hr402 leave policy v1.1

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SNU Leave Policy

Policy # HR402 Leave Policy V1.1

Shiv Nadar University (SNU) 2013. All rights reserved.

This document is meant for exclusive use of SNU. No part of the document may be copied, reproduced, stored in any retrieval

system, or transmitted in any form or by any means, electronically, mechanically, or otherwise without prior written permission.


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Leave Policy HR402 V1.1

Release Control

ReleaseDate

VersionNo:

Details Released by Approved by

06.11.2011 V1.0 First Release HR Team HR Team

06.12.2013 V1.1

Pre-release, Leave Proceduresand Rules Clarified.Policy re-launched in standardformat with version control

Bharti Saxena Rajiv Swarup

POLICY ASSURED BY:

Department: Represented By: Date

Finance Manish Gaur 06.12.2013

IT (LMS) Anand Padmanabhan 06.12.2013

HR (Policy Owner) Bharti Saxena 06.12.2013

POLICY RATIFIED BY:

Office of: Represented By: Date

Registrar SNU Samuel Ernest 06.12.2013DeanUG Studies and Students Welfare Amit Ray 06.12.2013Director School of Engineering Madan Gopal 06.12.2013Director School of Humanities & Social Sciences

ShubhashisGangopadhyay

06.12.2013Director School of Management andEntrepreneurship

Shekhar Chaudhuri 06.12.2013Director School of Natural Sciences Rupamanjari Ghosh 06.12.2013President SNU Rajiv Swarup 06.12.2013Vice Chancellor SNU Nikhil Sinha 06.12.2013


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Table of Contents

HEADING PAGE

OBJECTIVE 4

SCOPE 4

GENERAL GUIDELINES 4

TYPES OF LEAVES 5

CASUAL LEAVE 5

VACATION LEAVE 6

EARNED LEAVE 7

MATERNITY LEAVE 8

PATERNITY LEAVE 9

ADOPTION LEAVE 10

LEAVE WITHOUT PAY 10

WEEKLY OFFS FOR ESSENTIAL SERVICES 11

LEAVE DURING NOTICE PERIOD 11

RELATED POLICIES 11

ANNEXURE 1: FREQUENTY ASKED QUESTIONS 12

ANNEXURE 2: LEAVE APPLICATION FORM 13


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Policy Details

1. OBJECTIVE

The objective of this policy is to define all forms of leave that may be accrued and availed bythe faculty and staff members of Shiv Nadar University (SNU) as a benefit. The aim of the

policy is to establish a consistent and uniform approach towards procedures to be followed

for the granting and availing of such leaves. Human Resources function is the owner of the

policy and any clarifications or exceptions should be routed to Human Resources.

2. SCOPE

This policy is applicable to all schools and institutions of the SNU unless specified

otherwise. The policy covers full time permanent faculty and staff members; and fixed term

faculty and staff members with contract period of more than one year with the University.

The policy excludes visiting and part time faculty members, part time staff members; and

faculty and staff members with contract period of one year or less with the University or any

other member whose terms of engagement separately define their leave entitlement.

Sabbatical leave or Study leave is not covered in this policy.

The policy is effective immediately on release and overrides all the old policies and practices

on leave matters.

3. GENERAL GUIDELINES

3.1.All requests for leave will be considered fairly and decided on an equitable, objective

and justifiable basis within the context of the academic and operational needs of the

University.

3.2. Leaves at any point in time cannot be claimed as a matter of right. Faculty or staff

members need to obtain approval from competent authority as defined, prior to

proceeding on leave with the exception of medical and emergency situations where

the competent authority should be informed at the earliest.

3.3. All leave types mentioned in this policy are fully paid leaves other than leave

without pay.

3.4. Universitys Leave Year runs for the calendar year, i.e., January to December

3.5.All leave applications have to be submitted using the leave application form

(Annexure 2) to competent approving authority. All leave applications must have

relevant documents as attachment and have to be submitted for approval within the


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stipulated time frame as listed in each leave type. All approved leave application

forms have to be submitted to Human Resources in hard copy or scan copy on

email, enabling Human Resources to timely update individual members leave

accounts. In case leave is applied to competent authority on email, the email trail

has to be copied [email protected]. This procedure will be in place till the process

of leave application is automated by an online Leave Management System (LMS).

3.6. It is essential that the faculty members compensate for a scheduled lecture either by

requesting another faculty member to substitute or rescheduling the lecture for

another day in consultation with the Head of Department before proceeding on

leave. For staff members also, alternate arrangements made for scheduled work

have to be discussed with competent approving authority while applying for leave.

Details of all such arrangements should be mentioned in the leave application form.

