Administrative Leave

An employee who has served a minimum of five consecutive years of service as a department head or assistant dean shall be entitled to a twelve-month administrative leave at 100% of salary or a six-month leave at 100% of salary. An employee who has served a maximum of three consecutive years of service as department head or assistant dean shall be entitled to a six-month administrative leave at 100% salary.

The years of service as a department head or assistant dean shall count toward either administrative leave or sabbatical leave, but not both. A sabbatical leave nullifies all previous accumulated service for an administrative leave. Upon completion of the appointment and subsequent administrative leave of a department head or assistant dean, the years of service credited towards sabbatical prior to the appointment as department head or assistant dean shall be credited towards the next sabbatical leave.

Timing of the administrative leave:  should be taken in the academic year following completion of the term of service as department head or assistant dean.  Anyone taking administrative leave is expected to return to the university for a period equivalent to the period of leave.

Effect of leaves on term of appointment as department head or assistant dean (Article 13.6.4):  if a department head or assistant dean takes a sabbatical leave or administrative leave during the initial appointment, the term of the appointment shall be extended by the length of the leave. It the department head or assistant dean takes a sabbatical leave or administrative leave during the period of reappointment, the term of the reappointment shall be extended by the length of the leave. The period of sabbatical or administrative leave shall not be credited as qualifying service for a further leave.

Relationship to subsequent sabbatical leaves:  on completion of the administrative appointment and any administrative leave, prior “unused” years of qualifying service for a sabbatical can be credited towards the next sabbatical; however, if the sabbatical is taken immediately following an administrative leave, the maximum duration of the combined leaves may only be 12 months.  If there is an interval of one year between the administrative leave and sabbatical, the intervening year can be credited towards a future sabbatical, providing it has not already been counted as qualifying service for the sabbatical leave.

Application:  a plan of activities should be submitted to the dean by November 30 of the academic year preceding the leave.  Although not required, the first page of the sabbatical leave application form may be used as a guide for the submission.

Entitlements:

  • Accountable travel expense account (Articles 21.9 and 22.13):  for travel expenses incurred during the leave. Several claims may be submitted during the leave; all claims should be submitted no later than two months after the end of the leave.  Travel advances are not issued against this fund, although it can be used to pay for a ticket prior to leaving. To be claimed through Concur, the university's travel and expense tool.
  • Professional expense account (Article 22.12): the ‘regular’ amount for all faculty is still available during administrative leave; however the additional allowance for department heads (Article 18.8.2) is not.  Claims may be submitted through Concur.  It is best to use the travel expense account before accessing APEF (unused APEF mounts may be carried forward into the next year, the travel fund does not)
  • Sabbatical Leave Research Grants (Articles 21.9 and 20.12): available for administrative leave projects as long as the individual “can reasonably demonstrate to the appropriate research committee that such funds are required for research to be carried out during the [] leave.” (Word | PDF)
  • Promotion and Special Increases (Article 18.7.5): anyone on administrative leave is eligible for promotion and special increases while on leave.

Submit a report on the work done during the leave to the dean/executive director with an electronic copy to the vice-provost, faculty relations within three months of the end of the leave.