COMPILATION OF POLICIES BEST PRACTICES › 2013 › 09 › final... · 2013-10-02 · 1974, research leaves were part of the policies for librarians under the Chief Librarian, Robert

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A COMPILATION OF POLICIES & BEST PRACTICES

SCHOLARSHIP & RESEARCH LEAVES

UNIVERSITY OF TORONTO ACADEMIC LIBRARIANS

Prepared by Librarians Committee, University of Toronto Faculty Association

September 2013

“In policies approved by the Governing Council, the University community [at the University of Toronto] has held that the essential purpose of the University is to engage in the pursuit of truth, the advancement of learning and the dissemination of knowledge.” (Freedom of Speech Policy, UofT) “A librarian's professional obligations and responsibilities shall encompass (i) the development of his or her professional knowledge and performance, (ii) contributions to scholarship, (iii) service to the University.” (MoA, Article 5) “Learning and research are joined at the spine...The most obvious value of research, one not unique to a university, is its results, the fruits of the work which may take the form of new resources...Sound results of research provide motivation and direction to subsequent work and make a lasting contribution to the pool of knowledge...a second value of research and one vital to a university is that it vivifies the entire educational system...” Prof. John Leyerle, The Anatomy of Research (University of Toronto Office of Research Administration, 1976). This philosophical statement was the result of discussions in 1973 by the committee of the Research Board of the University of Toronto in 1973. See Appendix F

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CONTENTS

Abbreviations and Documents 4 Introduction 5 History of Research Leaves 5 Role of Scholarship in Professional Responsibilities 5 1. Scholarship – Memorandum of Agreement 2. Scholarship – Policy for Librarians 3. Scholarship – Workload Policy and Procedures for Faculty and Librarians 4. Scholarship – Workload Policies for Librarians Definitions and Purpose 6 1. Research Days a. Various Documents b. USMC Research Days 2. Research Leave 3. Study Leaves Defining Scholarship for Academic Librarians 7 1. Workload Policy and Procedures for Faculty and Librarians 2. Workload Policy for Librarians 3. Practice Research and Study Days 7Eligibility for Research Leaves or Study Leaves 7 1. Full‐time Librarians 2. Part‐time Librarians 3. USMC Librarians Research Leaves and Retirement 8Research Leave Options 8Calculating Research Leaves 9 1. Duration and Timing of First Leave 2. Counting Next Research Leave a. Regular Leave b. Deferred Leave at the Request of Unit Head 3. Deadlines for Submitting Application for Research Leave a. At Least 6‐Months in Advance b. October 31 in previous year c. USMC Librarians 4. Timeline 5. USMC Librarians 6. Counting Split Research Leaves Salary and Research Leaves 10 1. First Research Leave 2. Salary Increases Splitting Research Leaves 11 1. Policy for Librarians and the AAPM 2. Practice Salary and Benefits During Research Leaves 11Research Leaves and Grants 11Criteria for Granting Research Leaves 11 1. Policies for Librarians 2. USMC Librarians 3. Practice

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Applications for a Research Leave 12 1. Policy for Librarians 2. Memorandum of Agreement 3. USMC Librarians 4. Faculty Guidelines 5. UTFA Recommendation 6. Best Practice Approving Research Requests 13 1. Policies for Librarians 2. Memorandum of Agreement 3. AAPM 4. USMC Librarians Deferring a Research Leave 13 1. MoA and AAPM 2. USMC Librarians Staffing and Coverage During Leaves 14PTR and Research Leaves & Scholarship 14Annual Reviews and Research Leaves 15 1. AAPM 2. Best Practice Final Report 16 1. Policies for Librarians 2. AAPM 3. USMC Librarians Important and Related Documents 16 1. Academic Freedom (MoA) 2. Discrimination Policy (UofT Public Statement) 3. Discrimination & Research (MoA) 4. Freedom of Speech and Freedom of Association Statement (UofT) Other References 1. Defining Scholarship for Academic Librarians (ACRL)‐Further Definitions 18 2. The Framework Agreements between the Federated Universities and the University of Toronto,

http://www.google.ca/url?sa=t&rct=j&q=&esrc=s&source=web&cd=3&ved=0CDkQFjAC&url=http%3A%2F%2Fwww.governingcouncil.utoronto.ca%2FAssets%2FGoverning%2BCouncil%2BDigital%2BAssets%2FPolicies%2FPDF%2Fppjun232008.pdf&ei=9QA2UvYhh9TYBZKhgNgM&usg=AFQjCNGvLbKlN‐FWWl54tAhlGsqy1v67oA&sig2=hmCs5934VHTsPpC2y5JgZQ&bvm=bv.52164340,d.b2I

Appendices A Excerpts from University of St. Michael’s College Collective Agreement for

Faculty and Librarians

B Excerpts from Memorandum of Agreement between Board of Regents of Victoria College and The Faculty and Librarians of Victoria University as Represented by the Victoria Chapter of the University of Toronto Faculty Association (June 30, 2006)

C Request for Leave Form D Arts & Science Template for Research Plans or Projects G The New Research & Study Leave Provision for Tenure‐Stream and Teaching Stream Faculty and

Librarians: Effective 1st July 2013 (FAQ)

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Abbreviations and Documents

AAPM Academic Administrative Procedures Manual

ACRL Association of College & Research Libraries http://www.ala.org/acrl/publications/whitepapers/academiclibrarianship

A&S Faculty of Arts & Science Forms for Research Leaves

http://www.artsci.utoronto.ca/faculty‐staff/human‐resources/forms

GC Governing Council at the University of Toronto

MoA Memorandum of Agreement http://www.utfa.org/content/memorandum‐agreement

MoS‐2012

UTFA & Governing Council Memorandum of Settlement signed 2012

http://www.utfa.org/content/bargaining‐past‐settlements

MoU‐VIC

Memorandum of Understanding, Victoria University and UTFA

www.vicu.utoronto.ca/Assets/VICU+Digital+Assets/Human+Resources/Vic+UFTA+agreement.pdf

PDAD&C Memos from Office of the Vice‐President and Provost

http://www.provost.utoronto.ca/public/pdadc.htm http://www.provost.utoronto.ca/policy/leaves.htm

PL Policies for Librarians http://www.governingcouncil.utoronto.ca/policies/lpolicy.htm

PPTL Policy on Part‐time Librarians http://www.governingcouncil.utoronto.ca/policies/ptlib.htm

PPEPT Policies and Procedures on Employment Conditions of Part‐time Academic Staff

http://www.governingcouncil.utoronto.ca/policies/ptfac.htm

PGRL Provostial Guidelines for Research Leaves http://www.google.ca/url?sa=t&rct=j&q=&esrc=s&source= web&cd=2&ved=0CDcQFjAB&url=http%3A%2F%2Fwww.aapm.utoronto.ca %2Fsites%2Fdefault%2Ffiles%2Fattachments%2Fleaves%2FGuidelines %2520on%2520Research%2520and%2520Study%2520Leave%2520‐%2520FINAL%25207th%2520January%25202013.pdf&ei=2TM8UuTaFe 7O2QXm3YHYBw&usg=AFQjCNGOJhR7M6LVnk7KMIuSiU O9qdywzQ&sig2=Hsb7f‐VIUi9EMQNhbf1jiw&bvm=bv.52434380,d.b2I

USMC‐CA

Collective Agreement between the Collegium of the University of St. Michael's College and the University of Toronto Faculty Association October 5, 2012‐ June 30, 2014

UTL University of Toronto Library System

WLPL Workload Policies for Librarians

WLPP Workload Policies and Procedures for Faculty and Librarians

https://aapm.utoronto.ca/workload#Policies

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Introduction

This guide brings together policies from different documents about research days, research and study leaves into

one resource. Excerpts from the relevant policies have been ‘cut‐and‐pasted’ into this guide. The emphasis is on

‘research leaves’ but also includes references to ‘research days’ and study leaves.

