Article 30: Vacations, Holidays and Leaves

30.01 For the purpose of annual vacation, one month shall be twenty-five (25) working days.

30.02 A Member employed on a twelve-month basis is entitled to an annual vacation of one month which may be taken in one or more parts. A Member employed for fewer than twelve months in a year, other than an instructor Member appointed for less than twelve months in any year, is entitled to an annual vacation on a proportionate basis determined by the ratio of his or her months of service to the normal twelve months of service of full- time Members. An instructor Member appointed for less than twelve months in any year shall be paid a monthly vacation payment in lieu of a paid vacation in the amount of 8 percent of salary earned in each month. Vacation dates shall be arranged by the Member in consultation with the Chairperson, Head, Director, Chief Librarian or Dean concerned, to accord with responsibilities of the Member and the Department or other such unit.

Vacation entitlement is expected to be used annually but a Member may request that vacation entitlement be carried over from one year to the next. Requests shall be made to the Chief Librarian, Dean or Vice-President concerned and shall not be unreasonably denied.

30.03 The following shall be paid holidays for all Members:

New Year’s Day Dartmouth Natal Day (half holiday)

Munro Day Labour Day

N.S. Heritage Day Thanksgiving Day

Good Friday Remembrance Day

Victoria Day Christmas Day

Canada Day Boxing Day

Halifax Natal Day

and any other day declared as a national holiday by the Federal Government or as a public holiday by the Provincial Government. When one of the above days falls on a Saturday or Sunday, the Board shall declare the preceding Friday or the following Monday to be observed in substitution.

30.04 A Member summoned to be a witness or juror by any body with the power to subpoena shall be granted leave with regular salary and benefits for the period requiring absence from the University, but the Member so involved is expected to advise the Chairperson, Head, Director, Chief Librarian or Dean concerned who shall arrange, with cooperation of the Member, to avoid undue interruption of the Member’s responsibilities to students.

30.05 A Member who is unable to carry out his or her regular responsibilities because of illness shall advise the Chairperson, Head, Director, Chief Librarian or Dean concerned who shall arrange for the Member’s essential responsibilities to students or others to be rescheduled, if possible. The Member may be required to provide evidence or advice from a medical practitioner concerning the health of the Member. The Member may be granted leave from some or all of the responsibilities assigned in accordance with Article 20, with salary continuing:

(a) on arrangements approved by the Chairperson, Head, Director or Chief Librarian concerned where the illness and resulting disability does not extend for more than one week, and

(b) on arrangements approved by the Dean or Vice-President concerned where the illness and resulting disability extends for more than one week.

Leave shall not be denied unreasonably and arrangements approved by the Dean or Vice- President may include:

(i) periodic evidence or reports from a medical practitioner concerning the health of the Member, and

(ii) where there is a prospect of continuing and permanent disability, notification by the Board with required documentation provided by the Member concerned to the carrier of the Salary Continuance Programme of Dalhousie University.

30.06 A Member who is suspended from some or all regular responsibilities and placed on sick leave in accordance with Clauses 28.05 and 28.21 of this Collective Agreement may be required to provide periodic evidence or reports from a medical practitioner concerning the health of the Member, in addition to the certificate required in accordance with those clauses before termination of suspension, and where there is a prospect of continuing and permanent disability, the Board may notify the carrier of the Salary Continuance Programme of Dalhousie University, with required documentation to be provided by the Member.

30.07 The Board accepts responsibility for maintaining provisions for leave for Members and salary continuance with the same cover and benefits as in the Salary Continuance Programme of Dalhousie University on 1 July 1980. No changes in the cover and benefits provided for leave for Members shall be made without the approval of the Association.

