Human Resources
8:30am-4:30pm
East Campus 1
200 University Avenue West
Waterloo, ON, Canada N2L 3G1
519-888-4567, ext. 35935
Questions?
Please contact us at hrhelp@uwaterloo.ca with any questions or comments.
View the types of absences and leaves offered by the University below. Leaves offered by the Ontario government can be viewed on the Employment Standards Act (ESA) Leaves page.
For CUPE employees, view the Union Agreement (PDF) between the University of Waterloo and CUPE Local 793.
Vacation
Description
Vacations are pre-planned breaks from the workplace, mutually arranged between managers and employees and are meant to provide an opportunity for refreshment and rejuvenation.
Eligibility*
| Staff & Faculty in ongoing positions full-time/part-time including appointments contingent upon funding | Temporary appointments of at least one year | Temporary and definite-term full-time/part-time, casuals, and occasional employees |
|---|---|---|
|
Staff: Paid vacation days as per Policy 6 Faculty: Paid vacation days as per Memorandum of Agreement CUPE: Paid vacation days as per Collective Agreement |
Staff: Two weeks (10 days) for each completed year of employment, prorated for a part time appointment based on your FTE, or for a partial year of service. Note: The annual vacation entitlement increases to 15 days after 5 years of continuous service. Faculty: One month annually as per Policy 56. |
|
- Employee to initiate vacation time off directly in Workday
- Manager to review vacation request directly in Workday
- Managers approval is required in Workday
*Definitions
- Staff & Faculty in ongoing positions full-time/part-time (no end date) including appointments contingent upon funding. It also includes academic, post-doctoral fellow and research associate definite-term appointments equal to or greater than two years.
- All temporary appointments of at least one year. It also includes one year academic, post-doctoral fellow and research associate appointments. In cases where academic, post-doctoral fellow or research associates appointments are continued or extended, these appointments are treated as on-going for benefits purposes when two years of continuous employment is reached.
- Temporary and definite-term full-time/part-time (more than 3 months but less than 1 year), casuals (3 months or less) and occasional employees.
Sick leave
Description
Provides salary continuance during absence required due to non-occupational personal illness or injury medical verification required after 5 consecutive days of absence.
Eligibility*
| Staff & Faculty in ongoing positions full-time/part-time including appointments contingent upon funding | Temporary appointments of at least one year | Temporary and definite-term full-time/part-time, casuals, and occasional employees |
|---|---|---|
|
Staff & CUPE* (USG 5 or greater): 180 calendar days of sick leave Staff & CUPE* (USG 4 or lower): 90 calendar days of sick leave. After five years of service, one additional calendar day credited for each completed month worked. Maximum credited sick leave is 180 calendar days. Faculty: 180 calendar days of sick leave *CUPE have limited sick days during their probationary period |
6 working days per year, pro-rated if part-time/fractional load |
6 working days per year, pro-rated* *Does not apply to casual or occasional employees |
- Employee can initiate sick day request directly in Workday for absences less than 5 days
- For absences great than 5 consecutive days, please refer to the Disability Management Guide
- Staff & Faculty in ongoing positions full-time/part-time (no end date) including appointments contingent upon funding. It also includes academic, post-doctoral fellow and research associate definite-term appointments equal to or greater than two years.
- All temporary appointments of at least one year. It also includes one year academic, post-doctoral fellow and research associate appointments. In cases where academic, post-doctoral fellow or research associates appointments are continued or extended, these appointments are treated as on-going for benefits purposes when two years of continuous employment is reached.
- Temporary and definite-term full-time/part-time (more than 3 months but less than 1 year), casuals (3 months or less) and occasional employees.
Pregnancy leave
Description
Available to birth mothers whether they are full-time, part-time, permanent or on a fixed term contract.
Eligibility
Must have commenced employment with the University of Waterloo at least 13 weeks prior to the expected due date.
How to apply
Submit an absence request on Workday and select Pregnancy/Parental/Adoption > Pregnancy/Parental in the Type field. You will be required to attach a doctor’s note indicating the due date in the attachment field. Please submit this request ideally one month prior to the start of your leave, but at a minimum at least two weeks prior to the start of your leave.
Resources- For more information, visit the Pregnancy/Parental Leave Benefit Summary Table.
- Take a look at Frequently Asked Questions - Pregnancy/Parental Leave.
- Download the Pregnancy/Parental Leave Checklist (PDF) to help you prepare.
- View the Secretariat website for Policy 14 - Pregnancy and Parental Leaves (including Adoption).
Parental leave
Description
Available to new parents, whether they are full-time, part-time, permanent or on a fixed term contract.
Eligibility
Must have commenced employment with the University of Waterloo at least 13 weeks prior to the parental leave commencing.
How to apply
Submit an absence request on Workday and select Pregnancy/Parental/Adoption > Pregnancy/Parental in the Type field. You will be required to attach a doctor’s note indicating the due date in the attachment field. Please submit this request ideally one month prior to the start of your leave, but at a minimum at least two weeks prior to the start of your leave.