References to policies pertaining to librarians at the University of St. Michael’s College are noted under

appropriate headings in this guide and attached as Appendix A. For librarians working at Victoria College, their

policies pertaining to research leaves are attached as Appendix B (in most respects they replicate policies from the

Policy for Librarians). In both cases, representatives from UTFA have negotiated with faculty and librarians from

the colleges and also with representatives from the college boards. Trinity College has an employee handbook

online which has no references to leaves.

To the best of our knowledge, this guide contains the most up‐todate policies pertaining to research and

scholarship for librarians at the University of Toronto. The purpose is to bring clarity and greater awareness of our

policies to the community.

UTFA Librarians Committee

History of Research Leaves

Research leaves for librarians at the University of Toronto have a long history. Before librarians joined UTFA in

1974, research leaves were part of the policies for librarians under the Chief Librarian, Robert Blackburn (1954‐

1981). When librarians joined UTFA research leaves were codified in the Policy for Librarians, and approved by the

Governing Council in 1978 and the Memorandum of Agreement (1977).

Role of Scholarship in Professional Responsibilities

1. Scholarship – Article 5: Academic Freedom and Responsibilities, MoA

“[Article]3. A librarian's professional obligations and responsibilities shall encompass (i) the development of his or her professional knowledge and performance, (ii) contributions to scholarship, (iii) service to the University. While the patterns of these duties may vary from individual to individual, they constitute the librarian's principal obligation during the employment year. A librarian shall carry out his or her responsibilities with all due attention to the establishment of fair and ethical dealings with library users, colleagues and staff taking care to be properly accessible. A librarian shall foster a free exchange of ideas and shall not impose nor permit censorship. A librarian shall ensure the fullest possible access to library materials.”

2. Scholarship – Policy for Librarians (Article 29, Permanent Status)

“Permanent status for librarians, as defined in paragraph (1), entails the acceptance by a librarian

of the obligation to perform conscientiously as a contributor to teaching, learning and scholarship

in the University....”

3. Scholarship – as per Workload Policy and Procedures for Faculty and Librarians (Article 8.1)

“8.1 Librarian workload is a combination of tasks assigned and tasks determined through collegial interaction and self direction. While the pattern of a librarian’s professional activity may vary from individual to individual, the following three activities constitute a librarian’s principal responsibilities: (a) Professional practice for the Library, including teaching that has been requested or approved by a Librarian’s manager. In considering the teaching component of normal workload for librarians, relevant factors include the factors set out in Article 4.2, if applicable.

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(b) Research and scholarly contributions, including academic, professional and pedagogical contributions or activities (c) Service, which should be broadly understood to include service to the University, Library and the profession.”

4. Scholarship – as per Workload Policies for Librarians

“Librarian Responsibilities: As defined in article 8.0 of the WLPP, the following three activities constitute a librarian’s principal responsibilities:

“ (b) Research and scholarly contributions, including academic, professional and pedagogical contributions or

activities such as publications, editorial and adjudication work, developing subject expertise, bibliographies,

conference presentations, research projects and professional creative endeavours.”

Definitions and Purpose

1. Research Days There is no policy definition of research days that has been agreed upon between representatives of UTFA and Governing Council. The following are statements from negotiations, the first by UTFA negotiating team in 2009‐2010 and the second by the mediator in the 2003‐2005 negotiations. UTFA statement in their negotiating ‘brief’ (UTFA Brief to UT Admin in 2009‐2010, p.9) stated "Librarians shall have the right to designate when research days will be taken provided that they give their departments at least one week's advance notice. Research days may be used for research, professional or other academic activities and may be used outside the library."

“Each librarian is eligible for up to 10 days annually, with the prior approval of the Chief Librarian or designate to pursue research and/or professional development through activities including but not limited to attendance at conferences, courses or workshops. Unused days will not be accrued to a subsequent academic year. “ (Burkett Settlement of 2003‐2005, Dated Nov. 17, 2003)

“Research and Study Days for Librarians: Effective July 1, 2007 the annual number of research and study days for librarians to be increased from 8 to 10.” (Article 3 (e) of Settle of Understanding, Teplitsky Award of 2009‐10‐11).

b) USMC‐CA Research Days (Article 9.2.2)

“(a) Librarians shall be entitled to ten (10) research days each academic year to pursue scholarship, research and/or professional development. (b) Librarians shall inform the Director at least one (1) week in advance of when these days will be taken. (c) Research days may be accrued and carried forward into future years.”

2. Research Leave

“All full‐time librarians having permanent status shall be eligible to apply for research or study leave.” (Article 51, Policy for Librarians)

USMC‐CA Research Leaves (Article 9.1.1)

“9.1.1 (a) Research leaves are intended to assist Faculty Members in scholarship, including research and creative professional work, and pedagogical pursuits that are beneficial to the member and the University. Such pursuits may include advanced study, research, scholarly writing, and the widening of professional and ecclesial contacts.”

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1. Study Leave (not the same as a research leave)

“Study leave, i.e., registration in a formal program of studies, whether or not it leads to a degree, may be granted when the program of studies is of mutual benefit to the librarian and the Library. The amount of paid study leave which may be granted shall be determined by length of continuous service: after 3 years 6 months / after 4 years 8 months / after 5 years 10 months / after 6 years or more 12 months. During a study leave, the librarian shall receive 50 per cent salary.” (Article 51, Policy for Librarians)

Defining Scholarship for Academic Librarians

1. Workload Policy and Procedures for Faculty and Librarians

“8.1. (b) Research and scholarly contributions, including academic, professional and pedagogical contributions or activities” (WLPP) 2. Workload Policy for Librarians

“(b) Research and scholarly contributions, including academic, professional and pedagogical contributions or

activities such as publications, editorial and adjudication work, developing subject expertise, bibliographies,

conference presentations, research projects and professional creative endeavours.” (Librarian Responsibilities,

WLPL)

1. Practice

In addition, scholarship in the UofT library community has supported a variety of subject specific projects (fine

arts, law, sciences, film studies, reference topics, and others, etc.), which, in turn, result in one of the projects

outlined by the ACRL or the UofT workload policy guidelines. Historically, academic librarians at UofT have a

background in specific subject areas, which have resulted in subject specific research projects over the many

decades. The diverse backgrounds are a result of the specialized nature of disciplines in post‐secondary

institutes as librarians acquire higher degrees in different subject streams.

