Sabbatical Leave for Professional Development Procedure

1. Purpose 

This procedure provides guidelines for managing sabbatical leaves for professional development. These guidelines will help to ensure consistent approval for sabbatical requests. Collective agreement terms will be followed where they are applicable. 

2. Application 

This procedure applies to all full-time employees within the Academic, Support, or Administrative employee groups who have been working at the College for a minimum of six years. 

3. Responsibility 

Employee 

• The employee must complete the Sabbatical for Professional Leave Form, including a brief proposal for the leave if their request applies to a research and innovation project, and submit it to their immediate supervisor by the applicable deadlines.  

Immediate Supervisor 

• When reviewing a Sabbatical for Professional Leave Form submission, the immediate supervisor should consider the following in their evaluation and before making a recommendation to CET for approval: 
  • Does the time frame for the employee’s requested leave coincide with any critical work-related project? If so, and if the employee is absolutely needed during the proposed period, the supervisor should meet with the applicant to discuss alternative dates for the sabbatical. 
  • Are other team members on approved sabbatical leaves at the same time? If so, the supervisor should meet with the applicant to discuss alternative dates for the sabbatical. 

People & Culture  

• The department will: 
  • ensure that the relevant policies and procedures are followed; 
  • support managers to ensure that adequate work coverage is in place for the duration of the leave; and  
  • ensure that the appropriate collective agreement terms are adhered to. 

College Executive Team (CET)  

• The CET will: 
  • review all sabbatical leave applications, and evaluate the sabbatical plan’s value and benefit to the applicant’s professional goals and to the College’s mission and vision. 

4. Procedure 

4.1 The employee must complete the Sabbatical for Professional Leave Form and submit it to their immediate supervisor following the steps described below.  

4.2 The immediate supervisor will assess the request and, if they recommend the sabbatical, will write a letter of support to the appropriate CET member. The CET member will present the fully documented request to CET for a decision. Applicants will be notified in writing about the CET’s decision by the Vice-President of People & Culture. 

4.3 If the request is approved, changes to the time frame of the leave or a substantial change in the nature of the sabbatical project may be made only with the approval of the departmental dean or immediate supervisor. Requests for changes in the period of the leave should be submitted as early as possible. 

4.4 The number of applications (except for faculty) considered annually will be determined by the CET. Each application will be reviewed before the CET makes a decision. Applicants should be aware that the CET decision-making process may be competitive. Unsuccessful applicants may resubmit an application for sabbatical leave the following year. They can also request feedback to strengthen their future application. 

4.5 For pay during the leave:  

• Faculty members should refer to the Academic Employees Collective Bargaining Agreement, article 20.02(v).  
• Administrative staff members should refer to the Terms and Conditions for Administrative Staff, article 3.7 (g) Professional Development Leave.  
• Support staff members should refer to the Support Staff Collective Agreement, article 9.3 Developmental Leave. 
• If the sabbatical leave for professional development request is to perform research for the College’s Institutional Research department, the staff member will be fully compensated at their regular wage/salary. 

4.6 After the sabbatical ends, the employee must report their results. 

4.7 An employee must work at least one year after completing an approved sabbatical leave. If an employee fails to complete at least one year of work at the College following a sabbatical, they shall repay the College all salaries and costs of employee benefits received while on leave.  

5. Contracts, Benefits, and Organizational Changes 

• While on sabbatical leave, an employee’s status, contract, and benefits remain intact.  
• The College will promptly inform an employee of any unforeseen organizational changes (e.g., department restructuring) that occur while they are on sabbatical. 
• The employee on sabbatical leave shall return to their position (or an equivalent) at the end of the sabbatical.  

6. Short-Term Sabbatical Leave for All Employees 

6.1 The employee must submit a brief proposal to their immediate supervisor describing ideas and plans for a short-term sabbatical leave. 

6.2 The dean/immediate supervisor will assess the request and make recommendations to the appropriate vice-president who will then take the fully documented application and letter of support to CET for information purposes. 

6.3 If funding can be provided within the dean/immediate supervisor’s established budget for the time requested, the vice-president’s approval shall be sufficient to allow the leave to proceed. 

6.4 The employee will be advised in writing regarding approval of the application by the Vice-President of People and Culture. 

7. Related Documents or Links 

• HR 231 Sabbatical for Professional Leave Policy
• HR 231 Sabbatical for Professional Leave Form