Vacation and Leaves

Management and Professional Staff


Vacation

This section contains information about Management and Professional Staff (MaPS) vacation accruals and entitlement, as well as general information including the Staff Vacation Policy and Staff Vacation Procedures documentation. All vacation leaves must be approved by your department and in accordance with university policies and procedures. Time Off Request Form.

All MaPS begin with twenty vacation days, which are accrued on a prorated basis during their first year of service, and will earn additional vacation days in recognition of long service: the Vacation accrual is linked to the employee's anniversary date and is automatically calculated. This information can be found on your paycheque under 'Leave Balances'.

The amount of vacation days you receive is based on the number of years you have worked at the University of Calgary. 

First 7 years: 20 days 

Year 8: 21

Year 9: 22

Year 10: 23

Year 11: 24

Year 12 - 21: 25

Years 22+: 30 days

Example: Once an employee has completed 7 years of service, beginning on the anniversary date for their 8th year of service, an employee will begin accruing at a higher rate and would be entitled to 21 days of vacation in their 8th year.

There may be instances where an employee's completed years of service may be different, which could be a result of a break in service or other contributing factors. If you have any further questions concerning your vacation balance or entitlement, consult with your manager or the Integrated Service Centre at 403.220.8800.


Leaves

Maternity, Adoption and Parental Leave processes involve four steps — preparing for your Maternity, Adoption, or Parental leave, adding your new child to your group benefits, returning to work once your elected Leave period has ended and finally, reviewing your status once you've returned to work.

Nothing on this website precludes an employee from accessing the job-protected leaves available to them under the Alberta Employment Standards Code nor does it prevail in the event of an inconsistency with the provisions of the MaPS Terms and Conditions of Employment.

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  1. Step 1: Submit Time Off Request Form to Manager

    The Time Off Request form is used to initiate a request for Maternity, Adoption or Parental Leave. The form should be submitted to your manager or supervisor at least four weeks in advance of your last day worked. Your manager will review the request and submit it to HR. This will initiate the process to begin Maternity, Adoption or Parental Leave. To coincide with Employment Insurance (EI) payable weeks and avoid any loss of EI benefits, staff should commence Maternity, Adoption or Parental Leave, when possible, on a Monday.

  2. Step 2: Complete Benefits Directive

    HR will send you a Maternity, Adoption or Parental Leave package after receiving the Time Off Request form from your manager. The package may include a letter outlining your compensation during the first 18 weeks of leave (as applicable) as well as a Benefits Directive for you to review and complete. The Benefits Directive allows you to determine your participation in benefits programs while on leave. All non-compulsory benefits during the Maternity, Adoption, or Parental Leave will be terminated if the Benefits Directive is not signed and returned to HR.

  3. Step 3: Start Application for EI Benefits Online

    You can initiate your online application for EI benefits prior to the leave. This online application can only be completed once Service Canada has electronically received your Record of Employment (ROE) from the Unversity of Calgary. Your ROE will be produced and electronically sent to Service Canada on commencement of your leave.

  4. Step 4: Complete EI Application

    You should complete your EI online application through the Service Canada website. This will commence your Maternity, Adoption or Parental EI benefits through the government of Canada’s Employment Insurance program.

In order for an employee to add their new dependent to their benefit plan, the employee must complete the benefit change form attached to the applicable leave package. This should occur within 31 days of the date of birth or custody of an adopted child.

At least four weeks prior to the expected return date an employee should provide written notice to their manager or supervisor of their intent to return. The manager will notify HR of the expected return to work date and you will be returned back to regular status effective that date.

Once you have returned to work you should review your status through the myUCalgary portal, ensuring that your benefits and pension have been reinstated. 


Leave Without Pay* is considered to be a leave between six days and six months. The Leave Without Pay process involves three steps: preparing for your unpaid leave, returning to work once your elected leave period has ended and finally, reviewing your status once you've returned to work. Approval of a Leave Without Pay is granted at the discretion of the employee's manager or supervisor.

*A leave without pay of five days or less should be administered on the employee's timesheet using the Time Reporting Code “LSU”.

A number of unpaid legislative leaves are available for employees with ninety days of continuous service.  You may be eligible for Leaves Without Pay pursuant to the Employment Standards Code including but not limited to:

  • Compassionate Care Leave (up to 27 weeks annually)
  • Personal and Family Responsibility Leave (up to 5 days annually)
  • Long-Term Illness and Injury Leave (up to 16 weeks annually)
  • Domestic Violence Leave (up to 10 days annually)
  • Citizenship Ceremony Leave (up to ½ day annually)
  • Critical Illness of a Child Leave (up to 36 weeks annually)
  • Critical Illness of an Adult Leave (up to 16 weeks annually)
  • Death or Disappearance of a Child Leave (up to 52 weeks annually)

Some legislative leaves listed above have corresponding EI benefits that you may be eligible to receive.  Further information and eligibility criteria for EI benefits are available on the Service Canada website.

An employee considering a legislative Leave Without Pay should consult with their HR Services Partner or Advisor.

  1. Step 1: Submit Time Off Request Form to Manager

    The Time Off Request form is used to initiate a request for Leave Without Pay. The amount of advanced noticed required from an employee will depend on the type of Leave Without Pay requested. In any event, you should provide your manager or supervisor with as much advanced notice as possible. Your manager will review and approve the request and submit it to HR. This will initiate the process to begin an unpaid leave.