Research and Study Days

As of July 1, 2007 librarians are eligible for 10 research days per year (settlement between UTFA and GC in 2007).

Eligibility for Research Leaves or Study Leaves

1. Full‐time Librarians

“All full‐time librarians having permanent status shall be eligible to apply for research or study leave.“ (Article 51,

Policy for Librarians and http://www.aapm.utoronto.ca/research‐and‐study‐leave#Requests%20for%20RSL )

2. Part‐time Librarians

“According to section 7 of the Policy on Part‐time Librarians a part‐time librarian who holds the third in a series of

three‐year part‐time appointments, and who for the whole period has held an appointment of 50% or more, shall

be eligible to apply for research or study leave for up to twelve months at 50% of the part‐time salary.”

(http://www.aapm.utoronto.ca/research‐and‐study‐leave#Requests%20for%20RSL )

Eligibility for research and study leaves is defined as resulting from an appropriate number of years of "continuous

service" at the University. (Provostial Website)

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“A faculty member [librarians have followed this practice] on 50 percent or greater appointment shall be entitled to apply for research leave of 12 months at 82.5% salary after every six years of service at the University of Toronto. “(PPEPT,http://www.governingcouncil.utoronto.ca/policies/ptfac.htm

3. USMC Librarians ‐ CA Eligibility (Article 9.1.1.) “(b) All Faculty Members [faculty and librarians] who hold a tenured appointment have the right to take research leaves under this Article. Research leave involves leave from teaching and service duties at the University for the duration of the leave. Research leaves are normally for a half year (6 months) or a full year (12 months).”

Research Leaves and Retirement

No research leaves are permitted in a phased retirement period.

Research Leave Options

The following section has been taken from the AAPM, http://aapm.utoronto.ca/research‐and‐study‐leave#Leave%20Options :

“Research and study leaves are defined as being either six months or twelve months in duration. Eligibility for research and study leaves is defined as resulting from an appropriate number of years of "continuous service" at the University. Time spent on leave is not counted when calculating service time. All faculty on an appointment of 50% or greater are entitled to apply for research and study leave.

The following regulations for determining eligibility, duration and payment during research and study leaves are found in Article 4 of the Memorandum of Agreement.

Option A: 12‐month leave at 82.5% of salary after 6 years of service

A faculty member on an appointment of 50% or greater is entitled to apply for a 12‐month research and study leave at 82.5% of salary after every six years of service at the University. Research leave will normally commence on July 1.

Splitting of a 12‐month leave into two 6‐month leaves

Occasionally, the Provost's Office receives requests to split research leaves into two 6 month parts (at 82.5% of salary) not taken consecutively. The normal way such requests are treated is that the individual's research leave clock does not start to calculate service time toward a next leave until both halves of the current research leave have been completed.

Option B: 6‐month leave at 100% salary after 6 years of service

As an alternative, each faculty member on an appointment of 50% or greater is entitled to apply for a research and study leave of 6 months at 100% salary after every six years of service at the University. Leaves may commence on either July 1 or January 1, subject to the approval of the Unit Head.

Option C: 12‐month leave at 90% of salary following a successful tenure review, promotion to Senior Lecturer or

promotion to Librarian III

Effective July 1, 2013 the compensation level for a 12‐month Research and Study Leave will be at 90% of salary for the following faculty only:‐

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1. For tenured faculty, the first research and study leave following a successful tenure review and promotion to associate professor;

2. For teaching stream faculty, the first research and study leave following a successful promotion review and promotion to senior lecturer.

Further details and a list of frequently asked questions can be found here.

Option D: 6‐month leave at 82.5% of salary after 3 years of service

As an alternative and subsequent to Option A, B, or C, and where the academic unit's teaching program permits, each faculty member on an appointment of 50% or greater is entitled to apply for a research or study leave for a 6‐month period (from July 1 to December 31 or January 1 to June 30) at 82.5% of salary after every three years of service.”

Option Post‐First Research Leave

Policies for Librarians

“Amended effective July 1, 1991, section 51, to include "As an alternative and subsequent to the first leave above,

a six‐month leave at 82.5% salary may be granted after every three years of service provided that the leave

requested under this option does not fall within seven years of the normal age of retirement." (Arising from the

agreement for salaries and benefits, 1991‐92 and 1992‐93)” see

http://www.governingcouncil.utoronto.ca/policies/lpolicy.htm

Calculating Research Leaves

1. Duration and Timing of First Leave

“In addition, effective July 1, 2013 the compensation level for a [the first leave] 12‐month research leave will be at

90% of salary…” AAPM http://www.aapm.utoronto.ca/research‐and‐study‐leave#Report%20on%20the%20Leave

“A 12‐month research leave at 82.5 per cent salary may be granted after 6 years of continuous service as a librarian

at the University. Alternatively, a 6‐month research leave at full salary may be granted after 6 years of continuous

service at the University.” (Article 51, Research and Study Leave, Policy for Librarians)

“A faculty member on 50 percent or greater appointment shall he entitled to apply for research leave of twelve

(12) months at eighty‐two and one‐half (82.5) percent salary after every six years of service at the University of

Toronto. Such leave shall not be unreasonably denied.” (Article 4, Research and Study Leaves, MoA)

2. Counting Next Research Leave

a. Regular Leave

“The Research Leave clock is reset at zero once a research leave has been taken.”

http://aapm.utoronto.ca/research‐and‐study‐leave#Salary%20Options

Therefore, the count for a 3‐year or 6‐year leave commences on the day after the last day of the research leave.

There are exceptions to this.

b. Deferred Leave at the Request of Unit Head

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“Individuals who delay their leaves at the request of the Unit Head should receive credit for the year of service and

should then be allowed to apply a year earlier for their subsequent leave.” http://aapm.utoronto.ca/research‐and‐

study‐leave#Salary%20Options

For example, if you had requested to take a leave on Oct. 17 but due to work needs the UNIT HEAD requests you

defer the leave on January 1, then when you calculate your next leave you begin to count from the END DATE of

the leave which would have commenced on Oct. 17 NOT January 1.

3. Deadline for Submitting Application for Research Leave

a. At Least 6 Months in Advance of Leave: “Applications for research and study leave shall be made

in writing to the Chief Librarian or department head with a copy to the Chief Librarian at least six

months in advance.”

OR

b. October 31 of the preceding academic year (many librarians follow this deadline in the UTL system), see AAPM http://www.aapm.utoronto.ca/research‐and‐study‐leave#Report%20on%20the%20Leave

c. USMC Librarians “9.1.3 Procedures (a) Members shall give written notice to the Dean of a research leave no later than twelve (12) months prior to the commencement of the leave.”

