The policies found on the website of the Secretariat are compulsory rules for the university community. The authoritative copies of the policies are held by the Secretariat and bear the seal of the university. The online version accessible through the website of the Secretariat is available for information purposes only. In case of discrepancy between the online version and the authoritative copy held by the Secretariat , the authoritative copy shall prevail. Please contact the Secretariat for assistance if necessary.
Established: December 20, 1972
Revised: June 17, 2026
October 28, 2013. Type of revision: Housekeeping,
February 28, 2020. Amended, official titles only.
Supersedes: N/A
Class: S
Responsible/originating Department: Human Resources
Executive contact: Chief Human Resources Officer
Related policies, guidelines and procedures:
- Policy 3 - Sabbatical and Other Leaves for Faculty Members (Appendix A – University of Waterloo Guidelines re: “Political Leaves”)
- Policy 6 – Vacation – Staff
- Policy 14 – Pregnancy and Parental Leaves (including Adoption), and the Return to Work
- Policy 54 – Definition of Staff
- Policy 59 – Reduced Workload to Retirement
Should university policy determining cost‑sharing arrangements change, or should government or university benefits change during a leave of absence, these changes will apply accordingly.
1. Paid study leaves of absence
The university recognizes that it may be of benefit to the institution, as well as to staff members, to grant study leaves. Study leaves may be granted with full or partial salary. For the purposes of this policy, a study leave is defined as a leave of longer duration than the usual conference or short course, which may be attended by a staff member with the approval of their department head.
Due to the diversity of potential requests and the variable circumstances that can occur in the department or group concerned, no attempt is made in this policy to provide any detailed guidelines for the granting of requests for paid study leave. Requests will be judged on the ultimate benefit to the university.
A staff member who wishes to request a paid study leave should do so in writing to their immediate supervisor; recommendations are required from each level of supervision. Although it is understood that the granting of study leaves must be a matter of judgment in individual cases, Human Resources will maintain a cumulative record of prior decisions and will offer guidance to supervisors so as to assure consistent treatment of staff members in all sectors of the university.
The Vice-President, Academic and Provost must give final approval to the terms and conditions of the paid study leave.
2. Unpaid leaves of absence
A staff member may request approval for an unpaid leave of absence. There must be an expectation that the staff member will return to the university at the end of the requested unpaid leave. Normally, the duration of the leave will not exceed twelve (12) months. Pension and benefits implications should be reviewed with Human Resources before an unpaid leave of absence is requested.
a. Approvals
Approvals for unpaid leaves are at the discretion of the Department Head who, in making the decision, takes into account various factors, including the merits of the case, whether the position can be adequately filled in the staff member's absence, and the effect on the organization. Leaves in excess of four calendar months must also be approved by the appropriate senior administrative officer (e.g., Dean, Associate Provost). In all cases, copies of written approvals must be given to Human Resources.
Similarly, approval (as noted above) is required if a staff member wants to return to full-time employment before the expiration of their leave. However, the university has the right to require a return to full-time employment with the provision of at least three months’ written notice.
b. Group benefits
A staff member must continue benefits coverage (Extended Health Care, Dental, Group Life Insurance, Long Term Disability) during the unpaid leave of absence, unless equivalent coverage elsewhere can be demonstrated; in such cases, a waiver of participation must be signed. Post-dated cheques to cover the portion of premiums paid by the staff member must be provided to Human Resources prior to the beginning of the leave.
c. Pension
Pension at retirement will be reduced because of loss of service during an unpaid leave unless the staff member makes arrangements to maintain pension contributions based on full nominal salary. Revenue Canada limits* apply. Contact Human Resources for information.
*Legislation allows an employee to earn up to five years of pension credit (plus three years for pregnancy leaves) for periods of reduced pay or temporary absences. This applies to any situation following 1 January 1992, in which an employee contributes to the University of Waterloo Pension Plan at nominal salary and actual salary received is a lower amount. Because sabbatical, unpaid leaves and layoffs are included in this calculation, pension treatment for reduced loads may be affected.
d. Vacation
During an unpaid leave of absence or layoff in excess of ten working days (consecutive or accumulative, including partial unpaid leaves), the amount of vacation credit earned for that vacation year will be reduced proportionately. Service is not affected.
e. Self-funding an unpaid leave of absence
A staff member approved for an unpaid leave of absence is responsible for self-funding their unpaid leave. The University does not administer deferred salary leave agreements or hold deferred salary amounts in trust for the purpose of funding an unpaid leave of absence.
The university’s human resources management system supports staff members by allowing payroll deposits to be directed to more than one bank account, which may be used to support personal savings toward a future unpaid leave.