Faculty of Arts

Before April 30 of the year preceding the year of intended leave, submit a Sabbatical intent application form to the Head of School. This is not a formal application but rather an indication for planning purposes.

The Notification of intent to apply for sabbatical form may need to be supplemented by a three-year research plan, to be approved prior to the submission of the Application Part 1. This research plan will need to be drawn up in consultation with the Head of School.

Checks for:

1. Adequate sabbatical credits accumulation
2. Length of sabbatical - 6 months (26 weeks) or 1 year (52 weeks), otherwise justification must be included
3. Required minimum period of annual leave is included in the application (NB: to be taken before the end-date of sabbatical leave period)
4. Sabbatical leave falls within the applicant's work contract term

If all are in order, then notes that the form is checked and signs/initials the form, and forwards the application to the Head of School.

Checks the application for appropriate coverage during absence or justification for leave. The Head of School needs to:

1. Assess outcomes of previous study leave/sabbaticals
2. Assess proposed objectives and outcomes of proposed sabbatical
3. Discuss and provide advice to the applicant

If the application is approved, signs and forwards the application to the Dean's Office.

Checks for the initial/signature to indicate that the School Manager has conducted an admin check on the form, AND the Head of School has signed the form to approve the application.

If either of these are missing, the form is returned to the School for the necessary checks. If all are in order, the form is forwarded to the Dean for final approval.

Sends letter to staff member acknowledging that the Dean has approved the “Application for Sabbatical” – noting in the letter that the submission of a “Confirmation of Study Leave" form is no longer required (There is a letter template in each applications electronic folder in shares:asterix:Faculty Office Records:Personnel:Leave:Study Leave).

Signs letter of acknowledgement.

Sends copy of letter with signed application form to Human Resources. Sends copy of letter to Head of School and Discipline Chair.

Files in relevant study leave file.

Updates study leave dates, travel information, report due date, etc on the Study_Leave.xls in Shares:asterix:Faculty Office Records:Personnel:Leave:Study Leave:Database.

At least two months prior to the commencement of sabbatical, complete a Sabbatical Application Part 2 form (PDF | RTF | Word version) and forward the original to Human Resources (HR) and a copy to the Dean's Office. Copies of any approved variations to the original approved sabbatical program must also be included.

1. Completion of Section 1 of the Sabbatical Report form
2. Inclusion of three copies of the sabbatical report with the form

Reviews the sabbatical report and completes a Sabbatical Report Memo (download template).

Forwards report and completed memo to the Dean's Office.

Tracks when study leave reports are due

Sends reminder to staff member copy to HOS