Pregnancy, Paternity and Adoption Leaves

30.08

(a) A Member shall be granted pregnancy leave, consistent in timing and duration with the Labour Standards Code of Nova Scotia, upon provision of evidence or advice from a medical practitioner respecting the anticipated date of delivery arising from the pregnancy. Payment for this period of leave shall be in accordance with the existing SUB plan filed with Service Canada. The benefit payable by the Board under this plan is a weekly amount which combined with the Employment Insurance benefit and any other earnings from employment will equal ninety-five percent (95%) of the Member’s regular salary at the commencement of the leave for a maximum period of seventeen (17) weeks. Further unpaid leave shall not be unreasonably denied. (This ninety-five percent (95%) top-up applies where the Member has the requisite number of weeks of insurable earnings for Employment Insurance, irrespective of the length of time of employment at Dalhousie.)

When a Member is granted pregnancy leave and qualifies for parental leave under the Labour Standards Code of Nova Scotia and for parental benefits under the Employment Insurance Act as determined by Service Canada, the benefit payable by the Board is a weekly amount which combined with the Employment Insurance benefit and any other earnings from employment will equal ninety-five percent (95%) of the Member’s regular salary at the commencement of the parental leave for a maximum period of fourteen (14) weeks. Further unpaid leave shall not be unreasonably denied. (This ninety-five percent (95%) top-up applies where the Member has both the requisite number of weeks of insurable earnings for Employment Insurance and has been an employee at Dalhousie for at least a year.)

(b) When a Member has become a parent other than by giving birth, including by adoption, he or she may arrange, with the approval of the Chairperson, Head, Director, Chief Librarian or Dean concerned, for leave from some or all of his or her duties and responsibilities assigned under Article 11, Article 12, Article 13 or Article 20 as appropriate. Such leaves shall not be unreasonably denied, and shall be with full salary and benefits for a period reasonable in the circumstances, but in any case not less than five days if the Member so requests. Further unpaid leave shall not be unreasonably denied.

(c) When a Member qualifies for parental benefits under the Employment Insurance Act related to parenthood, as determined by Service Canada, the benefit payable by the Board shall be the difference between ninety-five percent (95%) of the Member’s regular salary at the commencement of the leave and the amount the Member receives from Employment Insurance benefits plus any other earnings from employment, for a maximum period of seventeen (17) weeks. Further unpaid leave shall not be unreasonably denied. (This ninety-five percent (95%) top-up applies where the Member has the requisite number of weeks of insurable earnings for Employment Insurance, irrespective of the length of time of employment at Dalhousie.)

When a Member qualifies for parental leave under the Labour Standards Code of Nova Scotia and for parental benefits under the Employment Insurance Act related to parenthood as determined by Service Canada, the benefit payable by the Board shall be the difference between ninety-five percent (95%) of the Member’s regular salary at the commencement of the leave and the amount the Member receives from Employment Insurance benefits plus any other earnings from employment, for a maximum period of fourteen (14) weeks. Further unpaid leave shall not be unreasonably denied. (This ninety-five percent (95%) top-up applies where the Member has both the requisite number of weeks of insurable earnings for Employment Insurance and has been an employee at Dalhousie for at least a year.)

For clarity, this clause applies to both adoptive and biological parents.

The benefit payable by the Board shall not be in addition to the full salary benefit as may be arranged under Clauses 30.08(b).

The following is a tabular representation of Sub-Clauses (a) – (d) of this Clause 30.08:

< 1 year employment at Dalhousie > 1 year employment at Dalhousie
Pregnancy 17 weeks top-up + 14 = 31 weeks top-up
Parental (including adoption) 5 days full salary OR17 weeks top-up 5 days full salary OR+14 weeks top-up

(d) There shall be no increase in the Member’s workload following a pregnancy, paternity, parental or adoption leave to make up duties not assigned or not performed because of such leave.

(e) The period of pregnancy, or parental leave pursuant to Clauses 30.08(a), (b), or (c) shall be credited towards years of full-time service in the calculation of eligibility for sabbatical, educational and special leaves. Members on such leaves interrupted by a pregnancy or parental leave pursuant to Clauses 30.08(a), (b), or (c) shall have the option to resume the remaining interrupted leave immediately following the pregnancy or parental leave.