4. TYPES OF LEAVES

SUMMARY OF LEAVE TYPES

S No Leave Type

Faculty Members Staff Members

EligibilityCalendar yearLeave Quota (inDays)

EligibilityCalendar yearLeave Quota (inDays)

1 Casual Leave 12 12

2 Vacation Leave 45 -

3 Earned Leave

@ 2EL for every

3VL, max 21

@ 1.75 days per

month, max 21

4 Maternity Leave 90 90

5 Paternity Leave 5 5

6 Adoption Leave (10 or 20)* (10 or 20)*

7 Leave Without Pay Discretionary Discretionary

9 Restricted Holidays^ 2 2

* Please refer to section 4.6.3 for explanation on entitlement limits

^ Please refer to HR404 Holiday Policy V1.0 released on November 14, 2013 for details.

4.1. Casual Leave

4.1.1. Purpose:Casual leave may be taken for any personal exigency like illness of

self or immediate family member or for any other reason.

4.1.2. Eligibility & Entitlement:All University members will be eligible for 12 days

of casual leave in a calendar year. This shall be credited in advance for the

calendar year on 1stJanuary to the leave account of individual members.
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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For new joiners during the calendar year, credit will be pro-rated from date of

joining.

Casual leave may be availed in a multiple of 0.5 days up to a maximum of 3

days in continuation. In case of sickness, more than 3 days of casual leave may

be availed. Any such request needs to be supported by a medical certificate

from a registered medical practitioner.

Intervening Weekly Offs, University Holidays and Restricted Holidays will not be

considered as casual leave.

4.1.3. Application & Approval Process:Casual leaves need to be applied for at

least 2 days or more in advance to facilitate alternate arrangements. Faculty

members need to apply for Casual leave to their Head of Department and staff

members to their Reporting Managers. All such requests will be approved by

the Head of Department or Reporting Manager, as applicable.

4.1.4. Accumulation:Unutilized Casual leave balance at the end of each calendar

year will lapse and will not be carried forward to the next year.

4.1.5. Combining of leave types:Casual leave cannot be combined with Earned

leave and Vacation leave.

4.2. Vacation Leave

4.2.1. Purpose: Allowing faculty members to take time away from the University

when the academic sessions are not in progress during summer and winter

breaks. Vacation leave is defined in calendar days and includes any intervening

Weekly Offs, University Holidays and Restricted Holidays.

4.2.2. Eligibility & Entitlement:Full time faculty members with the University shall

be entitled to 45 days Vacation leave in a calendar year; 30 days in summer

starting from 1st June to 30th June and 15 days in winter starting from 18th

December to 1stJanuary.

4.2.3. Working during Vacation leave: Faculty members may be required to work

during the Vacation leave period for teaching courses, to be part of placements,

admissions or any other assignment related to the University.

Permission for working during vacation needs to be requested for in advance

from the Head of Department. All such requests will be approved by respective

Director of School and the Vice Chancellor.


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A Faculty member visiting the University campus for research work or for work

arising due to any academic pursuit shall not be considered Working during

the Vacations for the purpose of accrual of earned leaves.

4.2.4. Conversion of Vacation leave to Earned leave:For every 3 days worked

during Vacations, 2 days of earned leave shall be credited to faculty members

leave account. For computing vacation days worked, Weekly Offs and

University Holidays are not counted.

4.2.5. Combining of leave types: Either of Maternity leave, Paternity leave or

Adoption leave may be prefixed or suffixed with Vacation leave in line with the

provisions of these specific leave types, as defined in this policy.

4.3. Earned Leave

4.3.1. Purpose:Earned leaves may be utilized for time away from work for family,

leisure, sickness or for attending to any other kind of personal situation.

4.3.2. Eligibility:All University members are eligible for Earned leaves.

4.3.3. Entitlement: For faculty members Earned leave will be accrued in lieu of

working during Vacation leave period as per the details specified in section

4.2.4 of this policy.

For staff members, Earned leave will accrue at the rate of 1.75 for every

completed month of service, i.e. 21 days for every completed year of service.

Faculty members may avail their balances post accrual and staff members may

avail their balances after completion of one year of service. Earned leaves

have to be availed in multiples of whole numbers and up to a maximum of 3

times in a calendar year.

Intervening Weekly Offs, University Holidays and Restricted Holidays will not be

counted as Earned leave.

In case a staff member is on leave without pay for 15 or more days in a

calendar year, Earned leaves will be accrued proportionally.

4.3.4. Application & Approval Process:Earned leaves need to be applied for at

least 15 days or more in advance. Faculty members need to apply for Earned

leaves to their Head of Department and staff members to their Reporting

Managers. All such requests will be approved by respective Head of

Department and Director of School or Reporting Manager and Function Head,

as applicable.


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4.3.5. Leave Credit:In order to credit their Earned leave account, faculty members

need to timely submit records of approved permissions of working during

Vacation leave to Human Resources

For staff members Earned leave account will be updated on monthly basis.