4. Timeline (Article 4, MoA)

a. Eligible: 6‐years after continuous service + permanent status

b. Request research leave for the DATE you are eligible to take it in order to set the clock according

to your eligibility. This way no time is lost. For example, if you are eligible for a leave January 15,

you do not want to request a leave for August 15, as you will lose 7 months when counting your

‘next’ leave.

c. Apply: at least 6 months prior to 6‐year anniversary (PL) OR Oct. 31 in preceding academic year

(MoA)

d. Notice of decision: If Oct. 31 deadline used, word is usually relayed by December 31 (MoA)

e. Final confirmation given prior to March 31 (MoA)

f. Complete annual review documents (UTFA’s recommendation ‐ add PDAD memo ref)

g. Submit research leave Final Report (check provost website 3 months) (AAPM)

5. USMC‐AC see Appendix A

6. Counting Split Research Leaves

“Occasionally, the Provost's Office receives requests to split research leaves into two 6 month parts (at 82.5% of

salary) not taken consecutively. The normal way such requests are treated is that the individual's research leave

clock does not start to calculate service time toward a next leave until both halves of the current research leave

have been completed.” AAPM, Research and Study Leave, http://www.aapm.utoronto.ca/research‐and‐study‐

leave#Report%20on%20the%20Leave Sept. 11, 2013.

The EXCEPTION is when a supervisor requests that a 12‐month leave be split into two 6‐month leave. Then the

clock begins ticking at the end of the 12‐month period from the start of the approved research leave. Ensure you

have this in writing from your supervisor.

Salary and Research Leaves

1. First Research Leave

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“Option C:12‐month leave at 90% of salary following a successful tenure review, promotion to Senior Lecturer or

promotion to Librarian III [refers to FIRST LEAVE]” AAPM , http://www.aapm.utoronto.ca/research‐and‐study‐

leave#Report%20on%20the%20Leave

2. Salary Increases

“The status of librarians on research and study leave is protected with respect to salary increases

and promotion.” (Article 52, Policy for Librarians)

Splitting Research Leaves

1. Policies for Librarians and AAPM

No mention is made of restricting a leave to either 6 or 12 months in the Policy for Librarians. The Policy for

Librarians does state: “Neither study leave nor research leave need be taken in a single unbroken period. Subject

to the above provisions leave shall not be unreasonably denied.” (Article 51, Policy for Librarians) See also Practice

below.

“Occasionally, the Provost's Office receives requests to split research leaves into two 6 month parts (at 82.5% of

salary) not taken consecutively. The normal way such requests are treated is that the individual's research leave

clock does not start to calculate service time toward a next leave until both halves of the current research leave

have been completed.” AAPM http://www.aapm.utoronto.ca/research‐and‐study‐leave#Librarians For exceptions

see, Deferred

2. Practice

Under the Chief Librarian, Carole Moore (1986‐2011), arrangements were made by some librarians to split a leave

into part‐time, enabling them to continue maintaining the basic responsibilities in their areas. This was especially

true of selectors whose responsibilities could not be easily allocated to a contract person nor easily taken on by

other selectors, given the specialized nature of these areas. Practice in the central system has been to split

research leaves according to agreements with supervisors and/or department heads. Faculty have also been

known to split a 6‐month leave into 3 months leaves (single term leaves), thus allowing for teaching needs in the

department to be met.

Salary and Benefits During Research Leaves

“The status of librarians on research and study leave is protected with respect to salary increases and promotion. Staff benefits shall continue on the same basis during the leave.” (article 52, Policy for Librarians), see Research Leave Options Research Leaves and Grants “Librarians granted research leave may receive a portion of their salary while on leave in the form of a research

grant, under the same terms and conditions as members of the teaching staff. Librarians granted study leave for

work leading to a degree may, on the recommendation of the Chief Librarian, receive a portion of their salary

while on leave as a fellowship.” (Article 54, Policy for Librarians)

Update: Currently, due to changes by Revenue Canada the Self‐Funded Grants are not available, effective

September 2013.

Criteria for Granting Research Leaves

1. Policies for Librarians

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“Research leave may be granted when the librarian has demonstrated the potential to benefit from the leave, and when the research proposed can be made use of in the librarian's continuing employment with the University.” (Article 52, Policy for Librarians)

2. USMC Librarians

“9.2.1. Research Leave. (b) Such research leave may be granted when the Librarian has demonstrated the potential to benefit from the leave, and when the research proposed can be made use of in the Librarian's continuing employment with the University.”

3. Practice

Given the diverse areas of specialization in the UTL system, librarians have historically undertaken research projects related to their areas of expertise, background and education and in areas related to the profession. See also sections on Academic Freedom and the definitions for Scholarship.

Applications for a Research Leave


There is no mention of what constitutes an application in the Policy for Librarians. It does state: “Requests for

leave shall include a statement of the research and studies the librarian proposes to undertake…” (Article 53,

Policy for Librarians)

2. Memorandum of Agreement

“Requests for research leave should be accompanied by a statement of the research and scholarship the faculty

member proposes to undertake and at the conclusion of the leave a report of the research and scholarship shall be

required by the chair, dean or principal.” (Article 4, MoA)

3. USMC Librarians

“9.1.3 Procedures. a)...The notice shall specify the duration of the leave and shall be accompanied by a research

leave plan, including a statement of the research and scholarship the Faculty Member proposes to undertake and

an updated curriculum vitae.”

4. Faculty Guidelines

“Each request from you for leave must be accompanied by a statement of the research and scholarship the faculty member proposes to undertake. This statement should be in sufficient detail to allow you to assess the feasibility of the project. While it is important to respect the academic freedom of the faculty member in the selection of the topic and the approach taken to the research, your review should evaluate the project and offer suggestions where necessary for improvement. The Memorandum states that leaves shall not unreasonably be denied; thus it is expected that the majority of requests will receive your recommendation for approval. Nonetheless, in circumstances where a research proposal is not well formulated, or where the research record of the individual is such that you believe that the project will not be carried out, or not produce a scholarly result, you should consider denying the request. In such cases, a reason for the denial should be given to the faculty member as well as being communicated for information to this office.” (Approval of the Proposal by the Unit Head, AAPM, http://aapm.utoronto.ca/research‐and‐study‐leave#Leave%20Options )

5. UTFA Recommendations

Ensure you have thoroughly researched your topic, completed the literature background and have explained succinctly the process and methodology to be employed in the research project. Ultimately, the final product of your research leave should be a contribution to your profession or area of expertise. UTFA recommends that you

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read the guidelines given to faculty when researching research leaves given that the Policy for Librarians does not address this issue.

There is also the form or template used by faculty in the St. George Arts & Sciences, Appendix D. This template is used by some of the departmental librarians in the UTL system. See also the excel form Request for Leave Form on the AAPM site, http://aapm.utoronto.ca/research‐and‐study‐leave#Leave%20Options and it is attached as Appendix C.

6. Practice

Discussion amongst librarians has shown that research requests take different formats, as do the faculty requests. The more research underlying the project, the stronger the application. Obviously, if you can demonstrate there is a need for this scholarship and it will be a contribution valued by your peers or your subject area or the profession, then you will have a strong application. Any stage or resulting format that involves peer reviews will be beneficial and will strengthen your application. Approving Research Requests


“Applications for research or study leave are made in writing to the Chief Librarian or department head (with

a copy to the Chief Librarian) at least six months in advance of the leave…” and “Recommendation for leave by the

Chief Librarian or department head requires the approval of the Vice‐President and Provost. “ (Article 53, Policy for

Librarians)

“…Subject to the above provisions leave shall not be unreasonably denied.” (Article 51, Policy for Librarians)

2. Memorandum of Agreement

“Every request for research leave requires the approval of the Vice‐President and Provost of the University.”

