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Leaves

If you have any questions regarding the forms or processes, please contact the Faculty Relations Associate: fra@uvic.ca

Information on entitlements during leaves, including Pregnancy, Maternity and Adoption leave are in the Collective Agreement.

Apply for leaves through your unit leader (Chair/Director/Dean/University Librarian).

Study / Administrative leaves

Application forms for study leaves that will commence in the 2023/2024 academic year are now available:

Research Stream application form

Teaching Stream application form

Study Leave:

  • The provisions governing study leaves can be found in Article 34 of the Collective Agreement.
  • Faculty members who apply for leave by October 1, 2022 will be notified by January 31, 2023 whether the application has been approved.

  • Start date of leave
    • For Teaching Stream faculty a study leave shall commence on September 1, 2023; January 1, 2024; or May 1, 2024.
    • For Research Stream faculty a study leave shall commence on either July 1, 2023 or January 1, 2024.
    • With the approval of the Dean, study leave may commence on another date.

  • Deferrals
    • The number of consecutive deferrals of an approved study leave at the University’s request is limited to one, unless the faculty member otherwise agrees.
    • When the study leave is deferred at the University’s request, the period of deferral counts as eligible service toward a future study leave. The approval of this study leave will be valid so long as the University continues to defer the leave.
    • If the deferral is made at the faculty member’s request they continue to accrue service credits but the maximum 24 months of service credits that can be carried forward towards a future leave applies.

  • Carry-forward of service credit
    • Where a faculty member is granted study leave, and the number of years of eligible service prior to the leave exceeds the required period of service, they may apply the unused years, to a 2-year maximum, to the next study leave.

If you attach supporting documentation to your application, please be sure to check-off the box in the relevant section, so that those assessing the application are aware it is there.

Please remember to keep a copy of your completed application for your own records.

Study Leave application for Librarians

The deadline for submitting your completed study leave application to the University Librarian is 6 months prior to the requested start date of the leave.

Study Leave

  • The provisions governing study leaves can be found in Article 35 of the Collective Agreement.
  • You will be informed by the University Librarian as to whether your application has been approved within one month of submitting your application.

  • Deferrals
    • When the study leave is deferred at the University’s request, the period of deferral counts as eligible service toward a future study leave. The approval of this study leave will be valid so long as the University continues to defer the leave.
    • If the deferral is made at the request of the librarian, they continue to accrue service credits but the maximum 24 months of service credits that can be carried forward towards a future leave applies.

  • Carry-forward of service credit
    • Where a librarian is granted study leave, and the number of years of eligible service prior to the leave exceeds the required period of service, they may apply the unused years, to a 2-year maximum, to the next study leave.

If you attach supporting documentation to your application, please be sure to check-off the box in the relevant section, so that those assessing the application are aware it is there.

Please remember to keep a copy of your completed application for your own records.

Application forms for administrative leaves that will commence in the 2023/2024 year are now available.

Administrative Leave application form

Administrative Leave

  • The provisions governing administrative leaves can be found in Article 36 of the Collective Agreement.
  • Administrative leave is subject to approval by the Dean, who will determine whether the member satisfies the eligibility requirements for administrative leave.
  • October 1, 2022 is the deadline for an eligible Faculty Member to submit an application for an administrative leave that will commence on July 1,2023 or January 1, 2024.
  • Faculty members who apply for administrative leave will be notified by January 31, 2023 whether the application has been approved. 
  • Eligibility
    • A member who has served a single term of 5 years as Chair of a Department is eligible for 12 months of administrative leave.
    • A member who has served a term of 3 years as Chair of a Department is eligible for 6 months of administrative leave.
    • A member with a term of 5 years as Chair of a Department can elect to take 6 months of administrative leave after serving 3 years and an additional 6 months of administrative leave after serving the final 2 years.

If you attach supporting documentation to your application, please be sure to check-off the box in the relevant section, so that those assessing the application are aware it is there.

Please remember to keep a copy of your completed application for your own records.

Guides

Access the following online guides to learn more about Leaves under the Collective Agreement.

Guide to Leaves and Vacation Under the Collective Agreement
different coloured leaves on a line

Guide to Leaves and Vacation Under the Collective Agreement

The Guide to Leaves and Vacation Under the Collective Agreement is a resource that provides specific information about most leaves (Study Leave, Administrative Leave, Maternity, Parental and Adoption Leaves, etc.) and vacation under the 2019-2022 Faculty and Librarian Collective Agreement. 

You can navigate freely through this guide to find the information that is most relevant to you and access it as needed.  

Sick Leave, Long Term Disability, and Medical Accommodation
medical doctor's arms crossed with stethescope

Guide to Sick Leave, LTD, RTW, and Medical Accommodation

Access this online guide to learn more about the processes involved in Sick Leave, Long-Term Disability, Return to Work and Medical Accommodations under the 2019-2022 Faculty and Librarian Collective Agreement.

You can navigate freely through this guide to find the information that is most relevant to you and access it as needed.