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Procedures for Leave of Absence Applications

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Regulations | Deadlines | Approvals | Duration | Extension | Forms | Banner System Requirements -- For Administrators ||
Regulations The Regulations on Leaves of Absence for Tenured and Tenure Track Academic Staff is available from the Secretariat's website. These regulations also provide for special types of leaves of absence, such as secondment leaves and leaves for political candidacy or public office.

Deadlines A staff member shall submit a request for a leave of absence to the Chair and/or Dean, using the forms provided for that purpose, at least 90 calendar days before the start date of the proposed leave.

Approvals Leaves of absence are granted at the discretion of the Provost. The approval path is as follows:

FromToDocuments
Applicant Chair(s) (or Dean(s) in faculties without departments) Completed Leave of Absence Application Form.  It is preferred that Applicants send this to the Department Chair electronically with form-fillable fields enabled.
Note: Staff members appointed in more than one department shall submit the application form to all relevant Chairs. In the case of joint appointments in different faculties, the Chairs shall forward the application to all relevant Deans.
Chair(s) Dean Application Form including Recommendation. It is preferred that the Chair/Director send this document to the Dean electronically with form-fillable fields enabled.
Dean(s) Provost Application Form including Recommendation. It is preferred that the Dean(s) send this document to the Provost (via APO) electronically with form-fillable fields enabled.
Provost Applicant Final Decision

Duration Leaves of absence are limited to a maximum of two consecutive years. A sabbatical taken in conjunction with a leave of absence is deemed to be part of the two year period.

Extension If a staff member currently on a leave of absence wishes to request an extension of the leave beyond the originally approved period, the staff member shall submit a request in writing to the Chair, at least 90 calendar days before the end of the current leave. The approval path will be the same as indicated above.

Forms
Document TypeDocumentNotes

Leave of Absence/Secondment Application Form

Leave of Absence/Secondment Application
(Issue 2014.07)
Please submit the completed form(s) in PDF format with electronic signatures and electronic form-filling enabled to academic [dot] personnel [at] mcgill [dot] ca (Academic Personnel).

If you submit electronically as a PDF, do not send a paper copy.

Any questions about the application process or the forms should be directed by email to academic [dot] personnel [at] mcgill [dot] ca (Academic Personnel), or by telephone at (514) 398-3331.

Click on this document if you need assistance setting up an electronic signature in Adobe.

Additional Deans/Chairs Recommendation Pages

Additional Chairs Approval Page, if required for joint appointments
(Issue 2014.07)
Additional Deans Approval Page, if required for joint appointments
(Issue 2014.07)

Banner System Requirements -- For Administrators
ActivityDocumentInitiated ByComments
Application has been approved Must be entered into the Banner system via the on-line Minerva Appointment Form Department Any questions, comments or problems about the Minerva Appointment Form should be directed by email to academicapprovals [dot] hr [at] mcgill [dot] ca (Academic Approvals HR).
Return from leave Automatic via the Minerva System Auto-generated Any questions, comments or problems about the Minerva Appointment Form should be directed by email to academicapprovals [dot] hr [at] mcgill [dot] ca (Academic Approvals HR).

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