Scheme for research leave and leave of absence for professional reasons

Notes of guidance for members of staff

These notes are intended to assist members of the academic staff who wish to apply for Research Leave and members of academic and non-academic staff who wish to apply for Leave of Absence for other professional reasons. A member of staff applying for different kinds of leave in consecutive semesters should include a cross-reference in both application forms.

A. Research leave

1. Object of scheme for research leave
2. Eligibility for and length of reseach leave
3. Conditions of research leave
4. Applications for research leave
5. Reports following research leave

B. Leave of absence for professional reasons

A. Research leave

The Research Leave Committee has now been replaced with a devolved process of approval at the School level. A form for applications to Head of School is available at Research Leave

The Scheme for research leave currently in force in the University is as follows:-

1. Object of Scheme for Research Leave

The object of research leave is to enable academic members of staff to further their research, normally with a view to publication. It is recognised that the nature of publications and the processes involved in preparing publications can vary according to the particular research activities of individual colleagues.

2. Eligibility for and Length of Research Leave

1. Full and part-time members of staff may apply for research leave after completing 4 years' continuous service as a member of the academic staff of the University of St Andrews either since 1 October 1969 or since the date of first appointment if after 1 October 1969 and on the completion of each further period of 4 years' continuous service in such capacity thereafter. In this context "service as a member of the academic staff" means service in the category of Lecturer, Senior Lecturer, Reader or Professor or in such other category as the Senate and Court on the recommendation of the Master may, from time to time, determine.
2. The period of research leave which can be granted will be one teaching semester for each completed period of 4 years' continuous service with the University since 1 October 1969 or since the date of first appointment if after 1 October 1969, subject, however, to a maximum of 2 semesters' continuous research leave being taken at any one time.
3. Calculation of how much research leave can be granted to a member of staff will be on a continuous basis, that is, periods of research leave will not be discounted in reckoning continuous service.
4. The accrual of entitlement for research leave will be maintained during unpaid leave of absence for the purpose of holding a recognised fellowship (e.g. Leverhulme Research Fellowship). Periods of unpaid leave of absence for other purposes will normally be discounted when calculating the period of research for which a member of staff is entitled to apply. In exceptional circumstances the Head of School may permit periods of unpaid leave to count towards a research leave entitlement. In appropriate circumstances cover will be provided by a temporary appointment.
5. Research Leave starts and ends on the dates published in the University Calendar for semesters unless agreement on any variation is reached with both the Head of School and the Master.
6. Some members of staff who were in post before 1 October 1969 may still be qualified, in terms of the Revised Scheme for Study Leave and Leave of Absence dated March 1973, to apply for a grant of up to one teaching semester's research leave according to the length of their service between 1 October 1964 and 30 September 1969.

3. Conditions of Research Leave

1. Since a grant of research leave will carry with it entitlement to full salary for the period of the leave, a member of staff on research leave will be subject to the University policy on external work in operation at the time.
2. A member of staff applying for research leave will submit an outline of the proposed research programme for approval by the Head of School.
3. A member of staff will be free to spend the period of research leave anywhere but the University encourages staff to spend their research leave in other institutions or in library or field work outwith St Andrews. The Head of School will have to satisfy itself that the place(s) in which the period of research leave is/are to be spent is/are appropriate for the research programme outlined.
4. The member of staff will normally be relieved of all university duties, administrative, departmental, committee or otherwise during the period of Research Leave. In the case of Heads of School an Acting Head will normally be appointed.
5. A member of staff who suffers from a period of long-term ill health while on Research Leave should inform the University in the usual way. Where the absence is likely to affect their research, advice should be sought from the Head of School and the Master.
6. If a member of staff is dissatisfied with the Head of School’s decision on an application for research leave, the matter will be referred to the Master for determination in consultation with the Deans.
7. The following are rules governing the relationship between members of staff and their Schools during research leave:
   1. Staff should not engage in any formal contact hours of teaching during their research leave;
   2. Staff may elect to engage in research student supervision during their research leave particularly where such supervision directly contributes to their own or their group’s research output;
   3. Staff should not be assigned any specific administrative functions during their research leave.

