Leaves

Academic staff members may be granted special leave for approved periods and purposes, with full pay, partial pay, or without pay. Any remuneration or financial assistance provided by the University during a period of special leave is determined on a case-by-case basis by the Provost. A special leave may be approved for purposes including, but not limited to, child care or elder care, as outlined in Article 18.5. 

Application Process 

1. The academic staff member completes the Application for Special Leave form, including the proposed start and end dates, the percentage of pay requested during the leave, and the rationale for the request.
2. The academic staff member obtains approval signatures from the Department Head (or equivalent) and the Dean (or equivalent).
3. The completed form must be submitted to People and Culture at hracadem@ucalgary.ca prior to the proposed start date of the leave, where possible.
4. People and Culture will coordinate the review and approval process with the Provost’s Office and notify the academic staff member and all form signatories once the Provost has made their decision. 

Academic staff members may be granted paid leave for urgent personal reasons for up to ten (10) work days, in accordance with Article 18.3 of the Collective Agreement. Where additional time is required, further leave may be approved at the discretion of the Dean. 

The approved duration of the leave will consider factors such as the nature and closeness of the family relationship, required travel time, and other relevant circumstances. Urgent personal reasons include matters related to the effects of violence in the home. 

Leave for urgent personal reasons is granted without loss of salary or benefits. 

Application Process 

1. The academic staff member completes the Application for Special Leave form, including the proposed start and end dates, the percentage of pay requested during the leave, and the rationale for the request.
2. The academic staff member obtains approval signatures from the Department Head (or equivalent) and the Dean (or equivalent).
3. Submit the completed form to People and Culture at hracadem@ucalgary.ca, as early as possible prior to the leave start date. Provost approval is not required. 

Note: In emergency situations where a leave request cannot be submitted in advance, the academic staff member must notify their Department Head and Dean (or administrative equivalent) within two (2) work days of the absence and provide an estimated duration of the leave. 

Academic staff members may be granted a leave of short duration, for up to sixty-six (66) work days, with full pay and benefits in accordance with Article 18.2 of the Collective Agreement. This leave allows staff to participate in activities directly related to their regular duties and responsibilities at the University. 

Unless the Provost approves otherwise in advance, on the recommendation of the Dean (or equivalent), staff on a leave of short duration may not accept remuneration for the activities for which the leave was granted. 

Approval and Maximum Length 

• September 1 – April 30
• Department Head: up to 5 consecutive work days
• Dean: up to 22 consecutive work days (includes vacation and any Department Head–approved days)
• May 1 – August 31
• Department Head: up to 20 consecutive work days in addition to annual vacation
• Dean: total leave, including vacation and any Department Head–approved days, cannot exceed 66 consecutive work days 

A leave of short duration that: 

• Does not fall entirely within either September 1 – April 30 or May 1 – August 31, or
• Is scheduled to begin within 66 work days of an academic staff member’s appointment 

must be approved by the Provost. 

Application Process 

If the leave request meets the criteria in Article 18.2.2: 

1. The academic staff member completes the Application for Absence from Campus form, including the proposed start and end dates and the rationale for the request.
2. The academic staff member obtains approval signatures from the Department Head (or equivalent) and the Dean (or equivalent). No Provost approval is required. 

If the leave request does not meet the criteria of Article 18.2.2, the academic staff member must complete the Application for Special Leave form and follow the Special Leave approval process. 

Academic staff members may be eligible for assisted study leave to pursue advanced study or professional programs that benefit both the staff member and the University. This leave is generally intended for: 

• PhD or equivalent programs, or
• Other advanced or professional degrees (e.g., LLB, MD) that complement the staff member’s existing qualifications. 

Eligibility 

• Staff must have completed at least two (2) years of service in the five years immediately prior to the leave within the department to which they will return. 

Duration 

• Assisted study leave is normally 12 consecutive months, with the possibility of extending to 24 consecutive months.
• Any period beyond 24 months is taken without pay. 

Financial Assistance 

• The maximum University support is up to half the minimum annual salary for an Associate Professor at the start of the leave.
• Total support, combined with outside funding, cannot exceed 125% of the staff member’s annual academic rank salary. 

Return Requirement 

• Staff granted assisted study leave must commit to two years of full-time service at the University after completing the leave.
• Alternatively, they may repay 1/24 of the financial assistance for each month of the two-year commitment not served. 

Limit 

• An academic staff member may be granted assisted study leave only once. 

Application Process 

1. The academic staff member completes the Application for Special Leave form, including the proposed start and end dates, the percentage of pay requested during the leave, and the rationale for the request.
2. The academic staff member obtains approval signatures from the Department Head (or equivalent) and the Dean (or equivalent).
3. The completed form must be submitted to People and Culture at hracadem@ucalgary.ca prior to the proposed start date of the leave.
4. If applicable, People and Culture will coordinate the review and approval process with the Provost’s Office and notify the academic staff member and all form signatories once the Provost has made their decision. 

For more information on Assisted Study Leave, please review Article 18.4 of the Collective Agreement. 

Additional types of leave for academic staff are outlined in Article 18 of the Collective Agreement, including: 

• Career Stop-Out Leave – 18.7
• Leave for Compassionate Reasons – 18.8
• Political Leave – 18.10
• Military Leave – 18.11
• Court Leave – 18.12 

Application Process 

1. The academic staff member completes the Application for Special Leave form, including the proposed start and end dates, the percentage of pay requested during the leave, and the rationale for the request.
2. The academic staff member obtains approval signatures from the Department Head (or equivalent) and the Dean (or equivalent).
3. The completed form must be submitted to People and Culture at hracadem@ucalgary.ca prior to the proposed start date of the leave.
4. If applicable, People and Culture will coordinate the review and approval process with the Provost’s Office and notify the academic staff member and all form signatories once the Provost has made their decision. 

A secondment allows an academic staff member to temporarily perform the duties of an existing position or undertake a special project in another faculty, unit, or external organization, while retaining their primary appointment within their home faculty. 

For more information on eligibility and the application process, please visit the Hiring Academic Secondments website. 

To add a new dependent to their benefit plan, an academic staff member must complete the benefit change form included in the applicable leave package. This must be done within 31 days of the child’s date of birth or the date custody of an adopted child is assumed. 

At least four weeks before the expected return date, the academic staff member should provide written notice of their intent to return to their Department Head (or equivalent). The Department Head will notify People and Culture of the confirmed return-to-work date, and the academic staff member will be returned to regular status effective that date. 

After returning to work, academic staff members should review their status in the myUCalgary portal to confirm that their benefits and pension have been reinstated. For assistance, please contact hr@ucalgary.ca.