(Article 4, MoA)

3. AAPM

“Recommendations for leave require the approval of the Vice President and Provost.” (Research and Study Leave

for Librarians, AAPM, http://aapm.utoronto.ca/research‐and‐study‐leave#Leave%20Options )

4. USMC Librarians

“9.1.3. Procedures. (b) If the Dean finds, during his/her initial consideration, that the member's research leave plan does not serve the purpose of research leaves as set forth in Article 9.1.1 (Purpose), the Dean shall write to the member within thirty (30) calendar days, with a copy to the Association, asking for more information. If, after receiving the information, the Dean determines that the member has not met the criteria, the Dean may deny the research leave and provide a statement of reasons to the member, with a copy to the Association.”

Deferring a Research Leave

1. MoA and AAPM

The Policies for Librarians makes no mention of deferring a research leave. In these cases, refer to the MoA where

there is a policy. Ensure the arrangements agreed upon are received in writing.

MoA

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“(d) A faculty member who is entitled to apply for a research leave under (a), above, may request that he or she

defer the leave by up to one year. Such request shall not be unreasonably denied; and, where the request has

been granted. the period of time between the date on which the leave would have commenced in the absence of

the deferment and the actual date on which the leave commences, to a maximum of one year, shall be credited as

“service to the University” for purposes of calculating the faculty member’s accrued service in respect of the

faculty member’s next research and study leave application…” (Article 4, MoA)

AAPM

There are two sections that pertain to deferring leaves in the AAPM: Deferring a Leave and Banking of Leaves, see

http://aapm.utoronto.ca/research‐and‐study‐leave#Leave%20Options

2. USMC Librarians

“9.1.3. Procedures. (c) The Dean may defer a research leave for up to one (1) year if he/she determines that the effective functioning of the Division cannot be ensured during the member's proposed leave. In this event, the Dean shall notify the member in writing within thirty (30) calendar days, with a copy to the Association, of the reasons for the deferral and the length of the deferral. (d) A Faculty Member who is entitled to apply for a research leave under Article 9.1.2 above, may request that he or she defer the leave by up to one year. Such request shall not be unreasonably denied. Where the request has been granted, or where the Dean has deferred the leave under 9.1.3(c) above, the period of time between the date on which the leave would have commenced in the absence of the deferment and the actual date on which the leave commences, to a maximum of one year, shall be credited as service to the University for purposes of calculating the Faculty Member's accrued service in respect of the Faculty Member's next research leave application.”

Staffing and Coverage During Leaves

“In granting such leave, the Chief Librarian (or other administrative officer) shall ensure that the staffing

requirements are adequately met.” (Article 51, Policy for Librarians)

“The Chief Librarian will ensure that staffing requirements are adequately met when approving such leave.” AAPM,

Research and Study Leave, http://www.aapm.utoronto.ca/research‐and‐study‐

leave#Report%20on%20the%20Leave Sept. 11, 2013.

“Contractually limited‐term appointments should normally be used only in hiring for special projects of limited

duration or for temporary replacements for librarians on leave.” (Article 48, Policy for Librarians)

PTR and Scholarship

No reference to PTR and scholarship exist in the Policy for Librarians and the MoA.

The reference to PTR and research leaves appears on the AAPM website,

http://www.aapm.utoronto.ca/academic‐salary‐administration#_Toc288214908 :

“Staff on Research and Study Leave

Staff members who are on research and study leave during the academic year should be assessed with reference

to the standards applicable to the leave activity and only on those criteria which are appropriate in light of the

work planned for their leave. As a research and study leave plan has been approved for each individual an

evaluation should take into account the degree to which the objectives of the plan have been realized[often this

documentation is submitted while the leave is ongoing. Account for progress ‘todate’ and remit final results in the

FINAL REPORT] or where the objectives have changed during the course of research, the degree to which the

15

research has advanced. Some staff may remain engaged in teaching, graduate supervision and/or service activities

while on a research and study leave and unit heads should use their discretion in such situations in determining

what recognition is warranted in the PTR determination.

Faculty on research and study leave should be awarded a merit amount appropriate to their accomplishments and

should not simply be awarded the average for the unit. The PTR amount is not to be adjusted downwards for full‐

time staff, despite the fact that they may have been receiving less than full salary while on leave. For part‐time

staff, the amount should be pro‐rated to the percentage of FTE that the person normally receives when not on

leave.”

Please Also Note the following: (this appeared on April 16, 2012 in a reference to this webpage on #52 PDADC

Memo from Provost’s Office, entitled PTR MERIT AND SALARY INCREASE INSTRUCTIONS)

“Faculty on research and study leave must also provide an annual activity report that gives details of

their progress in relation to the research and study leave proposal which was submitted prior to the

approval of their leave.” http://aapm.utoronto.ca/academic‐salary‐administration#_Toc288214896

“Normally, no PTR award should be given if the individual has not supplied the appropriate

information.” http://aapm.utoronto.ca/academic‐salary‐administration#_Toc288214896

Deadlines:

March 31. “Unit head requests Annual Activity Report and Paid Activity Report from all faculty members and

librarians.” Academic Administrative Procedures Manual Research and Study Leave. URL:

http://www.aapm.utoronto.ca/research‐and‐study‐leave#Report%20on%20the%20Leave Sept. 11, 2013.

April 31. “Faculty and librarians submit their Annual Activity Report and Paid Activity Report to the unit head.”

Academic Administrative Procedures Manual Research and Study Leave. URL:


July 1. “Written notification of performance assessment and PTR award must be received by faculty and

librarians” Academic Administrative Procedures Manual Research and Study Leave. URL:


Annual Reviews and Research Leaves

1. AAPM

“An individual should also include information on the direction of his or her research, where needed

[reference to Annual Activity Report]…Faculty on research and study leave must also provide an annual

activity report that gives details of their progress in relation to the research and study leave proposal

which was submitted prior to the approval of their leave.” (Material Provided by Faculty and Librarians,

Annual Activity Report, AAPM, http://aapm.utoronto.ca/academic‐salary‐

administration#_Toc288214897 )

2. Practice

In practice, librarians have been told it is not necessary to remit an activity report when on research leave. They

would receive the same remuneration / PTR as the previous years. After this announcement came from the Vice‐

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Provost’s Office, Edith Hillan, PDAD&C #52, 2011‐12 UTFA advised all members to ensure an activity report was

submitted, see http://www.provost.utoronto.ca/public/pdadc/2011_to_2012/52.htm .

Best practice would be to report the ‘progress’ todate. Final results in the Final Report.

Final Report


“…and upon return [from research leave] a report of the research and scholarship accomplished shall be provided

to the Chief Librarian or the department head with a copy to the Chief Librarian.” (Article 53, Policy for Librarians)

2. AAPM

“At the conclusion of the leave, a report on the research and scholarship undertaken is required. This is an important part of the policy and it is the responsibility of the Unit Head to ensure that such reports are filed.” (Report on the Leave, AAPM, http://aapm.utoronto.ca/research‐and‐study‐leave#Leave%20Options )

3. USMC Librarians

“(f) During the first academic semester after returning from paid leave, a Faculty Member shall provide to the Dean a written report of activities undertaken and objectives accomplished while on paid leave.”

