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Policy 56 – Vacations and Vacation Pay for Non-regular Faculty Members, Including Graduate and Undergraduate Students with Academic Appointments

Established: November 1, 1976 

Last updated: February 1, 1978 

Class: FS

1. Visiting, Research, Adjunct, Post-Doctoral, Special and Part-Time Faculty Appointments

A. Appointments of One Year or More

A person in one of the above categories whose appointment is one year or more will be entitled to vacation of one month annually and the compensation will be at the individual's normal monthly rate. A suggested paragraph to be included in an offer or appointment letter, or an appropriate University form, is shown as Appendix A.

B. Appointments of Less Than One Year

A person in one of the above categories whose appointment is less than one year will be paid 4% of total earnings during the period of appointment as vacation pay at the time of final salary payment for each period of appointment. Such appointments may be renewed from time to time, and such renewals will be considered as new appointments. A suggested paragraph to be included in an offer or appointment letter, or an appropriate University form, is shown as Appendix B.

C. Appointments on a Fee-for-Service Basis

Should appointments be made, by mutually acceptable arrangement, on a fee-for-service basis (e.g., Adjunct appointments and the position of Visiting Critic) vacation pay is not applicable and this policy does not apply.

D. Part-time Faculty Members Who Are Full-time University Employees

Should a part-time faculty member also hold a regular full-time University of Waterloo appointment, the vacation entitlement related to the regular position will apply and no further vacation entitlement will accrue in consideration of the part-time appointment.

2. Academic Student Appointments as Teaching Assistants or Research Assistants

Students on the University payroll as Teaching Assistants and Research Assistants will be paid a vacation pay of 4% of their total pay during each period of appointment. This payment will be made as part of the final cheque covering each period of appointment. A suggested paragraph to be included in an offer or appointment letter, or an appropriate University form, is shown as Appendix C.

3. Temporary or Casual Appointments of Students Other Than Teaching Assistants or Research Assistants

Students on the University payroll on a temporary employment form or casual payment form are treated as staff employees and will be paid vacation pay according to the provisions of Policy #6. A suggested paragraph to be included in an offer or appointment letter, or an appropriate University form, is shown as Appendix D.

4. Honoraria

Honoraria of $500 or less are not subject to this policy.

5. Pay in Lieu of Vacation

Where this policy provides for a specified period of time off for vacation, with pay, no individual may elect to take a cash payment in lieu of such time off.

APPENDICES TO POLICY #56

When letters are issued containing any one of the following paragraphs, a copy of such letter or a copy of the appropriate form must be filed with Human Resources (Payroll) to assure appropriate processing of vacation pay.


APPENDIX A

During the term of this appointment or any renewal or renewals thereof, University policy provides one month of vacation during each year of appointment. Normally, all vacations should be taken at a time acceptable to your department Head.


APPENDIX B

Your salary for this period of employment will be $X per________.

The law of Ontario requires that you be paid 4% of your salary for this period of employment as vacation pay. Accordingly, vacation pay for this period will be paid at the time of the final salary payment for each period of appointment.


APPENDIX C

Your payment for this period will be $X per_________.

The law of Ontario requires that you be paid 4% of your total payments for this period as vacation pay. Accordingly, vacation pay will be paid at the time of the final payment for each period of appointment.


APPENDIX D

Your stipend for this period of employment will be $X per_________.

The law of Ontario requires that you be paid 4% of your stipend for this period of employment as vacation pay. Accordingly, vacation pay for this period will be paid at the time of the final stipend payment for each period of appointment.