Sabbatic Leave

Sabbatic leaves are designed to give academic staff who are tenured temporary teaching release to devote their full time and attention to research and scholarly initiatives. These leaves are granted on a discretionary basis and are subject to an assessment of the faculty member’s proposed sabbatic leave research plan as well as an evaluation of the teaching needs within the faculty member’s Department and Faculty.

Application Timeline – please note that these dates apply to the academic year PRIOR to the proposed leave

Date

Description

1 Oct Latest date for staff member to forward application to all relevant Department Chair (or Dean in Faculties with no departments)
20 Oct Latest date for Department Chair to forward your application, along with their recommendation, to the Dean
15 Nov   Latest date for Dean to forward your application, Department Chair recommendation, along with their recommendation, to the Provost and Vice-Principal (Academic)
15 Jan Latest date for Provost and Vice-Principal (Academic) to notify applicant if tending toward a negative decision
31 Jan Latest date for Provost and Vice-Principal (Academic) to notify applicant of final decision

Procedure

Staff member submits their application via Workday, and append the relevant documents listed below. Further instructions on how to submit the Workday application is found on the R2R Knowledge Base.

Document name

Template and/or Description

Part 1: Sabbatic Leave Application form 

Uploaded to Workday at the time of application.  

PDF icon Sabbatic Leave Application - Applicant

 

Letters of invitation

Applicant to add as attachments in Workday during the application process. From institutions that the staff member is planning to visit, including terms of association, if applicable.

Any other relevant documentation

Applicant to add as attachments in Workday during the application process. Current CV, book outline, letter of offer from a publisher, any other documentation showing a research or work plan.

Part 2.1: Confidential recommendation from Department Chair/Director/Dean*

(*Faculties without Departments)

Uploaded to Workday during the Chair/Director/Dean's* approval process. Append extra approval sheets as attachments in Workday if jointly appointed in 2 or more departments.

PDF icon Sabbatic Leave Application - Chair/Director/Dean's* Confidential Recommendation

(The form must be downloaded; approval in Workday acts as signature for Chair in primary unit. 
Digital signature is only required for Chairs of the joint unit(s))

Part 2.2: Confidential recommendation from Dean 

Uploaded to Workday during the Dean's approval process. Append extra approval sheets as attachments in Workday if jointly appointed in 2 or more Faculties.

PDF icon Sabbatic Leave Application - Dean's Confidential Recommendation

(The form must be downloaded; approval in Workday acts as signature for Primary Dean.
Digital signature is only required for Dean from the second Faculty)
  1. Faculty submits final application package to the Academic Personnel Office by the deadline of November 15th. The package shall include the following documents:
  2. Once approved by the Provost and Vice-Principal (Academic), a notification is sent to the staff member, and the Department and Faculty can access the leave in Workday.

Deferral Procedures

Under certain circumstances, staff members may be asked by the University to defer their sabbatic leave or they may themselves request to do so.

Deferral at the Request of the University

For a previously approved sabbatic leave, the staff member shall initiate the deferral in Workday following the Sabbatic Leave of Absence Guide section on deferral in the R2R Knowledge Base, indicating that the deferral is at the request of the University. The Chair/Director will approve this in Workday, and confirm in the comments that this deferral is at the request of the University. Any time served during the period of deferral will count as credited service towards a subsequent leave.

For leaves that are not yet applied for, the Chair/Director shall submit to the academic.personnel [at] mcgill.ca (Academic Personnel Office) a deferral form to confirm that the academic unit is requesting a deferral of application. The staff member does not submit a sabbatic leave application form at this time. Any time served during the period of deferral will count as credited service towards a subsequent leave. Following the agreed upon period of deferral, the applicant shall submit their sabbatic leave application to the Department Chair/Director by the deadline of October 1st preceding the year of the proposed sabbatic leave. 

Deferral at the Request of the Staff member

If a staff member wants to defer a previously approved sabbatic leave, this must be requested within 3 months of the scheduled sabbatic leave. The staff member shall initiate the deferral in Workday following the Sabbatic Leave of Absence Guide section on deferral in the R2R Knowledge Base. The new dates for the leave and any changes in sabbatic leave plans must be submitted as attachments in the Workday business process, and must be approved in Workday by the Department Chair/Director and Dean. Any extra time served during period of deferral will NOT count as credited service towards a subsequent leave.

Note that for faculty who were planning to begin their approved sabbatic leave in academic year 2020-2021 and wish to defer this leave on account of circumstances linked to COVID-19, the Academic Personnel Office will not require a 3-month notification for sabbatic deferrals. Faculty interested in seeking a deferral should speak with their Chair/Director at the earliest possible date to determine the feasibility of deferring their approved sabbatic leave.

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