This guideline applies to section 2.3 Release Time of the 2026 Memorandum of Agreement between the University and the UWSA, and specifies the administrative framework and release time quantities as determined by the Staff Relations Committee (SRC).
The University of Waterloo acknowledges staff members who provide service to the University as the UWSA President, including President-Elect and Past President, and as members of the UWSA Board of Directors (“the Board”), and recognizes the significant amount of time required to take part in these duties. The University agrees that service to the UWSA shall be considered as service to the University. This guideline establishes the amounts of time the University will release UWSA presidents and directors from their regular duties, and the protocols for announcing and applying this release for university service. The figures contained herein do not represent the total time the positions below require and the University acknowledges that a significant amount of volunteerism is required of staff in these roles.
Release time for university service: In addition to the time spent in university-level committee meetings, the university grants the following positions with the corresponding amounts of release time:
- President, 100% release time.
- President-Elect, five days per month.
- Past-President, three days per month.
- Chair, three days per month.
- Vice-Chair, two days per month.
- Secretary, two days per month.
- Treasurer, two days per month.
- Directors (excluding the Officers listed above) on the Board, one day per month.
- The member-at-large on the Staff Relations Committee, one day per term.
Application of release time: The amounts of release time are specified in days per month or term with the understanding that it is the responsibility of staff members and their supervisors to determine how this time is to be distributed within any given month. As well, the amounts of time are understood to be averages, and may vary upwards (perhaps during salary discussions) or downwards (perhaps over the generally quieter summer months).
Release time may also be granted for other University‑related service, such as participation in policy drafting committees (PDCs), which is not governed by this guideline.
Advisory communication to staff members and supervisors:
- The UWSA will request that the Chief Human Resources Officer (CHRO) issue a letter confirming approved release time for UWSA service. To facilitate this request, the UWSA will provide the CHRO with the staff member’s name, UWSA role, approved release time and supervisor’s contact information.
- The CHRO will issue a letter to each applicable supervisor, copied to the staff member and to the UWSA, outlining the expectation and approval of a specified amount of release time for participation in UWSA service, including a corresponding reduction in assigned duties. This letter will also highlight the value of UWSA service to the University and recognize the contributions of the UWSA.
- Release time letters will typically be requested following the UWSA annual elections in November, and when changes occur throughout the year, e.g., special elections, appointments, or a change in the staff member’s home role or UWSA role.
In seeking nominations for candidates to serve as President, on the Board or as member-at-large, the UWSA will indicate the time commitment required, and make a recommendation to discuss the nomination with their supervisor.
If an individual resigns from their UWSA role before the end of their term, the UWSA will request that the CHRO issue an updated letter reflecting the change.
Review of this document: It is understood that this document will be reviewed yearly at the May meeting of the Staff Relations Committee.
Revised/approved by the Staff Relations Committee, May 26, 2005.
Confirmed 22 June 2006.
Revised/approved by the Staff Relations Committee, January 8, 2009.
Revised/approved by the Staff Relations Committee, February 7, 2014.
Revised/approved by the Staff Relations Committee, January 12, 2018.
Revised/approved by the Staff Relations Committee, October 18, 2024.
Confirmed November 15, 2024.
Revised/approved by the Staff Relations Committee, May 14, 2026