.898.1988