Resources- For more information, visit the Pregnancy/Parental Leave Benefit Summary Table.
- Take a look at Frequently Asked Questions - Pregnancy/Parental Leave.
- Download the Pregnancy/Parental Leave Checklist (PDF) to help you prepare.
- View the Secretariat website for Policy 14 - Pregnancy and Parental Leaves (including Adoption).
Self-funded leave
Description
Approved unpaid leaves of six months to one year may be self‑funded through a deferred salary leave agreement signed with the university.
Eligibility*
| Staff & Faculty in ongoing positions full-time/part-time including appointments contingent upon funding | Temporary appointments of at least one year | Temporary and definite-term full-time/part-time, casuals, and occasional employees |
|---|---|---|
|
Eligible |
Not eligible |
Not eligible |
How to apply
Must be requested 3 years in advance. To request this leave, please consult with your manager and HR Partner.
Notes
See Policy 39 - Leaves of Absence for Staff Members for more information.
*Definitions- Staff & Faculty in ongoing positions full-time/part-time (no end date) including appointments contingent upon funding. It also includes academic, post-doctoral fellow and research associate definite-term appointments equal to or greater than two years.
- All temporary appointments of at least one year. It also includes one year academic, post-doctoral fellow and research associate appointments. In cases where academic, post-doctoral fellow or research associates appointments are continued or extended, these appointments are treated as on-going for benefits purposes when two years of continuous employment is reached.
- Temporary and definite-term full-time/part-time (more than 3 months but less than 1 year), casuals (3 months or less) and occasional employees.
Emergency leave
Description
Personal Emergency Leave as per the Employment Standards Act has been replaced with the following three specific leaves (all unpaid and job protected):
- Sick leave – three unpaid days per calendar year for personal illness, injury, or medical emergency
- Family responsibility leave – three unpaid days per calendar year for an illness, medical emergency or urgent matter relating to certain relatives
- Bereavement leave – two unpaid days per calendar year because of a death of certain family members
Eligibility
| Staff & Faculty in ongoing positions full-time/part-time including appointments contingent upon funding | Temporary appointments of at least one year | Temporary and definite-term full-time/part-time, casuals, and occasional employees |
|---|---|---|
|
8 days off in total (first 3 days are paid and the remaining days are unpaid). |
8 days off in total (first 3 days are paid and the remaining days are unpaid). |
8 unpaid days off in total (3 days for sick leave, 3 days for family responsibility leave, 2 days for bereavement leave). |
How to apply
Let your manager know you will be absent and when possible, record the absence directly in Workday.
Notes
Emergencies are occasional, sudden and require immediate attention. While it may not be possible for an employee to determine arrangements for emergency leave with their department head/supervisor at the time of the emergency, they must inform their department at the time of their absence from work and communicate with their department head/supervisor during their period of absence. For more information, visit the Emergency Leave page on the Secretariat website.
*Definitions- Staff & Faculty in ongoing positions full-time/part-time (no end date) including appointments contingent upon funding. It also includes academic, post-doctoral fellow and research associate definite-term appointments equal to or greater than two years.
- All temporary appointments of at least one year. It also includes one year academic, post-doctoral fellow and research associate appointments. In cases where academic, post-doctoral fellow or research associates appointments are continued or extended, these appointments are treated as on-going for benefits purposes when two years of continuous employment is reached.
- Temporary and definite-term full-time/part-time (more than 3 months but less than 1 year), casuals (3 months or less) and occasional employees.
Long Term Disability (LTD)
Description
The LTD benefit is intended to provide income continuance when sick leave expires for all eligible employees.
Eligibility*
| Staff & Faculty in ongoing positions full-time/part-time including appointments contingent upon funding | Temporary appointments of at least one year | Temporary and definite-term full-time/part-time, casuals, and occasional employees |
|---|---|---|
|
Eligible |
Not eligible |
Not eligible |
How to apply
Please refer to the Disability Management Guide.
*Definitions- Staff & Faculty in ongoing positions full-time/part-time (no end date) including appointments contingent upon funding. It also includes academic, post-doctoral fellow and research associate definite-term appointments equal to or greater than two years.
- All temporary appointments of at least one year. It also includes one year academic, post-doctoral fellow and research associate appointments. In cases where academic, post-doctoral fellow or research associates appointments are continued or extended, these appointments are treated as on-going for benefits purposes when two years of continuous employment is reached.
- Temporary and definite-term full-time/part-time (more than 3 months but less than 1 year), casuals (3 months or less) and occasional employees.
Study leave
Description
Study leaves may be granted with full or partial salary. A study leave is defined as a leave of longer duration than the usual conference or short course, which may be attended by a employee with the approval of her/his department head.
