1. Updating your Personal Information
  2. Change in Marital Status
  3. Name Change
  4. Maternity / Parental / Adoption
  5. Moving
  6. Leave of Absence Without Pay
  7. Reduced Time Appointment (non-Faculty)
  8. Self-Funded Leave

Updating your Personal Information

Change in Marital Status

Changes in Marital Status include marriage, attainment of common-law status, divorce, separation, and loss of spouse.

A change in marital status could include modifications to your benefits. Check out the Benefit Forms section for relevant information. For questions or assistance on changing your benefits, please contact our Benefits Specialist.

  • Marriage: You have 31 days from the date of marriage to add your spouse to your benefit plan. After 31 days your spouse will be required to submit evidence of insurability which must be approved by the insurer to obtain coverage.
  • Common-Law: A common-law partnership is recognized when a couple have lived together for one year. After one year of cohabitation, you have 31 days to change your benefits and add your partner to your benefits plan. After 31 days, your partner will be required to submit evidence of insurability which must be approved by the insurer to obtain coverage.

If you require a name change, please note the section below.

If you have queries regarding your pension in the event of a divorce or loss of spouse, please contact Pension Services.

Name Change

If you require a name change please complete a Name Change Request Form and return it to Human Resources along with the necessary backup documentation noted on the form.

When the name change has been processed, you will receive a new Benefits Card if applicable.

Human Resources will notify you when you can contact the ITS Service Desk to update your MyCarletonOne account and email account, and the Campus Card Office for a new Campus Card.

Maternity / Parental / Adoption

Welcoming a new addition to the family is an exciting and joyous time! To make the transition as smooth as possible, please review the points below.

Refer to your employment agreement  for the specific information regarding your leave.

Notice requirements
To ensure timely processing of leaves, please submit the leave request form along with the medical note with due date or a proof of birth 3-4 months prior to the start date.

Leave processing includes:

  • Submission of Record of Employment (ROE) to Service Canada so that you can apply for EI benefits
  • Preparation of benefits costing and timely processing for continued coverage while on leave
  • Processing in the payroll system to ensure correct payments

To initiative your maternity/paternal/adoption leave, submit a maternity/parental leave request form to your manager or Chair/Director.

  1. Pension & Leaves Services will send you a benefit costing form, outlining the costs to maintain benefits during the unpaid portion of your leave (if applicable).
  2. Complete the benefits costing form and return to HR.

Please note: If the start date for your leave changes, please contact your manager and Pension & Leaves Services to confirm the new leave dates.

Once your leave has begun, apply for Employment Insurance (EI) benefits through Service Canada online. For Quebec residents, please apply for QPIP benefits. Once you have received your first EI or QPIP benefits statement, send a copy to the Pension & Leaves Specialist to confirm your eligibility for maternal/parental leave top up payments.

If you would like to add your child to your benefit coverage, complete the Group Coverage Change Form within 31 days of the birth or arrival of your child. If you would like to update other information (i.e. beneficiaries for group life insurance), see the Benefit Applications and Changes section on the benefits forms page. For more information, please contact our Benefits Specialist.

If you have any queries about maternal/paternal leave, please contact Pension & Leaves Services.

Need to cancel your parking while on leave? Contact Parking Services for assistance.

Moving

Moving can be such an exciting and busy time! Don’t forget to update your address and phone number in Carleton Central (instructions are found at the bottom of this page).

If you are in the Carleton University benefits plan, ensure you update your address with Canada Life.  You can do this in three ways:

  • Login to your GroupNet account, select “Profile” and then click on “Manage Mailing Address” to update your address
  • Call Canada Life at 1-800-957-9777  and inform them of your new address and phone number
  • When you submit your next claim, ensure you enter your new address on the claim form. Canada Life should update your address when they process the form

Leave of Absence Without Pay

There are two types of leaves of absence:

  1. Legislated under the Employment Standards Act (examples: Family Medical, Family Caregiver, Critical Illness, Organ Donor, Reservist)
  2. Non-legislated (example: study, extended travel, other personal)

Refer to your employment agreement for the specific information regarding your leave.

To request a leave of absence, submit a leave request form to your manager, with a copy to the Assistant Vice-President, Human Resources.

Note: If you do not continue with your Extended Health Care coverage, you will be subject to Evidence of Insurability and approval by Canada Life in order to be reinstated for Extended Health Care.

If you have general queries about taking a leave please contact Pension and Leaves Services.

Need to cancel your parking while on leave? Contact Parking Services for assistance.

Reduced Time Appointment (non-Faculty)

Refer to your employment agreement for the specific information regarding reduced time appointments.

CUPE 2424: “A continuing employee who has completed one year of service may request a reduced-time appointment providing he/she makes a written request to the department head, with a copy to the Union, and subject to the approval of the Assistant Vice-President, Human Resources.” (CUPE 2424 Collective Agreement)

Self-Funded Leave

Carleton University offers a self-funded leave plan for non-academic staff with continuing appointments. If you are eligible, the plan gives you an opportunity to fund a leave of absence by deferring a portion of your salary, which will then be paid to you at the time of the leave. For detailed information see our Self-Funded Leave Policy

To request a self-funded leave, submit a request for salary deferral and a leave plan based on the policy requirements, to your manager.

If your leave request is approved, Pension & Leaves Services will send you a benefits costing form outlining the costs to maintain benefits during your leave. Complete and return this form to Pension and Leaves Services.

If you have general queries about self-funded leaves please contact Payroll Services

Need to cancel your parking while on leave?  Contact Parking Services for assistance.