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Procedures for Sabbatic Leave Applications

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Regulations | Dates and Deadlines | Research Grants and Sabbatic Leaves | Procedures Regarding Sabbatic Leave Deferrals | Forms | Banner System Requirements -- For Administrators ||

Regulations The Regulations on Sabbatic Leaves for Tenured and Tenure Track Academic Staff are available from the Secretariat's website. These regulations specify eligibility for sabbatic leaves, including the number of years of credited service required.

Dates and Deadlines Applications for sabbatic leaves are considered once a year for leaves commencing in the following academic year, according to the following schedule:

Sabbatic Leave Application Schedule

DeadlineFromToDocument

October 1st

Applicant Chair(s) (or Dean(s) in faculties without departments) Completed Sabbatic Leave Application Form
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.

October 20th

Chair(s) Dean(s) Application Form with Decision and/or Recommendation

November 15th

Dean(s) Provost Application Form with Decision and/or Recommendation

January 7th

Provost Applicants Letter, if tending toward a negative decision

January 31st

Provost Applicants Letter

Research Grants and Sabbatic Leaves To the extent that income tax regulations allow, a staff member may request that a portion of his or her salary be made available as a research grant during the period of the leave. It is entirely the Staff Member’s responsibility to comply with all applicable income tax requirements in respect of any such deductions.

Procedures Regarding Sabbatic Leave Deferrals Under certain circumstances, staff members may be asked by the University to defer their sabbatic leave or may themselves request to do so.
  • For deferrals at the University’s request, the staff member does not need to submit a sabbatic leave application form at the time of the deferral. Instead, the department chair or the dean should send an email to APO confirming that the staff member is eligible to apply for a sabbatic leave and that the department is requesting a deferral. The applicant will need to submit a sabbatic leave application form by Oct. 1st before the academic year of the deferred sabbatical. (In the case of deferrals requested by the University, any extra years served before the deferred leave will count as credited service towards a subsequent leave.)
  • For deferrals at the staff member’s request, 3 months notice is required. The new dates for the leave and any changes in sabbatic leave plans must be submitted to APO by the staff member and must have been approved in writing by the Chair(s) and Dean(s). (In the case of deferrals requested by the staff member, any extra years served before the deferred leave will NOT count as credited service towards a subsequent leave.)

Forms
Document TypeDocumentNotes

Sabbatical Leaves Application Form

Sabbatic Leave 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.

Dean's/Chair's Recommendation Pages

Additional Chair's/Director's Approval Page, if required for joint appointments
(Issue 2014.07)
Additional Dean's Approval Page, if required for joint appointments
(Issue 2014.07)

Sabbatic Leave Deferral Form

Sabbatic Leave Deferral Form
(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. Use the "Sabbatic" function. Department >> then Faculty >> then HR. 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 Processed automatically.  Minerva/Banner system The Minerva/Banner system automatically returns the staff member to active status.