4.3.6. Accumulation:For all University members a maximum of 30 days of Earned

leaves can be accumulated and any balance in excess of 30 days shall lapse at

the end of calendar year after the adjustment of all encashment requests.

4.3.7. Encashment:A member may encash up to 50% of Earned Leaves in excess

of 10. The option of encashment needs to be confirmed to Human Resources

through a self-declaration between 1stto 15thJanuary.

A maximum of 30 days of Earned leaves can be encashed on separation or

superannuation.

All encashments will be at the rate of last drawn basic.

4.3.8. Combining of leave types: Earned leave may either prefix or suffix

Maternity leave, Paternity leave or Adoption leave and in such cases the leave

approval process of respective leaves types have to be followed and relevant

documents submitted.

4.3.9. Shutdown: In future, SNU may declare customary shutdown for staff

members (for all or some) during winter or summer vacations. Staff members

will be considered to be on Earned leaves during the period of shutdown

excluding intervening Weekly Offs and University Holidays.

4.4. Maternity Leave

4.4.1. Purpose: The purpose of this leave is to support female members during

pregnancy and for taking care of the new born. This leave is applicable in

accordance with the provisions of the Maternity Benefit Act.

4.4.2. Eligibility:All female members of faculty and staff are eligible.

4.4.3. Entitlement:All female members are entitled to maternity benefit of 90 days.

Maternity leave can be availed twice during the tenure at the University. The

leave period may start any time from (or after) 6 weeks preceding the expected

date of delivery. Maternity leave has to be availed in continuation and cannot be

split in parts.

Intervening Weekly Offs, University Holidays, Restricted Holidays and Vacation

leave will be considered as Maternity leave.


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4.4.4. Application & Approval Process:Maternity leave needs to be applied for at

least 30 days or more in advance. Faculty members need to apply for Maternity

leave to their Head of Department and staff members to their Reporting

Managers. All such requests will be approved by respective Head of

Department and Director of School or Reporting Manager and Function Head,

as applicable. The leave request has to be supported by a medical certificate

from a registered medical practitioner, submitted prior to or on resuming duty.

4.4.5. Combining of leave types: Earned leave may be suffixed with Maternity

leave on account illness arising out of pregnancy or child birth. All such

extension requests of Maternity leave have to be duly applied for by the

respective University member and approved by competent approving authority.

Extension requests have to be supported by a medical certificate from a

registered medical practitioner.

4.4.6. Miscarriage leave: In case of miscarriage or medical termination of

pregnancy, a female member will, on production of certificate by a relevant

medical practitioner, be entitled to leave for a period of 6 weeks immediately

from the day of her miscarriage or medical termination of pregnancy. All such

requests will be approved by respective Head of Department and Director of

School or Reporting Manager and Function Head, as applicable.

4.5. Paternity Leave

4.5.1. Purpose: The purpose of Paternity leave is to support male University

members at child birth for taking care of the mother and new born.

4.5.2. Eligibility & Entitlement:All male University members are eligible for 5 days

of paternity leave twice during their tenure at the University. The leave must me

availed within 30 days of the childs birth and in continuation.

Intervening Weekly Offs, University Holidays and Restricted Holidays will be

considered as Paternity leave.

4.5.3. Application and Approval Process: Paternity leave needs to be applied for

at least 15 days or more in advance. Faculty members need to apply for

paternity leave to their Head of Department and staff members to their

Reporting Managers. All such requests will be approved by Head of

Department or Reporting Manager, as applicable. The leave request has to be

supported by a provisional birth certificate, submitted prior to or on resuming

duty.


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4.5.4. Combining of leave types: Earned leave may suffix Paternity leave. All such

extension requests of paternity leave have to be duly applied for by the

University member and approved by competent approving authority.

4.6. Adoption Leave

4.6.1. Purpose: To support University members bond with their adopted child and

for completion of any formalities arising on account of adoption.

4.6.2. Eligibility:All University members are eligible for adoption leave twice during

their tenure with the University.

4.6.3. Entitlement: The entitlement of adoption leave, when adopting a child

between 0-3 years in age is 20 days and when adopting a child more than 3

years in age is 10 days. The leave must me availed within 30 days of the childs

adoption and in continuation.

Intervening Weekly Offs, University Holidays and Restricted Holidays will be

considered as Adoption leave.

4.6.4. Application and Approval Process:Adoption leave needs to be applied for

at least 30 days or more in advance. Faculty members need to apply for leave

to their Head of Department and staff members to their Reporting Managers. All

such requests will be approved by respective Head of Department and Director

of School or Reporting Manager and Function Head, as applicable. The leave

request has to be supported with relevant legal documents prior to or on

resuming duty.

4.6.5. Combining of leave types: Earned leave may suffix Adoption leave. All such

extension requests of Adoption leave have to be duly applied for by the

University member and approved by competent approving authority.

