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.
Information provided here is derived from applicable academic policies and regulations found on the Secretariat website. Should there be a contradiction between the information on this website and the applicable policies and regulations, the latter would prevail.
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 Executive Vice-President (Academic) |
| 15 Jan | Latest date for Provost and Executive Vice-President (Academic) to notify applicant if tending toward a negative decision |
| 31 Jan | Latest date for Provost and Executive Vice-President (Academic) to notify applicant of final decision |
Procedure
Staff member submits their application via Workday, and appends the Supporting Documents listed below. Further instructions on how to submit the Workday application are found in the All About Sabbatic Leave of Absence and How to Submit a Request in Workday job aid.
*Please remember that you must first log into the VPN and then into Workday
|
Document name |
Template and/or Description |
|---|---|
|
Part 1: Sabbatic Leave Application form |
Uploaded to Workday at the time of application. |
|
Letters of invitation |
Applicant to add as attachments in Workday during the application process, i.e. 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: 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.
(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: Recommendation from Dean |
Deans may simply approve the business process (so long as there are recommendations from the Chair/Director) or submit further comments by:
(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) |
- Faculty submits final application package to the Academic Personnel Office by the deadline of November 15th.
- Once approved by the Provost and Executive Vice-President (Academic), a notification is sent to the staff member, and the Department and Faculty can access the leave in Workday.
- Prior to the leave, academic staff must ensure that their roles in Workday and inbox items are delegated to another academic staff member. Academic staff must delegate their inbox themselves. Please consult the All About Delegation & How to Delegate Tasks in Workday job aid.
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 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. Requests to defer must be completed exclusively in Workday. 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.
Deferral at the University's Request
The Deferral of Sabbatic Leave Application must be completed exclusively in Workday in the case of a staff member who is eligible to apply for a sabbatic leave, but who is being requested to defer the sabbatic leave application because of the needs of the academic unit or University. Any time served during the period of deferral will count as credited service towards a subsequent leave unless the deferral is on the second half of a 2 x 6-month 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.
Please consult the All About Sabbatic Leave of Absence and How to Submit a Request in Workday job aid for step-by-step instructions.
Request Sabbatic Leave Second-Half Non-Consecutive or Deferrals Exceeding One (1) Year
The Sabbatic Leave Second-Half Non-Consecutive or Deferrals Exceeding One (1) Year request is used to submit information regarding the second half of a sabbatic leave that is either non-consecutive, has been deferred, or for a 12-month sabbatic that has been deferred for more than one (1) year.
- Requests to submit information regarding the second half of a sabbatic leave or a 12-month sabbatic leave that has been deferred for more than one year, will be completed in Workday, via the Create Request (Sabbatic Leave Second-Half Non-Consecutive or Deferrals Exceeding One (1) Year) business process.
- Although dates for the second-half non-consecutive leave may have already been entered in Workday by the Academic Personnel Office (APO), policy requires a separate application be submitted for approval.
- Credited service is calculated on the first half of a non-consecutive leave.
- Approvers of this request may run the Request (Sabbatic Leave Second-Half Non-Consecutive or Deferrals Exceeding One Year) Monitoring report in Workday to view the status of any requests.
Procedure
Staff member submits their application via Workday, and appends the Supporting Documents listed below. Further instructions on how to submit the Workday application is found in the All About Sabbatic Leave of Absence and How to Submit a Request in Workday job aid.
*Please remember that you must first log into the VPN and then into Workday
|
Document name |
Template and/or Description |
|---|---|
|
Part 1: Sabbatic Leave Application form |
Uploaded to Workday at the time of application. |
|
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. |
