Leave of Absence Procedure

The following terms outline the University’s normal arrangements for Academic Staff.

Types of Leave of Absence

  1. Research Leave

    1. Departments are required to have in place schemes for Research Leave or Light Semesters for those members of staff who are research active. The arrangements should be part of the department’s research strategy.
    2. Departments are required to submit to Staffing Committee in May of each year a programme of research leave for the following three years and to up-date it annually on a rolling basis. In addition specific applications will be submitted on behalf of those members of staff scheduled for research leave in the succeeding academic year.
    3. It is suggested that Research Leave should be for six months from the start of Semester 2 or six months ending at the start of Semester 2.
    4. Members of staff are encouraged to seek external support for periods of Research Leave; this enables the university to appoint a temporary member of staff to provide teaching and administrative cover within the department.
    5. Longer periods of paid research leave can be considered by Staffing Committee under special circumstances.
    6. The normal arrangements for Superannuation and National Insurance contributions continue unchanged whether there is external support for the period of leave or not.
    7. At the end of the period of Research Leave, the member of staff is required to prepare a report on activities during the period of leave for consideration by the Vice-Chancellor and Principal. This will then be considered by Staffing Committee in relation to the original application as it was approved by the Committee.
    8. In cases where full Research Leave is not possible (in a small department, for example) these arrangements apply to Light Semesters.
    9. The application for an individual member of staff should note the proposed outputs of research during the period of leave and describe the financial arrangements made. The report at the end of the period of leave should provide a brief summary of the main work undertaken during that period on a month by month basis and give a comparison of actual outputs with those originally proposed.

  2. Job Leave

    1. Job Leave means release from normal departmental duties to take up paid employment at another institution, and to work with others sharing similar interests. Usually the aim is to undertake collaborative work and acquire new knowledge and techniques.
    2. Applications for Job Leave are considered individually and should be in accord with departmental and institutional strategic objectives.
    3. As salary is provided by another institution, no salary is paid by the University. However, normal incremental progression is maintained for staff on Job Leave and the employer’s USS contribution is covered by the university. Staff are recommended to discuss at an early stage the position in relation to the employee’s USS contributions and National Insurance contributions.

  3. Short Leave

    1. Short Leave covers:
      • Visits to other institutions to lecture, study, or for research purposes;
      • Attendance at meetings of learned societies or conferences abroad, involving absence of more than a few days owing to distances involved;
      • Participation in the work of outside committees, delegations, etc.
    2. Application should be made to the Vice-Chancellor and Principal at least four weeks in advance and must be made for absences of more than five working days during term time. The Vice-Chancellor nd Principal reports to Staffing Committee the periods of Short Leave which have been authorised.
    3. In the case of Heads of Department the Vice-Chancellor and Principal should be notified of periods of absence from Aberystwyth during term time and vacations of more than three working days, together with a note of the member of staff of the department available to deal with departmental matters during the period of absence.

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