  2. Step 2: Complete Benefits Directive Form

    HR will send you a Benefits Directive form for you to review and complete. The Benefits Directive allows you to determine your participation in benefits programs while on your unpaid leave. All benefits during the leave period will be terminated if the Benefit Directive form is not signed and returned to HR.

The amount of advanced written notice of the expected return date will depend on the type of Leave Without Pay requested. In any event, you should provide your manager or supervisor with as much advanced written notice as possible, preferably at the outset of the Leave Without Pay. The manager or supervisor will notify HR of the expected return to work date and you will be returned back to regular status effective that date.

Once you have returned to work you should review your status through the myUCalgary portal ensuring that your benefits and pension have been reinstated.


Frequently Asked Questions

Birth Mother

Regular and Limited Term employees who have completed 6 continuous months of service are eligible for Maternity Leave and Top Up as follows:

  • 18 weeks of Maternity Leave
  • During the EI waiting period (1 week): eligible employee receives 95% of normal salary
  • During the remaining period of the university Maternity Leave period (17 weeks): eligible employee receives Top Up Benefit based on the Sick Leave provisions, EI benefits, plus a percentage of income from the University of Calgary.
  • Benefit cost sharing remains the same
  • Employee may retain or cancel benefits by signing Benefit Directive
  • Pension contributions are mandatory during the 18 week Maternity Leave

An employee who has completed 90 days of continuous service and who has or will have the actual care or custody of the newborn or newly adopted child, will be granted a standard unpaid Parental Leave of up to 37 consecutive weeks or an extended unpaid Parental Leave of up to 62 consecutive weeks. In both cases, the Parental Leave must be taken within 78 weeks after the child’s birth or the child is placed with adoptive parents for the purpose of adoption. 

Provided an employee is in a benefit and pension-eligible position, their elected health and dental benefits will continue unaffected during Parental Leave, while an employee may elect to continue other benefits at their own cost by completing the Benefits Directive form provided by HR. Employees who are in pension eligible positions will be offered the opportunity in the Benefit Directive form to continue to pay into the pension plan for their Parental Leave. If employees elect to opt out of the pension plan for their Parental Leave, they will be offered an opportunity to buy back their pensionable service upon their return to work. If the employee elects to continue to pay into the pension plan (or buy back their pensionable service), the employee is responsible for paying both the employee and employer contributions for the Parental Leave. For further information on extending benefits or continuing pension contributions, contact the Total Rewards team at totalrewards@ucalgary.ca.

The employee shall provide proof of birth or adoption of the child and give their manager or supervisor reasonable notice in writing of the date on which the leave is to start. The date of the return to work shall be established before the start of the leave.

Adoptive Parent

Regular and Limited Term employees who have completed 6 continuous months of service are eligible for Adoption Leave and Top Up as follows:

  • 18 weeks of Adoption Leave
  • During the EI waiting period (1 week): eligible employee receives 95% of normal salary
  • During the remainder of the University Adoption Leave period (17 weeks): eligible employee receives Top Up payment based on Sick Leave provisions, EI benefits, plus a percentage of income from the University of Cagary.
  • Benefit cost sharing remains the same
  • Employee may retain or cancel benefits by signing Benefit Directive
  • Pension contributions are mandatory during the 18 week Adoption Leave

MaPS who have completed 90 days of continuous service can access up to 62 consecutive weeks of Parental Leave within 78 weeks after the child’s birth. Employees interested in extending their Parental Leave should contact their manager or supervisor.

The Time Off Request form is used to initiate a request for Leave of Absence. The form should be submitted to the employee’s manager or supervisor at least four weeks in advance of the last day worked, and employees must include their expected return to work date when completing this form.

The university is not involved in the administration of Employment Insurance benefits. Employees should consult with Service Canada to determine whether they are able to alter their Employment Insurance claim.

MaPS who have completed 90 days of continuous service are eligible for up to 62 consecutive weeks of Parental Leave within 78 weeks after the child’s birth. If you are currently on Parental Leave and wish to extend your Parental Leave, contact your manager or supervisor.

Top Up Benefits will continue to be administered over one 18 week period for eligible employees, based on the normal Employment Insurance Maternity or Parental benefits (i.e. 55% of average insurable weekly earnings, up to a maximum amount).

Employees may return to work prior to their previously stated return date by providing at least 4 weeks’ written notice of their intended return to work, although employees are encouraged to advise their manager or supervisor of this request with as much advance notice as possible. 

An employee’s elected health and dental benefits will continue unaffected during an extended Parental Leave, while an employee may elect to continue other benefits at their own cost by completing the Benefits Directive form provided by HR.

Employees who are in pension eligible positions will be offered the opportunity in the Benefit Directive form to continue to pay into the pension plan for their extended Parental Leave. If employees elect to opt out of the pension plan for their extended Parental Leave, they will be offered an opportunity to buy back their pensionable service upon their return to work. If the employee elects to continue to pay into the pension plan (or buy back their pensionable service), the employee is responsible for paying both the employee and employer contributions for the extended Parental Leave.

For further information on extending benefits or continuing pension contributions, contact the Total Rewards team at totalrewards@ucalgary.ca.

  1. Service Canada EI Benefits

    Find Leave details from Service Canada.

  2. Apply

    There is a one week waiting period for EI benefits to be processed and typically another week until the employee receives the first EI deposit.