SNU Leave Policy

Policy # HR402 Leave Policy V1.1

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

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Leave Policy

HR402 V1.1

Release Control
Release Date
06.11.2011

Version No:
V1.0 First Release

Details

Released by Approved by
HR Team HR Team

06.12.2013

V1.1

Pre-release, Leave Procedures and Rules Clarified. Bharti Saxena Policy re-launched in standard format with version control

Rajiv Swarup

POLICY ASSURED BY:

Department:
Finance IT (LMS) HR (Policy Owner)

Represented By:
Manish Gaur Anand Padmanabhan Bharti Saxena

Date 06.12.2013 06.12.2013 06.12.2013

POLICY RATIFIED BY:

Office of:
Registrar SNU Dean UG Studies and Students Welfare Director School of Engineering Director School of Humanities & Social Sciences Director School of Management and Entrepreneurship Director School of Natural Sciences President SNU Vice Chancellor SNU

Represented By:
Samuel Ernest Amit Ray Madan Gopal Shubhashis Gangopadhyay Shekhar Chaudhuri Rupamanjari Ghosh Rajiv Swarup Nikhil Sinha

Date 06.12.2013 06.12.2013 06.12.2013 06.12.2013 06.12.2013 06.12.2013 06.12.2013 06.12.2013

Leave Policy

HR402 V1.1

Table of Contents
HEADING
OBJECTIVE SCOPE GENERAL GUIDELINES TYPES OF LEAVES CASUAL LEAVE VACATION LEAVE EARNED LEAVE MATERNITY LEAVE PATERNITY LEAVE ADOPTION LEAVE LEAVE WITHOUT PAY WEEKLY OFFS FOR ESSENTIAL SERVICES LEAVE DURING NOTICE PERIOD RELATED POLICIES ANNEXURE 1: FREQUENTY ASKED QUESTIONS ANNEXURE 2: LEAVE APPLICATION FORM

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Leave Policy

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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 by the 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 to hr@snu.edu.in . 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 Faculty Members Calendar year Eligibility Leave Quota (in Days)
12 45 @ 2EL for every 3VL, max 21 90 5 (10 or 20)* Discretionary 2

S No
1 2 3 4 5 6 7 9

Leave Type
Casual Leave Vacation Leave Earned Leave Maternity Leave Paternity Leave Adoption Leave Leave Without Pay Restricted Holidays^

Staff Members Calendar year Eligibility Leave Quota (in Days)

12 @ 1.75 days per month, max 21 90 5 (10 or 20)* Discretionary 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 1st January to the leave account of individual members.
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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 1st January. 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 1st to 15th January. 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 competent authority. 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 18th August, 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 18th August till 31st December. 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 1st June to 30th June, how many ELs have 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 1st June. Q. I have joined on 3rd November; 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 20th May, 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 20th June. 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 Title Department / Function School Leave Type ( CL/EL /ML/PL/AL/RH/LWP) From

University ID No: Name of HOD / Reporting Mgr. Name of School Director / Function Head 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: Approving Authority: Name: Signature: Date:

Signature:

Date:

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

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