4.7. Leave Without Pay

4.7.1. Purpose: To support University members with time away from work when

any other leave type is not applicable or admissible and when all other leave

types have been exhausted.

4.7.2. Application & Approval Process: Leave without pay needs to be applied for

at least 30 days or more in advance. Faculty members need to apply for leave

to their Head of Department and staff members to their Reporting Managers.

Any such requests for up to 5 days will be approved by respective Head of

Department or Reporting Manager, as applicable; and up to 15 days by the

respective Director of School or Function Head, as applicable. In case the


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duration of leave without pay applied for is more than 15 days, all such requests

in addition will be approved by the Vice Chancellor or President, as applicable.

Intervening Weekly Offs, University Holidays, Restricted Holidays and Vacation

leave will be considered as Leave without pay.

4.7.3. Combining of leave types: Leave without pay cannot be combined with

Vacation leave. In case leave without pay is being combined with any other

leave type, it has to duly applied for by the University member and approved by

competent approving authority as per the leave approval process of respective

leave type and supported with relevant documents.

5. WEEKLY OFFS FOR ESSENTIAL SERVICES

For essential services in administration, transport, maintenance, security, utilities

etc. weekly offs will be approved for respective departments by competentauthority. Each department will be required to maintain a duty roster for

managing their teams and work allocation.

6. LEAVE DURING NOTICE PERIOD

6.1. University members are not allowed to avail leave during notice period.

6.2. In case any exception on grounds of medical and personal exigencies to the above

is made by Director of School or Function head as applicable, notice period may be

extended proportionately.

6.3. Intervening Weekly Offs, University Holidays and Restricted Holidays will be

counted as notice period served.

7. RELATED POLICIES

7.1. SNU Holiday Policy (HR404)

7.2. SNU Travel Policy (HR403)

SNU reserves the right to alter, append or withdraw this policy either in part or in full

based on discretion


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Annexure 1: FREQENTLY ASKED QUESTIONS

Q. I have joined the University on 18thAugust, how many causal, Restricted Holidays and University

Holidays I am entitled to during the current calendar year?

Ans:You will be entitled to University Holidays falling after 18thAugust till 31stDecember. You can avail

1 Restricted Holiday and 4.5 Casual leave for the remaining calendar year (pro-rated proportionately).

Q.I taught an elective course in Economics during the summer break from 1stJune to 30thJune, how

many ELshave I accrued?

Ans:During this period, there were 8 intervening Weekly Offs. Therefore you have worked for 22 days

during vacation. For every 3 days worked, 2 days of earned leave will be credited hence you have

accrued 14 days of earned leave. (Earned leave is accrued in whole numbers).

Q.In a calendar year, 1st June is a Sunday, when does the vacation leave start in this year?

Ans:Vacation leave starts from 1stJune.

Q.I have joined on 3rdNovember; will I be eligible to avail winter vacations?

Ans:As a faculty member you will be entitled for Vacation leave, for staff there is no winter vacation

leave.

Q.Can I take 2.5 EL?

Ans.No, earned leave may be availed only in whole numbers, i.e., 2 days or 3 days in your case.

Q.I am an Assistant Professor, my wife and I were blessed with a baby on 20 thMay, how can I avail my

paternity leave?

Ans:5 day Paternity leave may be availed within 30 days of birth of new born, i.e., it should begin on or

before 20thJune.

Q.I was on Earned leave from Thursday to next Monday. How may Earned leaves have I availed?

Ans:You have availed 3 days earned leave. Earned leave is counted only for intervening working days,

which exclude Weekly Offs and University Holidays.Q: I need to attend a conference related to my field of research (or field of work), what kind of leave

should I apply for and will I be paid?

A: If the work is not related to SNU, you need to apply for Casual leave or Earned leave as appropriate.

For SNU related work please refer to SNU Travel Policy (HR403) and leave is not required to be taken.


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Annexure 2: LEAVE APPLICATION FORM

LEAVE APPLICATION FORM

(Approved form to be submitted to Human Resources within the stipulated timeframe)

Date: ______________I request you to grant me leave for the days as detailed below:

University Members Details

Name University ID No:

Title

Department / Function Name of HOD / Reporting Mgr.

SchoolName of School Director /Function Head

Leave Type ( CL/EL /ML/PL/AL/RH/LWP) From To Duration

Full Day / Half Day

Reason/s for leave:

How will your work be managed during your leave period?

Dates Particulars of task / class Details of alternate arrangements

Contact Details during leave:

Address: Mobile No:

Signature of the Applicant:_________________

Sanctioning Authority:

Name: Signature: Date:

Approving Authority:

Name: Signature: Date:

(This form is expected to be replaced by an on line Leave Management System LMS to be launched soon)

hr402 leave policy v1.1

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