Item 8 - General Leaves

Application for general leaves must be approved by the supervisor, and then forwarded to Human Resources for processing. Some leaves will be granted automatically as per the university’s policies and provincial employment standards, and others may be granted if the request is reasonable, the leave is not unduly disruptive to the operations of the unit, and it is possible to replace the employee on a temporary basis. Refer to The Saskatchewan Employment Act for additional unpaid leaves of absence that are provided for under the provincial employment standards.

1. Leaves are not normally granted for employees to pursue alternate employment, although special circumstances may receive consideration.
2. Requests for leaves must be approved by the supervisor and forwarded to Human Resources for processing as appropriate.
3. All employees granted leave for any of the purposes shown below must arrange with Human Resources for the continuation of employment benefits for which they are eligible during the period of leave, if they wish to continue their benefits coverage. The university’s costs of benefit coverage during any paid leave will be paid by the university subject to any restrictions imposed by legislation or the benefit plan. The university’s costs of benefit coverage during any unpaid leave will be paid by the employee, unless stated otherwise in the leave section. The benefit coverage is subject to any restrictions imposed by legislation or the benefit plan.

a) Leave, Special 

While there are no sabbatical leave provisions for exempt staff, Special Leave may be granted to pursue developmental activities for periods of up to twelve (12) months duration, at full or partial pay for long term, permanent exempt staff. A program must be proposed by the employee, supported by the supervisor and approved by the Vice-President Administration and COO in consultation with the Associate Vice-President, People and Chief Human Resources Officer. A report must be submitted to the supervisor on completion of the leave.

b) Leave, Paid Education

Permanent, seasonal, or eligible term employees may apply for paid education leave to enroll in seminars, short courses, and other similar instructional programs for the purpose of obtaining or enhancing skills and knowledge directly related to their employment at the university. Application for paid education leaves are subject to approval of the employee’s supervisor, must be forwarded to Human Resources at least four (4) weeks prior to the commencement of the proposed leave and are subject to a requirement to return as follows:

Requirement to Return
An employee granted paid education leave is required to return to employment with the university following completion of the leave for a period of two (2) months for every month or part of a month of education leave taken, and shall sign a promissory note to this effect prior to proceeding on leave. Where an employee does not complete this return to service commitment, the portion of the commitment completed, if any, shall be credited against the employee’s promissory note and the balance of any salary benefit received shall be repayable to the university, in accordance with the terms specified in the promissory note, unless waived by the university.

c) Leave, Unpaid Education

The provisions for paid education leave in 8.2.b do not apply to education leave requested for the purpose of commencing or continuing full-time studies toward a university degree, diploma or technical program. Such leaves are normally unpaid, are to a maximum of one (1) year, are subject to approval by the supervisor, and will be granted if the leave is not unduly disruptive to the operations of the unit, and it is possible to replace the employee on a temporary basis. Unpaid leaves of a longer duration require support of the supervisor and the Associate Vice-President, People and Chief Human Resources Officer.

d) Leave, Without Pay

Leave of absence without pay may be granted to enable exempt staff to spend time away from the university. Such leaves are subject to approval by the supervisor, and will be granted if the leave is not unduly disruptive to the operations of the unit, and it is possible to replace the employee on a temporary basis. Such leaves may be granted for up to a maximum of one (1) year. Unpaid leaves of a longer duration require support of the supervisor and the Associate Vice-President, People and Chief Human Resources Officer.

e) Leave Without Pay, Medical

Leave of absence without pay for medical reasons may be considered when an employee is unable to be at work for medical reasons, but may not qualify for Long Term Disability benefits, and/or is in the process of a LTD claim appeal. In these cases, Wellness Resources will work with the employee, and sufficient medical documentation to support the unpaid leave of absence for medical reasons will be requested.

f) Leave, to Hold Political Office

The university shall, upon written request from an employee to the supervisor grant leave of absence without pay for an employee to be a candidate in a federal, provincial, or municipal election. An employee who is a candidate for office shall be entitled to take vacation at the time of an election in lieu of leave without pay. An employee elected to public office shall be entitled to a leave of absence without pay during the term of office. The university agrees to permit the employee to restrict the period of leave to coincide with legislative responsibilities if such partial absence will not seriously affect the employee’s performance of duties.

g) Leave, Court Attendance

An employee summoned for court attendance or directed by the university to attend (e.g. jury duty or as a court witness), shall suffer no loss of salary while so attending. Remuneration paid to the employee by the court must be remitted to the university within thirty (30) days of receipt.

h) Leave, Court Attendance

An employee summoned for court attendance or directed by the university to attend (e.g. jury duty or as a court witness), shall suffer no loss of salary while so attending. Remuneration paid to the employee by the court must be remitted to the university within thirty (30) days of receipt.