What should the final report state? The final report is a summary of the research you undertook during your leave.

Practice has shown that a wide range of different reports are submitted by both faculty and librarians. A successful

report should outline your accomplishments, discoveries, and what you believe were valuable achievements to the

discipline or subject undertaken. The final report is a review of your accomplishments, based on your expertise and

qualifications. The final report should reflect your contribution to academic scholarship. It may also reflect

changes, new discoveries and insights that have changed the direction of your research project. This is a normal

outgrowth of research.

Important and Related Documents

1. Academic Freedom (Article 5, MoA) “The parties to this Agreement acknowledge that the University is committed to the pursuit of truth, the advancement of learning, and the dissemination of knowledge. To this end, they agree to abide by the principles of academic freedom as expressed in the following statement: academic freedom is the freedom to examine, question, teach, and learn, and it involves the right to investigate, speculate, and comment without reference to prescribed doctrine, as well as the right to criticize the University and society at large. Specifically, and without limiting the above, academic freedom entitles faculty and librarians to: (a) freedom in carrying out their activities: (b) freedom in pursuing research and scholarship and in publishing or making public the results thereof; and (c) freedom from institutional censorship. Academic freedom does not require neutrality on the part of the individual nor does it preclude commitment on the part of the individual. Rather academic freedom makes such commitment possible. “

2. Discrimination (UofT Public Statement, Prohibited Discrimination and Discriminatory Harassment, URL: http://www.governingcouncil.utoronto.ca/policies/harass.htm ) Accessed Sept. 2013.

3. Discrimination & Research (Article 9, No Discrimination, MoA)

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“The parties [UTFA and UofT Council] agree that there shall be no discrimination, interference, restriction, or coercion exercised or practised toward any faculty member or librarian in respect to salaries, fringe benefits, pensions, rank, promotion, tenure, reappointment, dismissal, research or other leaves, or any other terms and conditions of employment by reason of age (except for retirement as provided for in this Agreement), race, creed, colour, national origin, citizenship, religious or political affiliation or belief, sex, sexual orientation, marital status andlor family relationship, place of residence, membership or activity in the Association, or any activity pursuant to the principles of academic freedom set out in Article 5.”

2. Freedom of Speech and Freedom of Association URL:

http://find.utoronto.ca/search?q=In+policies+approved+by+the+Governing+Council%2C+the+University+

community+has+held+that+the+essential+purpose+of+the+University+is+to+engage+in+the+pursuit+of+t

ruth%2C+the+advancement+of+learning+and+the+dissemination+of+knowledge.+To+achieve+this+purpo

se%2C+&submit=Search&output=xml_no_dtd&ie=UTF‐8&oe=UTF‐

8&client=default_frontend&proxystylesheet=default_frontend&as_sitesearch=www.governingcouncil.uto

ronto.ca Accessed Sept. 2013.

“In policies approved by the Governing Council, the University community has held that the essential purpose of the University is to engage in the pursuit of truth, the advancement of learning and the dissemination of knowledge. To achieve this purpose, all members of the University must have as a prerequisite freedom of speech and expression, which means the right to examine, question, investigate, speculate, and comment on any issue without reference to prescribed doctrine, as well as the right to criticize the University and society at large. The purpose of the University also depends upon an environment of tolerance and mutual respect. Every member should be able to work, live, teach and learn in a University free from discrimination and harassment. The existence of an institution where unorthodox ideas, alternative modes of thinking and living, and radical prescriptions for social ills can be debated contributes immensely to social and political change and the advancement of human rights both inside and outside the University. Often this debate may generate controversy and disputes among members of the University and of the wider community. In such cases, the University's primary obligation is to protect the free speech of all involved. The University must allow the fullest range of debate. It should not limit that debate by preordaining conclusions, or punishing or inhibiting the reasonable exercise of free speech. Of necessity, there are limits to the right of free speech, for example, when members of the University use speech as a direct attack that has the effect of preventing the lawful exercise of speech by members or invited guests, or interfering with the conduct of authorized University business, the University may intervene. Similarly, although no member of the University should use language or indulge in behaviour intended to demean others on the basis of their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, handicap, age, marital status, family status, the receipt of public assistance or record of offence, the values of mutual respect and civility may, on occasion, be superseded by the need to protect lawful freedom of speech. However, members should not weigh lightly the shock, hurt anger or even the silencing effect that may be caused by use of such speech. The right to free speech is complemented by the right of freedom of association. The right to free speech extends to individuals cooperating in groups. All members have the freedom to communicate in any reasonable way, to hold and advertise meetings, to debate and to engage in peaceful assemblies and demonstrations, to organize groups for any lawful activities and to make reasonable use of University facilities, in accordance with its policies as they are defined from time to time and subject to the University's rights and responsibilities.

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This policy statement does not exhaust University policy with respect to freedom of speech and is not intended to amend or qualify University policies on academic freedom, as currently expressed, for example, in Article 5 of the Memorandum of Agreement between the University of Toronto and the University of Toronto Faculty Association.”

Defining Scholarship for Academic Librarians (ACRL) – Further Definitions

3. ACRL Guidelines pertain to primarily information studies, see

http://www.ala.org/acrl/publications/whitepapers/academiclibrarianship

(Quote from ACRL, Sept. 5, 2013) As previously noted, a major proportion of the work done by librarians qualifies

as scholarship.

Inquiry. Librarians have applied a wide range of quantitative and qualitative research methodologies in advancing

the discipline's knowledge base. They engage in the scholarship of inquiry in order to apply their findings to the

everyday challenges of providing library services. Especially important areas of inquiry for librarians include:

1. conducting citation studies; 2. analyzing how people seek and use information; 3. constructing means for organizing bodies of data and information, and designing methods for precise and

efficient information retrieval; 4. establishing methods for evaluating the effectiveness of library services and processes; 5. researching the effects of environment and library practices on the "life span" of the various information

media found in libraries; 6. discovering the communication modes and related factors that lead to the most effective reference

interview, one that has the best chance of determining any given user's precise information needs; 7. preparing analytical bibliographies; 8. investigating the history of the book and recorded knowledge.

Integration. Academic librarianship has drawn upon a wide range of other disciplines for knowledge that informs

and transforms library work. The considerable extent to which academic librarians integrate knowledge from other

fields makes for a highly interdisciplinary profession.

Examples of the integration of knowledge from other fields into the scholarship and practice of librarianship

include:

drawing upon learning theory in order to design effective instruction;

employing communication theory to improve the reference interview and establish sound communication throughout the library organization;

applying the findings of ergonomic studies to the design of space for library users and personnel that will be conducive to human work and comfort;

protecting for future generations of scholars the library's collections from environmental and usage‐imposed dangers by means of preservation techniques;

assisting users by interpreting and analyzing the components of their information needs and helping construct efficient and comprehensive research strategies, which often requires a thorough knowledge of the literature of several disciplines;

integrating administrative and management techniques into the operation of a complex service organization;

advising fellow faculty about the constraints of copyright and the allowances for educational fair use of copyrighted materials in print and multimedia formats.

