9.1 Professional development, research, and leave opportunities and related process

All professional development research and leave opportunities will be granted subject to the approval of the appropriate manager who must ensure that their department continues to offer an effective level of service.

Courses at Waterloo or another institution

Permission may be granted for up to three hours’ attendance within normal working hours each week to pursue credit courses that are determined to be of value to the Libraries. The Administrative Officer must be advised of all such leaves. 

Process: Complete the Request to enrol in a course form. For further details, see Policy 4 - Benefits to Faculty and Staff Undertaking Part-Time Educational Programs.

Leaves and absences

Waterloo recognizes that leaves may benefit the institution, as well as staff members, and the Libraries encourage Librarians/Archivists to consider opportunities for leaves. The granting of a leave of absence, with or without pay, will depend upon the following:

  • Conditions specified in Policy 39 - Leaves of Absence for Staff Members

  • The appropriate manager must ensure that their department can continue to offer an effective level of service

  • The Libraries' and Waterloo’s estimation of the value of such a leave to Waterloo as well as to the individual

Related links

a. Conference leave

The Libraries may grant leave with salary to attend conferences, meetings, seminars, workshops, or other related activities. Subject to budgetary constraints, the Libraries may also grant reasonable expenses, including registration fees, travel, hotel, and food.

Duration: 1 - 7 days

Documentation and process: Complete the Funding for Professional Development form. Procedures for applying for conference leave and an online form are explained in Appendix D: Funding for professional development.

b. Research and study days

A day away from regular duties to engage in professional development, research, investigation, and/or re-skilling.

Context: The purpose of research and study days is to provide an avenue for Librarians/Archivists to arrange for time away of a brief duration (i.e. 1-2 days a month) to focus on a professional activity, a research or writing project, or training/re-skilling in some area of library, archival and information science that benefits their professional role in the Library. The following examples are intended to illustrate possible ways an individual could use research and study days. This list is not intended to be exhaustive.

  • online learning resources on a relevant topic

  • analyzing information in different ways

  • learning a (new) programming language, or more advanced techniques

  • learning about or practicing different research methods

  • creating a new software application

  • learning about project management or other aspects of management

  • writing a paper intended for publication

Duration: 1 - 24 days per year

Research days are generally not intended to be consecutive. However, there may be occasions when this is appropriate; these kinds of requests may be considered by the Librarian’s/Archivist’s manager in consultation with their manager.

Documentation and process: The Librarian/Archivist must submit an advanced request to their manager to take a research day. The request should provide a brief written description of the overall project or activity and the potential contribution it would make to strengthening Library services or programs. It is expected that research days be scheduled so as to have minimal impact on department service levels. The manager may consult with their manager, as necessary. The Librarian/Archivist and their manager will establish reporting expectations relevant to the project.

c. Study leave

A focused and concentrated time away from Waterloo during which the applicant will be unavailable to perform their normal duties.

Context: Such leaves provide release from regular duties for a period of time for research or other scholarly work, completion of a project or course of study, etc. A study leave may be granted on full or partial salary, depending on the circumstances.

Duration: Maximum of 1 year

Documentation and process: The Librarian/Archivist must discuss their intent with their manager, prepare an application package, and submit the University of Waterloo Libraries Study Leave Application form six months in advance of the planned leave. The University Librarian recommends study leaves for approval by the Provost.


See Appendix C: Study leave procedures and criteria for further information about the process and approval, including relevant templates.

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