Leave of Absence · Module 1
Use these scenarios for team coaching sessions, 1:1 debriefs, or certification preparation
Scenario 1
Situation
An employee, Marcus, tells you he needs several weeks off to care for his spouse who is undergoing surgery. He has worked for the company for 14 months and is full-time. He asks you directly: "Am I covered? Will my job be safe?"
Your Task
Respond supportively and route the leave request correctly without overstepping.
Step-by-Step Guidance
Respond with warmth first: "I am sorry to hear about your spouse — let's make sure you get the support you need."
Do not make eligibility determinations yourself — that is HR's call against the specific FMLA criteria.
Explain the process: "I am going to connect you with HR today; they handle the leave details and your job protections."
Reassure him about the principle without over-promising specifics: FMLA provides job-protected leave for eligible employees caring for a spouse with a serious health condition.
Do not ask for medical details — HR manages any required certification.
Notify HR the same day and confirm Marcus knows the next step and who will contact him.
Facilitator Debrief
Managers are the first point of contact but not the decision-maker on leave eligibility. The right move is warm acknowledgment plus fast, accurate routing to HR — not guessing at eligibility, which can create legal exposure if you get it wrong.
Key Principle
Support and route: be the compassionate first responder, let HR be the rule-keeper.
Scenario 2
Situation
A team member, Lena, is about to start an approved medical leave. A curious teammate asks you, "What is actually wrong with Lena? Is she okay?" Meanwhile, you need to plan coverage for her absence.
Your Task
Protect confidentiality while managing the practical coverage needs.
Step-by-Step Guidance
Decline to share any medical information: "I can't share Lena's personal details, but I appreciate you caring about her."
Keep all medical information strictly confidential — even casual hallway questions.
Communicate only what is needed for work: the dates of coverage and who is picking up which responsibilities.
Get Lena's preference on what (if anything) she wants the team told about her absence.
Acknowledge teammates who will cover, and avoid framing the leave as a burden.
Store any leave-related documents separately and securely, accessible only as needed.
Facilitator Debrief
Confidentiality is both a legal duty and a trust issue. Sharing medical details — even with good intentions — violates privacy protections and signals to the whole team that their own future leave would not be private.
Key Principle
Need-to-know only: share coverage logistics, never medical details.