C.2 Procedure

1. The applicant discusses their intent with their manager in advance. The applicant’s manager will advise on the content of the application, as well as its necessity. Other options for completing research may exist, such as work from home arrangements or other leave applications.

2. Prepare the application. The application should include the following:

   1. a current curriculum vitae

   2. a summary of the applicant’s research project or course of study for which the leave is being requested, including:  a clear statement of objectives, any work already completed, and the work to be undertaken during the study leave

   3. a summary of the applicant’s particular qualifications to undertake the project (e.g. educational qualifications: credit and non-credit, previous related research and publications, relevant employment background)

   4. a statement of the expected result of the project, including, where applicable:

      1. published material

      2. significance and future use of results

   5. a statement of the expected benefits of the study leave, that clearly demonstrate the impact, outcomes and deliverables as related to:

      1. the applicant

      2. the Library

      3. the University of Waterloo (Waterloo)

   6. where applicable, a list of agencies to which the applicant has applied for support and an indication of any funding that has been awarded

   7. additional documentation such as the following may be submitted if thought pertinent: letters from colleagues from within the Library, Waterloo, or the broader academic community; copies of publications, reviews, or presentations; records of committee activities; etc. Applicants should ensure that their applications are complete, concise and clear.

3. Review the application with your Manager. This review should include a discussion of the means of meeting the needs of a department during a leave, including the coverage plan. The Library will endeavour to ensure minimal disruption to library services. The Manager will alert their Manager to any ongoing study leave application.

4. Submit the application using the web form. When submitted, the application will be directed to the Administrative Officer, with the applicant’s manager copied. 

5. The Administrative Officer calls a Committee to review the application. The AUL-A & SI calls a meeting of the applicant’s manager and the three other members of the Committee. This group discusses the application, and if necessary prepares questions for the applicant¹. The Administrative Officer, the applicant’s manager, and the three others will evaluate the application using the rubric. This group will provide a draft assessment and recommendation to the University Librarian (UL). The group can either recommend the leave, recommend the leave with reservations, or decline to recommend the leave. 

6. The Committee reviews the application and the draft assessment and recommendation made to the UL. The full committee will meet to discuss draft assessment and recommendation.   

7. The UL makes a decision, and makes their recommendation to the Provost. If the application is not supported the applicant will be provided with reasons. When appropriate, other options such as research and study days, unpaid or self-funded leave will be discussed with the applicant, as appropriate.

8. The Administrative Officer notifies Human Resources (HR) of a successful study leave application. Notification to HR is required for the appropriate paperwork to be processed.

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   ¹ If the group has questions, the Administrative Officer, Manager, and the applicant meet to discuss. Clarifications and/or answers to questions will be added as an addendum to the application.

Reports

Staff members granted study leaves submit a report to the University Librarian within sixty days of their return. A report template is available in Section C.5. Managers, administration, and Librarians' and Archivists' Association of the University of Waterloo Executive should encourage and facilitate staff members sharing results with colleagues as appropriate or relevant.

It is also expected that other outputs will be stated in the application and delivered during or after the completion of the leave. These outputs should be relevant and appropriate to the work undertaken during the leave. Acceptable types of outputs include, but are not limited to:

• journal articles (peer-reviewed or professional/subject-related)

• books

• conference presentations

• poster presentations

• reports (external or internal)

• brown-bag presentations

• datasets

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