   Licence to act outside these rules must be sought by the Head of School from the Master.

   In addition, Heads of School should plan a colleague’s leave so that it neither inherits previous workload nor is encumbered by immediate heavy responsibilities at its end.

8. If a research leave application associated with a period of AHRC leave is successful, it will not be regarded as having been formally granted until the applicant has informed Human Resources of the outcome of the AHRC application.

4. Applications for Research Leave

1. An application for research leave must be submitted on the prescribed form obtainable on the Web via Research Leave or in hard copy from Human Resources. The applicant should complete the relevant sections of the form, then pass it, with a short CV of not more than 2 pages of A4, to the Head of School (or Dean if the applicant is a Head of School) for consideration. All applications must reach the Head of School at least six months before the start of the proposed leave period unless there are exceptional circumstances.
2. The granting of research leave depends upon satisfactory arrangements being made within the School, since Schools are expected to share the work of colleagues absent on research leave among remaining members of staff.
3. A record of research output and research grant income during the period in which eligibility was accumulated will be taken into consideration when making a decision on Research Leave Applications.
4. Members of staff will not normally be granted research leave to be taken in the last 12 months before the termination of their employment with the University.

   If a member of staff is dissatisfied with the Head of School’s decision to deny an application for research leave, the matter will be referred to the Master for determination in consultation with the Deans.

   Any appeal must be submitted within 15 working days of the applicant receiving the notification regarding the denial of the application for Research Leave.

   Appeals can only be made where Research Leave has been denied completely and not as a result of research leave being delayed or a resubmission being requested.

5. Reports Following Research Leave

1. Members of staff who take research leave may be required to submit a Report within three months of the end of the leave if the Head of School requests this. If, however, a period of AHRC leave immediately follows the Research Leave, then the Report should be submitted within three months of the end of the AHRC leave.

B. Leave of absence for professional reasons

1. Academic and non-academic staff wishing to take more than 2 weeks leave for professional reasons during semester-time must submit an application for Leave of Absence for Professional Reasons using the prescribed form. This includes academic staff who hold a recognised fellowship, e.g. a Leverhulme Research Fellowship, which has previously been approved in another context, since specific details of the status of the leave and its precise duration are needed to trigger appropriate payroll adjustments and to ensure that we do not inappropriately impede other rights to request leave entitlement accrued by academic staff.
2. An application form is obtainable on the Human resources policies, guidance and forms or in hard copy from Human Resources. As with Research Leave, the applicant should complete the relevant sections of the form, pass it, with a brief CV of not more than 2 pages of A4, to their Head of School/Unit (or Dean if the applicant is a Head of School or to the appropriate member of the Principal’s Office if the applicant is in charge of a non-academic unit) for comment, and then return it to Human Resources at least, unless in exceptional circumstances, six months in advance of the start of the proposed leave period. The application will be recorded and referred to the Master in the case of all academic staff and the Deputy Principal for all other staff who will undertake appropriate discussions with individuals concerned and inform the applicant, and all others who need to know, of the decision.
3. Since, other than in specific circumstances, leave of absence is granted without pay, it is essential that there is no ambiguity about the precise period for which the St Andrews salary should or should not be stopped. Heads of all units (academic and non-academic) must therefore ensure that Human Resources is advised of any such leave to be taken in their units.
4. Leave of absence will not normally be granted to a member of staff for a period of longer than two years.
5. In appropriate circumstances, the University encourages temporary staff exchanges. Members of staff interested in such exchanges should, therefore, consult their Head of School/Unit and the Deputy Principal as soon as informal contacts have been made with persons in other institutions.
6. Leave of absence with salary for professional reasons for not more than 2 weeks during Semester-time and for any period in vacations is a matter for arrangement with the Head of School/Unit.

Human Resources
May 2011