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Pedagogy of Teaching. The scholarship of teaching involves developing, testing and improving pedagogical

techniques for meeting library instruction objectives, and communicating to peers the results of testing the

techniques.

Application. Academic librarianship applies the theory and knowledge gained through inquiry, integration, and

pedagogical experimentation to meeting the research and learning needs of the academic community. By

employing the results of the scholarship exemplified in the foregoing sections, academic librarians attempt to

improve and refine their processes and programs. Many librarian activities typically reported in "Librarianship"

sections of dossiers could equally well be described as the scholarship of application. For instance, descriptions of

typical cataloger, bibliographer, and other similar librarian activities can benefit from using the ideas and language

of Boyer and Rice.

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Appendix A

Excerpts from University of St. Michael’s College Collective Agreement for Faculty and Librarians

*Note that ‘faculty’ in the USMC refers to both faculty and librarians. Collective Agreement between the Collegium of the University of St. Michael's College and the University of Toronto Faculty Association October 5, 2012‐ June 30, 2014 ARTICLE 9 ‐ RESEARCH LEAVE AND FUNDING SUPPORT 9.1 Research Leave 9.1.1 Purpose (a) Research leaves are intended to assist Faculty Members in scholarship, including research and creative professional work, and pedagogical pursuits that are beneficial to the member and the University. Such pursuits may include advanced study, research, scholarly writing, and the widening of professional and ecclesial contacts. (b) All Faculty Members who hold a tenured appointment have the right to take research leaves under this Article. Research leave involves leave from teaching and service duties at the University for the duration of the leave. Research leaves are normally for a half year (6 months) or a full year (12 months). 9.1.2 Calculating Research Leaves (a) A Faculty Member shall, subject to Article 9.1.3, be entitled to a one‐year research leave with pay at 82.5 percent of his/her salary, following six years' service or return from a previous paid leave. Such leave will normally commence on July 1. (b) As an alternative to that provided in (a), a Faculty Member may elect a research leave of six months, at full salary, after the same period of service. Such leave may commence either July 1 or January 1, subject to the approval of the Dean. (c) Subsequent to the first leave taken under (a) or (b) above, a Faculty Member may, thereafter, as an alternative to both the provisions in (a) and (b), subject to the approval of the Dean, apply for a research leave for a 6 month period, commencing January 1 or July 1, after every 3 years of service at 82.5% of salary. In the event such leave is selected, the research leave provisions in (a) and (b) will only apply following six years from return from a leave under this subsection (c). 9.1.3 Procedures (a) Members shall give written notice to the Dean of a research leave no later than twelve (12) months prior to the commencement of the leave. The notice shall specify the duration of the leave and shall be accompanied by a research leave plan, including a statement of the research and scholarship the Faculty Member proposes to undertake and an updated curriculum vitae. (b) If the Dean finds, during his/her initial consideration, that the member's research leave plan does not serve the purpose of research leaves as set forth in Article 9.1.1 (Purpose), the Dean shall write to the member within thirty (30) calendar days, with a copy to the Association, asking for more information. If, after receiving the information, the Dean determines that the member has not met the criteria, the Dean may deny the research leave and provide a statement of reasons to the member, with a copy to the Association.

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(c) The Dean may defer a research leave for up to one (1) year if he/she determines that the effective functioning of the Division cannot be ensured during the member's proposed leave. In this event, the Dean shall notify the member in writing within thirty (30) calendar days, with a copy to the Association, of the reasons for the deferral and the length of the deferral. (d) A Faculty Member who is entitled to apply for a research leave under Article 9.1.2 above, may request that he or she defer the leave by up to one year. Such request shall not be unreasonably denied. Where the request has been granted, or where the Dean has deferred the leave under 9.1.3(c) above, the period of time between the date on which the leave would have commenced in the absence of the deferment and the actual date on which the leave commences, to a maximum of one year, shall be credited as service to the University for purposes of calculating the Faculty Member's accrued service in respect of the Faculty Member's next research leave application. (e) A Faculty Member's first work obligation while on research leave is the fulfillment of the terms of her/his leave duties. Faculty Members may engage in outside employment while on paid leave only to the extent that such employment does not interfere with the Faculty Member's leave obligations to the University. Such Faculty Member shall advise the Dean prior to undertaking any outside employment while on paid leave. The provisions in Article 5.2 (Outside Professional Activities) shall apply to outside professional activities performed by a Faculty Member while he or she is on leave. (f) During the first academic semester after returning from paid leave, a Faculty Member shall provide to the Dean a written report of activities undertaken and objectives accomplished while on paid leave. 9.2 Librarian Research Leave and Research Days 9.2.1 Research Leave (a) Subject to subsection 0, full time Librarians who hold permanent status shall be entitled to a research leave under the same terms as apply to Faculty Members under Article 9.1 above, with references to the Dean being read as to the Director. (b) Such research leave may be granted when the Librarian has demonstrated the potential to benefit from the leave, and when the research proposed can be made use of in the Librarian's continuing employment with the University. 9.2.2 Librarian Research Days (a) Librarians shall be entitled to ten (10) research days each academic year to pursue scholarship, research and/or professional development. (b) Librarians shall inform the Director at least one (1) week in advance of when these days will be taken. (c) Research days may be accrued and carried forward into future years.

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Appendix B

Excerpts from Memorandum of Agreement between Board of Regents of Victoria College and The Faculty and

Librarians of Victoria University as Represented by the Victoria Chapter of the University of Toronto Faculty

Association (June 30, 2006)

From: www.vicu.utoronto.ca/Assets/VICU+Digital+Assets/Human+Resources/Vic+UFTA+agreement.pdf 13.6. Research and Study Leave All full‐time librarians having permanent status shall be eligible to apply for research or study leave. In granting such leave, the Chief Librarian shall ensure that the staffing requirements are adequately met. Study leave, i.e., registration in a formal program of studies, whether or not it leads to a degree, may be granted when the program of studies is of mutual benefit to the librarian and the Library. The amount of paid study leave which may be granted shall be determined by length of continuous service: After 3 years – 6 months After 4 years – 8 months After 5 years – 10 months After 6 years or more – 12 months During a study leave, the librarian shall receive 50 per cent salary. Research leave may be granted when the librarian has demonstrated the potential to benefit from the leave, and when the research proposed can be made use of in the librarian’s continuing employment with the University. A 12‐month research leave at 82.5 per cent salary may be granted after six years of continuous service at the University. Alternatively, a six‐month research leave at full salary may be granted after six years of continuous service at the University. As an alternative and subsequent to the first leave above, a six‐month leave at 82.5 per cent salary may be granted after every three years of service. The choice of option shall rest with the librarian and should be specified at the time application is made. Research leave and study leave entitlements are alternative not cumulative. Neither leave shall be regarded as a break in continuous service. Neither study leave nor research leave need be taken in a single unbroken period. Subject to the above provisions leave shall not be unreasonably denied. The status of librarians on research and study leave is protected with respect to salary increases and promotion. Staff benefits shall continue on the same basis during the leave. Applications for research and study leave shall be made in writing to the Chief Librarian at least six months in advance. Requests for leave shall include a statement of the research and studies the librarian proposes to undertake, and upon return a report of the research and scholarship accomplished shall be provided to the Chief Librarian. Librarians granted research leave may receive a portion of their salary while on leave in the form of a research grant, under the same terms and conditions as members of the teaching staff. Librarians granted study leave for work leading to a degree may, on the recommendation of the Chief Librarian, receive a portion of their salary while on leave as a fellowship. If additional funds are received from other sources, the amount of salary is adjusted so that the total remuneration does not exceed 100 per cent of salary plus a reasonable amount for travel and research. This document does not apply to part‐time librarians (i.e., to those appointed at less than 75 per cent of full‐time employment). Policies for part‐time librarians which are compatible with the foregoing shall be developed.

