Regulations
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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.
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Dates and Deadlines
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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
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| Deadline | From | To | Document |
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October 1st
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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
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Chair(s) |
Dean(s) |
Application Form with Decision and/or Recommendation |
November 15th
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Dean(s) |
Provost |
Application Form with Decision and/or Recommendation |
January 7th
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Provost |
Applicants |
Letter, if tending toward a negative decision |
January 31st
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Provost |
Applicants |
Letter |
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Research Grants and Sabbatic Leaves
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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.
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Procedures Regarding Sabbatic Leave Deferrals
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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.)
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Forms
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| Document Type | | Document | Note |
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Sabbatical Leaves Application Form
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Sabbatic Leave Application (Windows Users)
(Issue 2012.09v3) |
Please submit these completed forms in PDF format to academic [dot] personnel [at] mcgill [dot] ca (Academic Personnel).
If you submit electronically as a PDF, do not send a paper copy. |
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Sabbatic Leave Application (Mac Safari Users)
(Issue 2012.09v2) |
Dean's/Chair's Recommendation Pages
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Chair's Approval Page (Sabbatic Leave Form)
(Issue 2012.09) |
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Dean's Approval Page (Sabbatic Leave Form)
(Issue 2012.09) |
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. |
Banner System Requirements -- For Administrators
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| Activity | Document | Initiated By | Comments |
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| 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. |
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