Credit: Zsuzsanna Kilian
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Study leave and leave of absence

Study leave represents a very significant investment in the academic staff of the University and it is vital that it is viewed as a resource that can produce strategic benefits. If we are to see a shift from an entitlement model of sabbatical leave to one in which clear value-for-money benefits can be derived, applicants for study leave will need to show how their plans align with their College’s Research Plans and the University Research Strategy. 

Applying for Leave

  1. The member of staff should seek endorsement to their proposals from the College's Director of Research and then submit a written request for study leave or leave of absence to their College Dean specifying the requested start/end date and the purpose of the leave (including specified outcomes). The request should be made on the Study Leave Request form PD10.
  2. The College Dean should discuss the proposal with the College’s Deputy Vice Chancellor (who may seek advice from the College’s Director of Research, the Research Committee Mentor and HR Business Partner) with a view to agreeing whether the request should or should not be supported.
  3. The Deputy Vice Chancellor will inform the HR Business Partner of the outcome and provide a copy of the original application for retention in the applicant’s personnel file.
  4. In the case of a successful application, Human Resources will notify the member of staff in writing and specify the terms on which leave has been granted, including the requirement to submit a written report within one month of the end of the period of leave. (See note under Report of Study Leave)
  5. In the case of an unsuccessful application, Human Resources will notify the member of staff in writing of the decision. The letter will advise the member of staff that they may appeal against the decision and advise them of the procedure for making such an appeal. The Deputy Vice Chancellor will consider the initial appeal but if the matter remains unresolved there will be a right of further appeal to a panel of the Human Resources Committee.
  6. The Director of Human Resources will provide a summary report of all applications made for study leave for the Human Resources Committee (which will have responsibility for equal opportunities monitoring of the process) and the College will maintain a copy of each approved application for study leave (so that reports made on the use of leave can subsequently be compared with the stated purpose of the leave).

Remuneration during Study Leave/Leave of Absence

Normally study leave is granted on full pay, although members of staff should be encouraged to apply for funding for all or part of the period of leave (with the funding coming to the University so that the individual continues to be paid by the University). Colleges may agree to support an application on condition that part-funding is secured.

Leave of absence is usually unpaid so no pension contributions will be paid. However members of staff can request to continue to pay their pension contributions for the period of leave and where the University agrees (and this agreement is not usually withheld) then the College will also continue to pay the employer contributions in full. More information can be obtained from the Pay and Benefits Office.

Report on use made of Study Leave

In cases of study leave, Human Resources will notify the member of staff that it is a condition of leave that they complete a satisfactory report of their period of leave (form PD15) within one month of the completion of the period of leave. The report, which should be submitted by the member of staff to the relevant person in the College for obtaining approval, must detail:

  • how the leave has fulfilled the aims specified in the application;
  • what output has been produced or will be produced resulting from work during the study leave, including (forthcoming) publications; and
  • what future endeavours may result from the study leave activities.

Once approved the College will send Human Resources a copy of the report and it will be retained on the individual’s personnel file.

If either the College Dean or the Deputy Vice Chancellor are not satisfied with the report given, then a further report will be requested from the member of staff.

Failure to provide a satisfactory report will result in follow-up action from the College Dean, which could include the use of the disciplinary procedures.