Eligibility*
| Staff & Faculty in ongoing positions full-time/part-time including appointments contingent upon funding | Temporary appointments of at least one year | Temporary and definite-term full-time/part-time, casuals, and occasional employees |
|---|---|---|
|
Eligible |
Not eligible |
Not eligible |
How to apply
Complete the Staff Leave of Absence Request form.
*Definitions- Staff & Faculty in ongoing positions full-time/part-time (no end date) including appointments contingent upon funding. It also includes academic, post-doctoral fellow and research associate definite-term appointments equal to or greater than two years.
- All temporary appointments of at least one year. It also includes one year academic, post-doctoral fellow and research associate appointments. In cases where academic, post-doctoral fellow or research associates appointments are continued or extended, these appointments are treated as on-going for benefits purposes when two years of continuous employment is reached.
- Temporary and definite-term full-time/part-time (more than 3 months but less than 1 year), casuals (3 months or less) and occasional employees.
Unpaid leave
Description
An employee may request approval for an unpaid leave of absence. There must be an expectation that the employee will return to the university at the end of the requested unpaid leave. Normally, the duration of the leave will not exceed 12 months. Pension, benefit, and merit increase implications should be reviewed with Human Resources before an unpaid leave of absence is requested.
Eligibility*
| Staff & Faculty in ongoing positions full-time/part-time including appointments contingent upon funding | Temporary appointments of at least one year | Temporary and definite-term full-time/part-time, casuals, and occasional employees |
|---|---|---|
|
Eligible |
Not eligible |
Not eligible |
How to apply
Complete the Staff Leave of Absence Request form.
*Definitions- Staff & Faculty in ongoing positions full-time/part-time (no end date) including appointments contingent upon funding. It also includes academic, post-doctoral fellow and research associate definite-term appointments equal to or greater than two years.
- All temporary appointments of at least one year. It also includes one year academic, post-doctoral fellow and research associate appointments. In cases where academic, post-doctoral fellow or research associates appointments are continued or extended, these appointments are treated as on-going for benefits purposes when two years of continuous employment is reached.
- Temporary and definite-term full-time/part-time (more than 3 months but less than 1 year), casuals (3 months or less) and occasional employees.
Bereavement leave
Description
When a death occurs in an employee's family, reasonable time off will be granted. Normally, one to four calendar days' leave of absence is available to an employee who experiences a death in their family. Consideration of the need to arrange for and/or to attend the funeral or memorial service, or to take care of related obligations, will form the basis upon which the duration of the absence will be assessed.
Eligibility*
| Staff & Faculty in ongoing positions full-time/part-time including appointments contingent upon funding | Temporary appointments of at least one year | Temporary and definite-term full-time/part-time, casuals, and occasional employees |
|---|---|---|
|
Eligible |
Eligible |
Eligible |
How to apply
Employee or manager can initiate this request directly in Workday.
Notes
For more information, visit the Bereavement Leaves page on the Secretariat website.
*Definitions- Staff & Faculty in ongoing positions full-time/part-time (no end date) including appointments contingent upon funding. It also includes academic, post-doctoral fellow and research associate definite-term appointments equal to or greater than two years.
- All temporary appointments of at least one year. It also includes one year academic, post-doctoral fellow and research associate appointments. In cases where academic, post-doctoral fellow or research associates appointments are continued or extended, these appointments are treated as on-going for benefits purposes when two years of continuous employment is reached.
- Temporary and definite-term full-time/part-time (more than 3 months but less than 1 year), casuals (3 months or less) and occasional employees.
Jury duty leave
Description
As a Canadian Citizen, it is your civic duty to respond to a jury summons and, if chosen, to serve as a juror. Employers are required by law to allow employees time off for jury duty, but not to pay their salaries during jury duty.
Eligibility*
| Staff & Faculty in ongoing positions full-time/part-time including appointments contingent upon funding | Temporary appointments of at least one year | Temporary and definite-term full-time/part-time, casuals, and occasional employees |
|---|---|---|
|
Eligible |
Eligible |
Eligible |
How to apply
Employee can initiate this request directly in Workday.
*Definitions- Staff & Faculty in ongoing positions full-time/part-time (no end date) including appointments contingent upon funding. It also includes academic, post-doctoral fellow and research associate definite-term appointments equal to or greater than two years.
- All temporary appointments of at least one year. It also includes one year academic, post-doctoral fellow and research associate appointments. In cases where academic, post-doctoral fellow or research associates appointments are continued or extended, these appointments are treated as on-going for benefits purposes when two years of continuous employment is reached.
- Temporary and definite-term full-time/part-time (more than 3 months but less than 1 year), casuals (3 months or less) and occasional employees.
Sabbatical and other leaves (Faculty)
Description
Please refer to Policy 3 - Sabbatical and Other Leaves for Faculty Members. View the Benefits information for sabbatical leaves.
Eligibility
Only Faculty are eligible.
How to apply
Application for leave must be made in writing to the Department Chair and approved by the Faculty Dean and the Vice-President, Academic & Provost (VPA&P).