i) Leave, Maternity / Adoption / Parental 

Parents who are caring for a newborn or recently adopted child are eligible for maternity, adoption or parental leave as outlined below:

i. Maternity Leave

Exempt staff who declare in writing to Human Resources to be the biological mother of a newborn infant is entitled to seventeen (17) weeks of maternity leave without pay. The leave may commence at any time during the twelve (12) week period prior to the infant’s estimated date of birth and shall be of uninterrupted duration. A medical certificate from a qualified medical practitioner must be provided with the written declaration. The certificate must confirm the pregnancy and give the estimated date of birth.   

ii. Adoption Leave

Exempt staff who declare to be caring for a recently adopted child is entitled to seventeen (17) weeks of leave without pay. The employee is normally required to make application to Human Resources at least four (4) weeks prior to the date of adoption. If the employee cannot give four (4) weeks notice, the university will accept as much notice as is given to the adoptive parents by the Department of Social Services.   

iii. Parental Leave

Employees also eligible for maternity/ adoption leave - An employee who qualified for maternity or adoption leave is also entitled to thirty-five (35) weeks of parental leave without pay. The maternity / adoption and parental leaves must be taken in one continuous period.

Employees not eligible for maternity/ adoption leave - An employee who declares to Human Resources to be caring for a newborn infant and did not qualify for maternity or adoption leave is entitled to thirty-seven (37) weeks of parental leave without pay. The employee is normally required to make the written declaration to Human Resources at least four (4) weeks before the leave is to begin. The leave can be taken any time between 12 weeks before the estimated date of birth or the day the child will come into the employee’s care and fifty-two (52) weeks after the date the child was actually born or came into the employee’s care.

iv. Vacation, Job Reinstatement and Notice of Return to Work

By mutual agreement between the university and the employee, annual vacation may be taken as part of, or as an extension of leave for new parents. The employee will be reinstated to a same or a similar position, under similar terms and conditions, with no reduction in salary or benefits. An employee should notify Human Resources in writing at least four (4) weeks prior to the day on which the employee intends to return to work, unless otherwise mutually agreed.

j) Supplemental Benefits Plan 

After twelve (12) months of continuous service at the university, employees who are caring for a newborn or recently adopted child are eligible to receive supplemental benefits providing they are in receipt of Employment Insurance (EI) benefits. The university will pay the difference between EI Benefits and 95% of the employee’s regular weekly earnings in effect immediately preceding commencement of the leave for a maximum of twenty-one (21) weeks.

In no case will the total amount of supplemental benefits, employment gross benefits, and any other employment earnings received by staff exceed 95% of the employee’s regular weekly earnings.

i. Benefit Coverage

During the paid portion of the leave, the employee and the university shall pay their respective shares of the cost of continuing benefit coverage. During the unpaid portion of the leave, benefits will be handled as if the employee is on leave without pay (8.1.c).

ii. Vacation

An employee’s vacation accumulation date will not be adjusted for the length of any combined maternity, adoption or parental leave. An employee eligible for the Supplemental Benefits Plan is also eligible to accrue annual paid vacation for the period during which they collect the Supplemental Benefits Plan.

Unpaid annual vacation will accumulate for the portion of any combined maternity, adoption or parental leave that is not covered by the Supplemental Benefits Plan, or for the entire leave for members who do not qualify for the Supplemental Benefits Plan.

k) Leave, Bereavement and Compassionate 

An employee will be granted reasonable leave of absence for urgent personal reasons such as bereavement, serious family illness, etc. Generally, permission should be obtained from the supervisor prior to taking such leave so that arrangements can be made to carry on with the employee’s duties during the absence. In emergent situations, the employee will inform their supervisor as soon as possible of the need for a leave. Upon receipt of written application for the leave, the supervisor, taking the particular circumstances of the situation into consideration, will authorize the leave with or without pay and benefits. Leaves will not be unreasonably denied.

l) Leave, Personal/Family 

In order to meet the needs of an employee to attend to emergent, personal or family situations, a maximum of three (3) days of paid leave is available per year. This leave is intended for situations that need to be attended to but may not normally be scheduled in advance. It is not considered an automatic annual entitlement nor is it cumulative. In emergent situations, the employee will inform their supervisor as soon as possible regarding the need to take such a leave. In non-emergent situations, the employee and the supervisor will consult in advance to determine how the request might be accommodated.

m) Leave, Deferred Salary Leave Plan (DSLP)

Permanent employees may apply to participate in the deferred salary leave plan in accordance with the conditions set forth in the regulations governing the plan.

• Deferred Salary Leave Plan Information