The chair/director and dean are responsible for reviewing faculty applications for leave and providing recommendations to the vice-president academic and provost for approval. Applications by eligible librarians are reviewed by the university librarian, who provides a recommendation to the provost.
Study and administrative leaves
Study and administrative leaves allow eligible faculty members, senior instructors (this rank is now called Assistant Teaching Professor) and librarians to engage in research, scholarly and creative activities without interruption.
The electronic application for study/administrative leave becomes available to faculty members annually on September 4. Faculty members must submit their application to the chair/director by September 30 even where the chair/director or university librarian may recommend that they defer their leave. The chair/director must provide their reasons and recommendation for the deferral in the electronic application so that it can be reviewed by the Dean. The electronic application is available to librarians at any time and an eligible librarian must submit their application no less than six months prior to the intended commencement of their study leave. For information on the application process visit How to apply for study/administrative leave guide.
- Assessments of leave by the chair/director (including amendments) are due October 31. For more information please review How do I... complete a chair's/director's assessment of study/administrative leave?
- Deans' assessments of leave (including amendments) are due to VPAC by December 1. Please review How do I... complete a deans' or university librarian's assessment of study/administrative leave?
- The University Librarian should inform the study leave coordinator at the Office of the Vice-President Academic after receiving a study leave application from a librarian and should review the application as soon as possible after receiving it. Please review How do I... complete a deans' or university librarian's assessment of study/administrative leave?
- If you want to designate someone to act on your behalf as a proxy, please review the following:
- Final approval notices will be sent by VPAC by January 31.
- Study leave is available to faculty members with tenure or in tenure-track positions, and senior instructor (now called Assistant Teaching Professor). Please see the Framework Agreement for additional information on eligibility for study leaves, particularly articles 43.0 (tenured or tenure track positions), 44.0 (artists-in-residence), and 47.0 (Assistant Teaching Professor).
- Administrative leave is available to faculty members who have completed a term of at least five consecutive years as a chair of a department or a director of a school at UVic. Please see articles 45.0 and 48.0 of the Framework Agreement. In accordance with the Terms and Conditions of Appointment of Associate Deans, an Associate Dean who completes a term of at least five years may apply for and be granted Administrative leave for one year.
- Professional development leave is available to academic administrators who have served in the position for at least six years and whose administrative duties can be adequately covered during the absence. Professional development leave may be approved for up to eight months and must last a minimum of four months. Questions about this type of leave should be directed to firstname.lastname@example.org.
- A three month study leave is available to continuing librarians who have completed at least three years of continuous service either since their original appointment or since their last study leave.
- A six month study leave is available to continuing librarians who have completed at least six years of continuous service either since their original appointment or since their last study leave. Please see article 46.0 of the Framework Agreement.
The dean or university librarian and the vice-president academic must be notified of and must approve any major modification to an approved study leave.
The Framework Agreement (articles 43.14 and 46.9) outlines basic guidelines for the deferment of leave at the request of the university. Where a faculty member, librarian or senior instructor is asked by the university to defer a study leave, the period of deferral will count as eligible service towards a future study leave.
The request for deferral must be documented and all requests must be forwarded from the dean to the vice-president academic for approval. The period of deferral of a study leave may be carried forward as credit to be applied towards a future study leave.
Where a study leave needs to be deferred before the application is made by the faculty member:
- A memo must be sent to the dean requesting a deferral of study leave indicating whether the deferral is with credit or not.
- The dean should then make a recommendation to the provost and indicate whether the deferral should be with or without credit.
- The provost will confirm the approval and any credit that is approved will be kept on the faculty member's file and applied as credit for a future study leave.
If the study leave has been approved:
- A memo must be sent to the dean requesting a deferral of the approved study leave.
- The dean should make a recommendation to the provost and indicate whether or not the deferral should be with credit.
- If the deferral is approved, the original approval will be revised to reflect the new deferred dates and any credit approved will be kept on the faculty member's file. Any approved credit will be applied as credit for a future study leave.
Maternity, parental and adoption leave
The university is committed to ensuring that faculty members and librarians feel supported in their decisions regarding maternity, parental and adoption leave.
Faculty members and librarians who choose to apply for a leave should not suffer discrimination or career restrictions. The university provides comprehensive maternity, parental and adoption leave and benefits for eligible faculty members and librarians, as well as provisions for stopping the tenure clock where appropriate. Details can be found in section 49 of the Collective Agreement. The provisions for stopping the tenure clock can be found in section 48.
Chairs and directors are encouraged to consult with their dean in situations where replacing a faculty member on leave will cause complications in the unit.