Kim Gingerich, Office of the Vice-President, Academic & Provost

LUNCH & LEARN SESSIONON

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

1 2 3 4 5 6 7 8 9 10 11 12 Months

Years

85 6 years

85.7 86.4 87.1 87.8 88.5 89.2 89.9 90.6 91.3 91.9 92.6 93.3 7 years

94.0 94.7 95.4 96.1 96.8 97.5 98.2 98.9 99.6 100 7 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.

1 2 3 4 5 6 7 8 9 10 11 12 Months

Years

85 3 years

86.4 87.8 89.2 90.6 91.9 93.3 94.7 96.1 97.5 98.9 100 3 years 11 months

X X X X X X

5

FO

RM

SR

eq

uest

for

Sa

bba

tica

l Lea

ve to

be

take

n e

arl

y

6

FO

RM

SS

am

ple

Re

que

st fo

r L

eav

e o

f Ab

sen

ce F

orm

7

Service Credit Calculation:

January 1988 to December 1988 = 1 year

January 1989 to December 1989 = 1 year

January 1990 to December 1990 = 1 Year

January 1991 to August 1991 = 8 months

Sub Total: 3 years 8 months

Leave Calculation:

Special Early Six Month Leave: - 3 years @ 100% 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%)

SA

MP

LE C

ALC

ULA

TIO

N8

Service Credit Calculation:

March 1992 to February 1993 = 1 year

March 1993 to February 1994 = 1 year

March 1994 to February 1995 = 1 year

March 1995 to February 1996 = 1 yearMarch 1996 to February 1997 = 1 yearMarch 1997 to February 1998 = 1 year

Sub Total: 6 years

Service Credit Carry Forward: 8 months

Total Service Credit: 6 years 8 months

Leave CalculationRegular Six Month Leave

Unused Service Credit: 6 years 8 months

Regular Six Month Leave: - 6 years @ 100% 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)

SA

MP

LE C

ALC

ULA

TIO

N9

Administrative Service Calculation(2 terms: July 2001 to June 2004 and July 2005 to June 2008)

July 2001 to June 2002 = 1 year

July 2002 to June 2003 = 1 year

July 2003 to June 2004 = 1 year

July 2005 to June 2006 = 1 year

July 2006 to June 2007 = 1 year

July 2007 to June 2008 = 1 year

Total Administrative Credit: 6 years

Administrative Service:(Faculty holding positions of Chair, Director, Associate Dean, Dean)

SA

MP

LE C

ALC

ULA

TIO

N10

*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 CalculationSeptember 1998 - August 1999 = 1 yearSeptember 1999 - August 2000 = 1 yearSeptember 2000 - August 2001 = 1 yearSeptember 2001 - August 2002 = 1 yearSeptember 2002 - August 2003 = 1 yearSeptember 2003 - August 2004 = 1 yearSeptember 2004 - December 2004 = 4 monthsUnpaid Leave January 1, 2005 to June 30, 2005July 2005 - June 2006 = 1 yearJuly 2006 - June 2007 = 1 yearJuly 2007 - June 2008 = 1 yearJuly 2008 - June 2009 = 1 yearJuly 2009 - August 2009 = 2 months

Service Credit Sub Total: 10 years 6 monthsService Credit Carry Forward: 8 months

Total Service Credit: 11 years 2 months

Leave CalculationAvailable service credit: 11 years 2 monthsOne year regular leave: - 6 years @85% salary

Service Credit Remaining: 5 years 2 monthsUnused Administrative Credit: 6 years

Salary Top Up Using Administrative Credit: - 1 year 10 months @ 100% salaryAdministrative Credit Remaining: 4 years 2 months

SA

MP

LE C

ALC

ULA

TIO

N11

4 for 4 Administrative Leave Calculation

Administrative Credit Carry Forward: 4 years 2 months

4 for 4 Leave: - 4 Years @ 100% Salary

Administrative Credit Remaining: 2 months

4 for 4 Administrative LeaveSeptember 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.S

AM

PLE

CA

LCU

LAT

ION

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.

2012 Board of Governors Meetings

February 7

April 3 June 5 October 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.

Applicant Finance HR/Payroll Office of Research

Graduate Studies Office

Dean Chair President

Page 1 Yes Yes Yes Yes Yes Yes Yes Yes

Page 2 Distributed 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 6 Yes Yes Yes Yes

Page 7 Yes Yes Yes Yes

Page 8 Yes Yes Yes Yes

Page 9 Yes Yes Yes Yes

14

IMPORTANT WEBSITES

Policy 3 – Sabbatical and Other Leaves for Faculty Membershttp://www.secretariat.uwaterloo.ca/Policies/policy3.htm

Secretariat Websitehttp://www.secretariat.uwaterloo.ca/

Lunch & Learn Websitehttp://provost.uwaterloo.ca/lunchandlearn.html

15

UPCOMING L&L SESSIONS

March 22, 2012

Tenure & Promotion Marie Armstrong

May 24, 2012 (tentative)

UARC ProcessMarie Armstrong and Ellsworth LeDrew

* * *Please RSVP

16