Administrative Leave

The practice of the University with respect to administrative leaves is set out in Policy #21 – Appointment of Deans and Principals and Policy #22 – Appointments and Extensions of Appointments for Heads of Academic Units.

For Heads of Academic Units:

The accepted practice for administrative leaves for Heads of Academic Units is a year-long administrative leave at full salary and benefits upon the conclusion of a five-year term.

The following excerpt is from University Policy #22: Appointments and Extension of Appointments for Heads of Academic Units: “Recognizing that administrative leave is intended to provide a reasonable period of time for administrators who are returning to the academic ranks to focus on their scholarly and professional activities and to re-integrate with their disciplines before they resume their regular duties as faculty members, the Responsible Executive will grant an administrative leave, with full salary and benefits, the Head provided that: administrative leave will only be granted to the Head where the Head actually returns to active duty as a faculty member for at least one year immediately after the period of the administrative leave; and a Dean, in his or her discretion, may require a Head to set out the rationale for the administrative leave and how it will benefit the Academic Unit/University as well as the Head. A report on the activities and progress during the administrative leave may be required upon completion of the administrative leave.”

Policy #22 also sets out that “Where the Head has been granted an administrative leave…and the appointment of the Head is subsequently extended, any such administrative leave may be deferred and taken at the end of the extended term unless otherwise determined by the Responsible Executive. In addition, the Responsible Executive may, in his or her discretion, grant a further administrative leave, to be taken at the conclusion of the extended term; provided however that the total duration of administrative leaves granted in respect of an initial appointment and granted in respect of any extensions together must not exceed 18 months.”

Under Policy #22, “Where an administrative leave is granted, the time served as a Head and time taken on administrative leave will not be included in years of service for the purpose of calculating study leave”. In addition, “Any exceptions to these Procedures dealing with administrative leave may only be made with the written approval of the Responsible Executive.”

For Deans or the Principal of the College of Health Disciplines:

The following excerpt is from the 2005 version of Policy #21: “The Responsible Executive, may, as part of the terms of an appointment, grant a Dean or the Principal of the College of Health Disciplines, an administrative leave to be taken at the conclusion of the appointment. The Responsible Executive may, in his or her discretion, provide the Dean or Principal with his or her faculty salary and benefits during some or all of the administrative leave. Time on administrative leave will not be included in years of service for the purpose of calculating study leave. Any deviations from the provisions of these Procedures dealing with administrative leave for Deans or the Principal of the College of Health Disciplines may only be made with the express approval of the President.”

UBC Policy #23 sets out that “Where the Responsible Executive has granted an administrative leave, the Responsible Executive may, in his or her discretion, permit a Dean to defer up to a maximum of six months of that administrative leave to be taken at the end of the reappointment.”

Procedures

1. Administrative leave provisions should be clearly set out in the offer letter for the academic administrative position.

2. Please review the documentation required for processing an administrative leave.