Kim Gingerich, Office of the Vice-President, Academic & Provost LUNCH & LEARN SESSION ON FACULTY SABBATICALS January 26, 2012

AGENDA  Overview  The Types Of Leaves  Sabbatical Salary Table  Forms  Sample Calculations  The Approval Process and Distribution 2

OVERVIEW Regular faculty members are entitled to sabbatical leaves by accruing service credit 1 year of full-time service is equal to 1 month of service credit Borrowing service credit for a sabbatical leave is allowed but only 2 months can be borrowed Lecturers are entitled to one-half the regular credit and can be used on the first sabbatical leave only. This only applies if a lecturer is hired into a regular faculty position. (See Policy 3, #3, Note 2 for more detailed information) Administrative Credit can be accrued and can be used to top up salary on sabbatical leaves One year of administrative duties entitles a faculty member to one month of administrative credit 3

THE TYPES OF LEAVES Leaves can be of duration 4, 6 or 12 months and must begin at the beginning of a month There are 5 types of leaves, they are: 1. Special early sabbatical leaves 2. Early sabbatical leaves 3. Regular sabbatical leaves 4. Administrative leaves (4 for 4) 5. Unpaid leaves can be up to a maximum of one year 4

Months Years 856 years years years 10 months SABBATICAL SALARY TABLE (% salary for years + months service) Effective from May 1/01 (per Memorandum of Agreement Settlement Mar 27/01) Regular Sabbatical Leaves Any additional credits beyond 7 years 10 months, carried forward. Note: 1 year 10 months credit (service or admin) required to enhance salary to 100% for 12 month leave Early Sabbatical Leaves (6 months) Note: 11 months credit (admin) required to enhance salary to 100% for “early” (6 month) leave Months Years 853 years years 11 months XX X X X X 5

FORMS Request for Sabbatical Leave to be taken early 6

FORMS Sample Request for Leave of Absence Form 7

Service Credit Calculation: January 1988toDecember 1988=1 year January 1989toDecember 1989=1 year January 1990toDecember 1990=1 Year January 1991toAugust 1991=8 months Sub Total:3 years 8 months Leave Calculation: Special Early Six Month Leave: % Salary Service Credit Remaining:8 months Special Early Six Month Leave September 1991 to February 1992 (One time leave – 3 years of service credit for a 6 month leave at 100%) SAMPLE CALCULATION 8

Service Credit Calculation: March 1992toFebruary 1993=1 year March 1993toFebruary 1994=1 year March 1994toFebruary 1995=1 year March 1995toFebruary 1996=1 year March 1996toFebruary 1997=1 year March 1997toFebruary 1998=1 year Sub Total:6 years Service Credit Carry Forward:8 months Total Service Credit:6 years 8 months Leave Calculation Regular Six Month Leave Unused Service Credit:6 years 8 months Regular Six Month Leave: % Salary Service Credit Remaining:8 months Regular Six Month Leave: March 1, 1998 to August 31, 1998 (Previous Leave – September 1, 1991 to February 1992) SAMPLE CALCULATION 9

Administrative Service Calculation (2 terms: July 2001 to June 2004 and July 2005 to June 2008) July 2001toJune 2002=1 year July 2002toJune 2003=1 year July 2003toJune 2004=1 year July 2005toJune 2006=1 year July 2006toJune 2007=1 year July 2007toJune 2008=1 year Total Administrative Credit:6 years Administrative Service: (Faculty holding positions of Chair, Director, Associate Dean, Dean) SAMPLE CALCULATION 10

* Note: According to Policy 3: Normal service credit carry forward is 3 years. Should this exceed 3 years, a letter from the Chair, endorsed by the Dean, should be attached to the sabbatical application Regular One Year Leave: September 1, 2009 to August 31, 2010 (Previous Leave – March 1, 1998 to August 31, 1998) Service Credit Calculation September 1998-August 1999=1 year September 1999-August 2000=1 year September 2000-August 2001=1 year September 2001-August 2002=1 year September 2002-August 2003=1 year September 2003-August 2004=1 year September 2004-December 2004=4 months Unpaid Leave January 1, 2005 to June 30, 2005 July 2005-June 2006=1 year July 2006-June 2007=1 year July 2007-June 2008=1 year July 2008-June 2009=1 year July 2009-August 2009=2 months Service Credit Sub Total:10 years 6 months Service Credit Carry Forward:8 months Total Service Credit:11 years 2 months Leave Calculation Available service credit:11 years 2 months One year regular leave:- 6 salary Service Credit Remaining: 5 years 2 months Unused Administrative Credit:6 years Salary Top Up Using Administrative Credit:- 1 year % salary Administrative Credit Remaining:4 years 2 months SAMPLE CALCULATION 11

4 for 4 Administrative Leave Calculation Administrative Credit Carry Forward:4 years 2 months 4 for 4 Leave: % Salary Administrative Credit Remaining:2 months 4 for 4 Administrative Leave September 1, 2010 to December 31, 2010 (Previous Leave – September 1, 2009 to August 30, 2010) (Can only be used by those who have accrued Administrative Credit, and can only be used once during their career) Note: At the conclusion of JoJo Jones’ leave she will have 5 years 2 months of service credit remaining, and 2 months of administrative credit remaining, which may be applied towards a future sabbatical leave. SAMPLE CALCULATION 12

THE APPROVAL PROCESS Applications for leave must be made in writing to the Department Chair and approved by the Faculty Dean and the Vice-President, Academic & Provost. All Sabbatical and Special Leaves also require the approval of the Board of Governors and are part of the President’s Report to the Board of Governors. Applications should reach the VP Academic and Provost at least four months prior to the expected commencement date of the leave (Policy 3) The Vice-President Academic and Provost does not have final approval. Board of Governors meetings are normally held on the first Tuesday in February, April and June and the last Tuesday in October. Meeting dates are listed on the Secretariat’s website Board of Governors Meetings February 7April 3June 5October 30 13

DISTRIBUTION The original Request for Leave of Absence form remains in the Provost’s Office. Provost’s Office distributes copies as follows: After Board approval the President sends a letter to the Applicant confirming their request for leave, with copies to Human Resources, Faculty Dean, Department Chair, VP Academic and Provost. ApplicantFinanceHR/PayrollOffice of Research Graduate Studies Office DeanChairPresident Page 1Yes Page 2Distributed by the departments to the Department and Faculty Graduate offices Page 3 These pages are for information only. Do not submit. Page 4 Page 5 Page 6Yes Page 7Yes Page 8Yes Page 9Yes 14

IMPORTANT WEBSITES Policy 3 – Sabbatical and Other Leaves for Faculty Members Secretariat Website Lunch & Learn Website 15

UPCOMING L&L SESSIONS March 22, 2012 Tenure & Promotion Marie Armstrong May 24, 2012 (tentative) UARC Process Marie Armstrong and Ellsworth LeDrew * * * Please RSVP 16