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Emergency Leave on an unpaid basis but with job protection extends to all employees, in accordance with the Employment Standards Act (ESA) of Ontario. Emergency Leave with pay may be available to employees in accordance with the terms applicable to their employment, including collective agreements, memoranda of settlement, employment agreements, and University guidelines. The paid Emergency Leave provisions outlined below apply to Staff whose position is assigned a University Support Group (USG) job grade and who hold either an indefinite term position or a definite-term position of one year or longer. Employees represented by a union should refer to their collective agreement for information and other employees should refer to the Emergency Leave information on the Human Resources’ website. |
Emergency leave provides eligible employees with paid time away from work when unexpected personal circumstances arise that require their attention and prevent them from attending work. Emergency leave is intended to provide flexibility to address unforeseen personal needs and urgent situations affecting the employee or individuals for whom the employee has a caregiving, support, or family responsibility.
While it may not be possible for staff to determine arrangements for emergency leave with their department head/supervisor at the time of the emergency, staff must inform their department at the time of their absence from work and communicate with their department head/supervisor during their period of absence.
The department head/supervisor, in discussion with the staff member, will determine the duration, arrangements and compensation of the emergency leave. Although these details should be settled before the time off work begins, circumstances may necessitate delaying the discussion until the staff member returns.
The time off work to attend to an unexpected personal need or urgent circumstance may be with pay if the work absence is of short duration.
Normally, paid emergency-leave days per person should amount to no more than a total of three days in any one year*. Notwithstanding, a department head/supervisor may choose to exceed this three-day guideline.
If the time away from work due to the circumstance requiring the leave is extensive, the department head/supervisor and staff member will consider the use of vacation, unpaid leave or the continuation of up to full pay where job duties can be fulfilled through evening and week-end work.
In these cases, the department head/supervisor or staff member may consult their HR Partner.
In situations where there has been repeated use of emergency leave, the department head/supervisor or staff member should seek guidance from their HR Partner.
Examples
The following situations, provided for illustrative purposes only, are examples of when the use of emergency leave may be appropriate:
- a child's problem at school
- a fire, flood or other home emergency
- a family member's sudden illness or accident
- unexpected caregiving or family responsibilities
- urgent personal matters requiring the employee’s attention
- matters affecting the physical or mental health, safety, or well-being of the employee or another individual
- unexpected appointments or meetings
- arrangements arising from unforeseen circumstances
- other unexpected personal circumstances that prevent the employee from attending work
Developed by the Staff Relations Committee
Originally issued by the Vice-President, Academic & Provost (VPAP) on December 15, 2000
Approved by the VPAP on August 25, 2003
Revised by the Staff Relations Committee
Approved by the Vice-President, Administration and Finance on September 1, 2026