1. Purpose

This procedure outlines the steps to be taken in applying for a University Funded Research Grant while on Sabbatical Leave in accordance with Academic Policy. Such a grant, if approved, is made in lieu of an equivalent amount of salary.

2. Procedure

In conjunction with the completion of a "Request for Leave of Absence" form the faculty member must:

  1. Prepare a description of the research to be undertaken during the sabbatical, including the possible location or locations at which the research may be conducted. The information should be in sufficient detail to allow for assessment by the University.
  2. Complete the "Request for Leave of Absence" form with description of the research attached, secure the Chair's and Dean's signatures, and forward to the Office of the Vice-President, Academic and Provost.
  3. If approved, the Vice-President, Academic and Provost will:
    • return one signed copy to the faculty member
    • forward one signed copy of the application to Payroll

Environment Sabbatical Application Procedures

  1. To ensure prompt processing of sabbatical applications, please read University Policy #3, "Leave of Absence for Faculty Members" very carefully before proceeding.
  2. Application should be made in writing through the department/school and the Dean no less than six months prior to the commencement date of the leave.
  3. Along with the appropriate leave form (available on the VP Academic & Provost website) please ensure that the following items are included:
    • an up-to-date CV;
    • a report from previous sabbatical, if applicable;
    • form regarding supervision of graduate students, if applicable;
    • completed form "Application for University Fund Research Grant while on Sabbatical Leave" (if applicable).

Note: Applications cannot be processed without all the necessary attachments.

"Early" Sabbaticals

"Early" sabbaticals, i.e. 6 months at 85% salary, can be taken after 3 years of service. Administrative credits can be used to enhance the salary, to maximum of 100%. Thus in order to increase salary to the maximum of 100% for a six-month "early" sabbatical, administrative service of 11 months is needed. For early sabbaticals, unused years of service credit count towards subsequent sabbatical leaves, and may not be taken in terms of salary equivalent.

Administrative Credit (Use of) for Sabbatical Salary Enhancement & 4 for 4 Exchange

Sabbatical accrual and administrative credit at UWaterloo

Six years of normal service makes an active faculty member eligible to apply for a 12-month sabbatical leave at 85% salary (or a 6-month leave at full salary), and three years of normal service makes an active faculty member eligible for a 6-month "early" sabbatical leave at 85% salary. In addition, administrative service as the Dean, Associate Dean, Chair, or Director provides administrative service credit equal to the term of the administrative appointment (i.e. a 3-year appointment equals 3 years' administrative credit).

Sabbatical Salary Enhancement

Administrative credit may be used as salary top-up, to bring the sabbatical salary to 100% of normal salary. (Currently, 1 year and 10 months of admin. Credit will enhance a 12 month leave to full salary.)

4 for 4 Exchange (or use of excess administrative credit)

Where faculty members have accrued a number of years' administrative credit, they may exercise the following option:

  • Four years of unused administrative service credit may be exchanged one-time only for four months of fully paid leave; such leave may be taken in advance of or subsequent to an approved sabbatical leave, allowing a faculty member to be away from campus for up to 16 consecutive months.
  • Unused administrative service credit of less than four years may be used only as salary top-up.

That is, one must have at least four years of unused administrative service credit in order to exchange it for a four-month paid leave, and such an exchange may occur only once during a faculty member's tenure at UWaterloo.


Last updated in March 2017

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