Human Resources
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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.
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. |
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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, prorated if part-time/fractional load |
6 working days per year, prorated* *Does not apply to casual or occasional employees |
Description
UW Pregnancy Leave and UW Parental Leave are job-protected unpaid leaves of absence available to eligible employees who are new parents. To further support new parents, the University provides eligible employees with supplemental benefits in addition to the Maternity EI benefits and Parental EI benefits.
How to apply:
Step | Action |
---|---|
1 | Review the Pregnancy and parental leaves (including adoption) benefit summary table |
2 | Review the Pregnancy and Parental leaves (including adoption) checklist.pdf |
3 |
Faculty and Staff: Log into Workday and select Absence under your application menu to submit an absence request and select Pregnancy/Parental/Adoption > Pregnancy/Parental in the Type field. You will be required to attach a doctor’s note/ note from midwife indicating the due date or a certificate confirming the date of birth in the attachment field. To prevent processing delays, please submit this request at least two months prior to the start of your leave. Union Staff: Connect with your manager for a pregnancy/parental leave request form*. Complete the form and submit this to Human Resources. You will be required to attach a doctor’s note/ note from the midwife indicating the due date or a certificate confirming the date of birth. To prevent processing delays, please submit this request at least two months prior to the start of your leave. *Managers can request a copy of the pregnancy/parental leave form from their Human Resource Partner |
Additional resources:
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. Please consult with your manager and HR Partner prior to requesting a self-funded leave. A Staff Leave of Absence Request (PDF) will also need to be completed.
Notes
See Policy 39 - Leaves of Absence for Staff Members for more information.
*DefinitionsDescription
Personal Emergency Leave as per the Employment Standards Act has been replaced with the following three specific leaves (all unpaid and job protected):
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.
*DefinitionsWhen a family member passes away, it can be a difficult and stressful time for you and your family. The University offers several resources to assist you and your family in coping during this trying time.
The May 1, 2021 to April 30, 2024 salary agreements for members of FAUW (“Faculty”) and non-unionized staff in regular and ongoing positions (“Staff”) include a commitment to develop a new Policy on Compassionate Care and Bereavement Leaves. In the interim, prior to such Policy being developed, the following benefits are available to eligible Faculty and Staff effective May 1, 2022:
The salary agreements also indicate that the above benefits may be amended or superseded by the terms of the new Policy, provided the access to and levels of these benefits are not degraded. The Policy Development Committee has developed a draft Policy 12. However, as Policy 12 is not anticipated to be finalized and approved for implementation for several months, this Interim Practice will be implemented effective May 1, 2022 and until Policy 12 approval.
The following Interim Practice applies for CCL:
The following interim practice applies for BL. Managers will provide their employees (Faculty and Staff) with a fully paid Bereavement Leave of absence in accordance with the salary agreements. Each day of absence must be entered into Workday – either by the employee with manager approval, or by the manager directly – so that these absences can be tracked centrally. Managers are responsible for ensuring accurate application.
For all other employees (e.g., temporary, temporary and definite-term full-time/part-time, casuals and occasional), reasonable time off will be granted when a death occurs in the family. 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. The employee or manager can initiate this request directly in Workday.
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 (PDF).
*DefinitionsDescription
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.
*DefinitionsDescription
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.
*DefinitionsDescription
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.
*DefinitionsDescription
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).
Please contact us at hrhelp@uwaterloo.ca with any questions or comments.
Want an answer right away? Try our new HR Chatbot!
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is centralized within our Office of Indigenous Relations.