Study leave permits a member of the Faculty Association in a tenure/confirm stream position to pursue study or research of benefit to the individual and the university.
Detailed information about the length and salary during a study leave can be found in Article 2, Part 3 of the Collective Agreement.
Study leave is for study or research. Individuals should not be asked to take on additional duties at UBC during that time, whether with pay or not.
Accrual of time towards study leave
Since appointment or previous study leave, a member must have completed at least four years of active full-time service in appointments with review or tenured appointments at UBC. At least one year shall have been in an eligible rank.
What counts towards study leave accrual:
- Active service
- Up to 6 months of sick, maternity and/or parental leave
- Time spent on Reduced Appointment
What does not count towards study leave accrual:
- Periods of unpaid leave
- Time spent on administrative leave
- Time spent on a Study leave
- Time spent as Academic Head of Unit accrues towards administrative leave and not study leave. For Acting Heads and Directors, time served will normally count towards study leave, so long as they do not become eligible and subsequently take administrative leave.
Applying for study leave
Complete the Study leave application form (.doc) and provide it to the Academic Head of Unit. You should check with your Department Head or administrator to find out what the cut-off date is for leave applications. If your application is approved by your Head/Director it will be forwarded to the Dean, as applicable for approval. Your department will confirm approval and will enter the leave in Workday about one month prior to the leave start date.
Salary percentage while on study leave
The percentage of academic salary paid while on study leave is dependent on the years of service accrued towards leave and the length of the leave. Refer to Article 2.02 of Part 3 of the Collective Agreement. PLEASE NOTE: recent updates to the Collective Agreement to study leave salary percentages based on years of service are effective July 1, 2024.
| Years of Service | 6-month Leave | 12-month Leave |
| 4 | 75% | 60% |
| 6 | 90% | 80% |
| 8+ | 100%* | 100%* |
*the 100% salary option is effective for leaves commencing July 1, 2024.
MSP Coverage while on study leave
Faculty who plan to temporarily reside outside of British Columbia for over six months in a calendar year need to contact MSP to arrange for continued coverage or suspend coverage. Residency has important considerations for eligibility for coverage and premiums. For more information on leaving BC, visit the Government of BC website.
Converting salary to research grant during study leave
Policy LR3 provides an opportunity for applicants on study leave to convert some of their salary to take advantage of Revenue Canada‐approved tax savings.
Further information and the application form can be found on the Office of Research Services website.
Preparing for study leave
As you prepare for your study leave there are a number of things to think about. Listed below are a few items to help with your planning.
If you need rental housing in a different country for study leave, find temporary home rentals for academics via the Sabbatical Homes website.
If you have a child attending UBC Child Care Services and you're planning on going on study leave, please review the UBC Child Care Services Leave Application form.
Cancellation of study leave
Once approved, a study leave cannot normally be cancelled after January 15 immediately preceding the year starting on May 1, during which the leave is to be taken. This is outlined in Article 2.11 of Part 3 of the Collective Agreement. There are, however, some circumstances in which a study leave can be cancelled:
Cancellation due to illness
When a faculty member becomes ill for a significant period during the study leave, the leave will be converted to sick leave as necessary. Incidental illness during the study leave will not affect the leave, and the study leave arrangement continues unchanged until the normal end of the leave term.
If the study leave must be converted to sick leave, then the salary will be returned to the full level that was in effect prior to the start of the study leave. The remaining portion of the leave is deferred to a later date which is mutually agreed upon by the member and the department. The salary paid during the leave will be the same as the original study leave salary entitlement. Accrual of time for the next study leave will commence as of the end date of the original study leave.
Cancellation due to maternity/parental/adoption leave
If a faculty member goes on maternity, parental or adoption leave, the study leave will be cancelled. The salary entitlement and deferral of the study leave will be handled the same way as in the cancellation due to illness.
Administrators with questions regarding cancellations of study leave should contact Faculty Relations (Vancouver Campus) or Human Resources (Okanagan Campus).