Human Resources - FAQ

Frequently Asked Questions - Leaves

Q. I’m planning a maternity/adoption/parental leave (CUPE 1975). What do I need to do?
Q. I’m planning a maternity/adoption/parental leave (ASPA). What do I need to do?
Q. I’m planning a maternity/adoption/parental leave (faculty member). What do I need to do?
Q. How does one apply for a personal leave of absence?

Q. I’m planning a maternity/adoption/parental leave (CUPE 1975). What do I need to do?

A. You must apply in writing for maternity/adoption/parental leave at least four weeks in advance as per the Saskatachewan Labour Standards Act. Complete an application for maternity/adoption/parental leave form for members of CUPE 1975. It is typically advisable to start your leave on a Monday. Attach a doctor’s note indicating the expected date of birth of your baby (for maternity leaves only) and submit the form to your department head for signature. For parental leaves, you will need to provide a copy of the birth certificate to document the date of birth of your child since the leave must be complete before the child is 52 weeks old. Once your department has forwarded the paperwork to Human Resources (HR) and sent an electronic job submission (EJS) to HR to put you on leave, HR will send you a memo confirming the dates of your leave. A leave cannot be confirmed beyond the end date of a term position or beyond a seasonal layoff date. The memo from HR will include information on when you will receive your final pay and Record of Employment (necessary to claim EI) as well as how to obtain your Supplementary Benefits (max 15 weeks entitlement) from the university if you qualify. Refer to Article 15.8 of the CUPE 1975 collective agreement for more information.

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Q. I’m planning a maternity/adoption/parental leave (ASPA). What do I need to do?

A. You must apply in writing for maternity/adoption/parental leave at least four weeks in advance as per the Saskatchewan Labour Standards Act. Complete an application for maternity/adoption/parental leave form for members of ASPA. It is typically advisable to start your leave on a Monday. Attach a doctor’s note indicating the expected date of birth of your baby (for maternity leaves only) and submit both items to your department head. For parental leaves, you will need to provide a copy of the birth certificate to document the date of birth of your child since the leave must be complete before the child is 52 weeks old. Your department head will approve your leave and have the paperwork and an electronic job submission (EJS) to put you on leave forwarded to Human Resources (HR). HR will then send you a memo confirming the dates of your leave. A leave cannot be confirmed beyond the end date of a term position or beyond a seasonal layoff date. The memo from HR will include information on when you will receive your final pay and Record of Employment (necessary to claim EI) as well as how to obtain your Supplementary Benefits (max 21 weeks entitlement) from the university if you qualify. Refer to Article 20.7 of the ASPA collective agreement for more information.

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Q. I’m planning a maternity/adoption/parental leave (faculty member). What do I need to do?

A. You must apply in writing for maternity/adoption/parental leave at least four weeks in advance as per the Saskatchewan Labour Standards Act. Write a memo to your department head (there is no application form). Indicate primary caregiver status if appropriate per Article 21.7.1.1 and include vacation information if applicable (see Article 21.7.1.2). It is typically advisable to start your leave on a Monday. Attach a doctor’s note indicating the expected date of birth of your baby (for maternity leaves only) and submit both items to your department head. For parental leaves, you will need to provide a copy of the birth certificate to document the date of birth of your child since the leave must be complete before the child is 52 weeks old. Your department head will pass the information to your Dean who will approve the leave and forward the information to the Vice-Provost’s Office and Human Resources. You will receive a leave confirmation letter from the Vice-Provost’s Office confirming the dates and details. A leave cannot be confirmed beyond the end date of a term position. The letter from the Vice-Provost will provide information on how to obtain your Supplementary Benefits (max 35 weeks entitlement) from the university if you qualify. After the Vice-Provost’s letter is sent Human Resources will initiate processes to put you on leave and have Payroll produce the Record of Employment (necessary to claim EI). Refer to Article 21.7 of the Faculty Association collective agreement for more information.

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Q. How does one apply for a personal leave of absence?

A. Fill out the applicable leave request and discuss the request with your supervisor. Faculty members need to write a memo instead of filling out a leave form. If you are a university employee working within ASPA or CUPE 1975 and are requesting a leave to take a term job within the SAME bargaining unit, you do not need to fill out a leave form since you are not leaving the bargaining unit. Simply write a memo of request and discuss with your supervisor. In all cases, approval of leave requests rests with the unit who must determine if the request is for good and sufficient reason and whether they can accommodate the absence without disruption to business operations. Information on leaves supported by a department flows to Human Resources (HR) who will remove an employee from pay in that role at the appropriate time. If you will not be working and have chosen to maintain some benefits, you will be contacted by HR for payment arrangements.

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