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Appendix C Request for Leave Form

(from AAPM)

Request for Leave [Provide Academic Year, e.g. 2013‐14]

FACULTY: ___________________________________

DEPARTMENT: ___________________________________

DATE: ___________________________________

Personnel No.

NAME Type of Leave (R&S leave; Admin Leave; Unpaid Leave…)

Duration of Leave (6 months, 1 year)

PERIOD OF LEAVE (Ex. Jan 1, 2013‐June 30, 2013)

PORTION OF SALARY

PERIOD & TYPE OF MOST RECENT LEAVE

APPOINTMENT DATE

REMARKS

APPENDIX D Research & Study Leave Request Form—Professorial-Stream Faculty (Form A2)

PROFESSORIAL RESEARCH AND STUDY LEAVE REQUEST FORM FOR THE 2010-2011 ACADEMIC YEAR

THIS REQUEST FORM SHOULD ONLY BE USED FOR REGULAR PAID SABBATICAL LEAVES.

PLEASE TALK TO YOUR CHAIR/DIRECTOR IF YOU ARE THINKING ABOUT ANY OTHER TYPE OF LEAVE. NAME: RANK: FTE: ACADEMIC UNIT: BUDGETARY CROSS APPOINTMENT (if applicable):

(In the case of budgetary cross appointments, request forms should be sent to the head of the home appointment unit (“home dept.”),

and an additional copy -marked as such- provided to the other academic unit head for information purposes). PERIOD OF LEAVE AND SALARY REDUCTION ARRANGEMENT REQUESTED. (In all cases, salary reduction begins in the 1st month of leave.) Please check one:

Full Leave (requires 6 years of service):

12 months leave, receive 82.5% of regular salary for 12 months.


6 months leave, receive 100% of regular salary for 6 months.

Half Leave (requires 3 years of service):


6 months leave, receive 91.25 of regular salary for 12 months.

START DATE: please check one

Date of last paid research and study leave (please indicate start and end dates): Date(s) of any administrative leave(s) taken since last paid research and study leave (please indicate start and end dates):

July 1, 2010 January 1, 2011

Date(s) of any unpaid leave(s) taken since last paid research and study leave (please indicate start and end dates): Any other leave(s) taken that may affect your present sabbatical leave entitlement (please indicate start and end dates): Any leave credit owing from before your last sabbatical (please document):

Did you submit a leave report to your Chair/Director upon completion of your previous paid research and study leave?

YES NO

Most Significant Research Accomplishments (and/or Creative Professional Accomplishments, if applicable) since most recent paid research and study leave (e.g., publications, conference presentations, special projects, reports). List a maximum of 8. For publications, indicate whether published/accepted, refereed/non-refereed, co-author(s) if any, with title, journal/publisher, date (if published), and length.

Research and study leave proposal (please give details: maximum 400 words):

Expected date of completion of leave project(s):

Expected form(s) of dissemination of leave project(s) (e.g., book, articles, conference papers, reports, exhibitions, curricular development):

Any other relevant information:

The New Research & Study Leave Provision for Tenure-Stream and Teaching Stream Faculty and Librarians: Effective 1st July 2013 November 2012 Research and Study leave at the University of Toronto is governed by the following policies and guidelines:

• Memorandum of Agreement, Article 4 • Policies for Librarians, Paragraph 51 • Provost’s Guidelines for Research and Study Leave

Effective 1st July 2013, the University and the Faculty Association have agreed that compensation for 12 month Research and Study leaves will be at 90% of salary (rather than 82.5%) for the following faculty and librarians only:

1. For tenured faculty, the first research and study leave following a successful tenure review and promotion to associate professor;

2. For teaching stream faculty, the first research and study leave following a successful promotional review and promotion to senior lecturer;

3. For librarians, the first research leave following a successful permanent status review and promotion to Librarian III.

All normal requirements and procedures for research and study leaves will continue to apply to these leaves. In order to be considered for research and study leave, a faculty member or librarian is normally required to have completed six years of service at the University of Toronto. Frequently Asked Questions 1. Who is the new research and study leave provision applicable to?

• For tenured faculty, the new provision applies to the first leave following a successful tenure review and promotion to Associate Professor.

• For teaching stream faculty, the new provision applies to the first leave following successful review and promotion to Senior Lecturer.

• For librarians, the new provision applies to the first research leave following successful permanent status review and promotion to Librarian III.

2. I came to the University as an Associate Professor and have recently had a successful

tenure review. Is this provision applicable to me?

No, the provision is only applicable to those faculty eligible to take their first research and study leave following successful tenure review and promotion to Associate Professor.

3. I’m eligible to take a research and study leave starting 1st July 2013, is this provision applicable to me?

If this is your first research & study leave following your award of tenure and promotion to Associate Professor, or your first research and study leave following a successful promotion to Senior Lecturer, then you will be eligible for 90% salary during the leave.

4. I have recently been tenured/promoted and am taking my first leave as a split leave. The

second half of my leave is due to start on 1st July 2013, will I be eligible for the new provision for the second half of my leave?

No, the 90% salary during a research and study leave is not available for leaves that commenced prior to 1st July 2013.

5. Can I split my leave?

Yes, provided that you otherwise are eligible and are commencing your leave on or after 1st July 2013, the leave can be split into two six month parts as per the guidelines.

6. Can I spread my base salary over two years?

Yes, faculty members or librarians, who elect to take a twelve-month research leave, may request that their leave salary and their ‘regular’ salary to be earned in the next academic year be spread evenly over twenty-four months in accordance with the guideline. If you are eligible for the 90% leave, this means that rather than your salary being 90% for one year it will be 95% for two years, beginning at the start of your leave (e.g. 1st July 2013).

7. The new provision says that I have to have had a successful tenure/promotion review

before I can take a first leave at 90% salary. I am eligible to take a leave on the 1st July 2013 but am undergoing my tenure review this year. What happens if my tenure review is unsuccessful?

If your tenure review is unsuccessful, the new provision does not apply.

8. I am eligible to take a first leave on the 1st July 2013 but my tenure review committee has

recessed to gather more information and it is unlikely that I will know the outcome prior to the start of my leave. Will I still qualify for the new provision?

No, if you choose to take your first leave prior to a decision being reached on your tenure/promotion review, the leave will be compensated at 82.5% of salary. If, however, during your leave you are informed that your review has been successful, the new provision will apply and your salary increased to 90% of base salary. Any difference in salary will be adjusted retroactively.