(f) Where a Member is subject to a waiting period of two (2) weeks before receiving Employment Insurance benefits for pregnancy or parental leave, the Member shall receive an amount equal to ninety-five percent of their normal weekly rate of pay for each week of the waiting period.

Bereavement Leave

30.09 When there is a death or critical illness in the immediate family of a Member, or when similar circumstances necessitate compassionate leave, the Member concerned may arrange, with the approval of the Chairperson, Head, Director, Chief Librarian or Dean concerned for leave from some or all of the individual’s duties and responsibilities assigned in accordance with Article 11, Article 12, Article 13 or Article 20 as appropriate.

Such leaves shall not be unreasonably denied, and shall be with full salary and benefits for a period reasonable in the circumstances. Further unpaid leave shall not be unreasonably denied.

Personal Problems and Emergencies

30.10 Release from scheduled teaching, professional service and departmental responsibilities, with regular salary and benefits shall not be unreasonably denied to Members who request it for personal problems and emergencies, including medical appointments, the illness of a child, unscheduled daycare closure, dental appointments and relocation of residence, provided arrangements satisfactory to the Chairperson, Head, Director, Chief Librarian or Dean concerned are made to reschedule essential teaching, professional service or departmental responsibilities, if possible. In case of emergency, the Chairperson, Director, Head, Chief Librarian or Dean shall make the arrangements for rescheduling.

Political Leave

30.11 A Member may become a candidate for elected office at the federal, provincial or municipal level without prejudice to that Member’s position at Dalhousie University and shall be entitled to elect one of:

(a) reduction of responsibilities assigned in accordance with Article 11, Article 12, Article 13, or Article 20 with no reduction in regular salary and benefits;

(b) annual vacation;

(c) unpaid leave;

for the period up to one month that the Member selects, provided that the Member gives the appropriate Chairperson, Head, Director, Chief Librarian or Dean at least one month’s notice in advance of the period selected to allow the Chairperson, Head, Director, Chief Librarian or Dean to arrange for the Member’s duties to students and others to be otherwise met.

30.12 If elected to political office, a Member shall be entitled to unpaid leave of absence for a period up to five years, or may apply to have responsibilities assigned in accordance with Article 11, Article 12, Article 13 or Article 20 reduced, with corresponding reduction of salary, for a period up to five years and the Board shall not unreasonably deny such application.

Off-Campus Activities

30.13 Some Members must consult sources outside Dalhousie University, visit libraries, laboratories and other sources of the material necessary for teaching, scholarship, research and related activity, and observations must often be done in the field. Members are expected to be on campus at times appropriate to meet their responsibilities in teaching, in consulting with students and others, in administrative or committee work in accordance with Article 11, Article 12, Article 13, Article 17 and Article 20. Members have the responsibility of advising their Chairperson, Head, Director or other appropriate administrative officer of the University of their location and the means by which they may be contacted when carrying out their responsibilities elsewhere than on the University campus. Members who propose to be absent on a regular basis, for other reasons, for one or more days a week or for any period of a week or longer (except for annual vacation) are expected to ensure that their proposed arrangements are acceptable as compatible with their responsibilities and with those of their Department or other such unit.

Retraining Leave

30.14 With the agreement of the Department or other similar units affected, and the Board, a Member may undertake retraining for new duties. When such retraining involves a period of leave, the Member’s salary and benefits shall continue and the cost of retraining shall not be the responsibility of the Member. The Member shall carry his or her rank, tenure status and years of service toward sabbatical or special leave during and after the period of retraining.

Sabbatical Leave

30.15 The Board agrees to grant sabbatical leave to a Faculty Member or instructor Member at the rank of University Teaching Fellow on the following conditions:

(a) that the leave is expected to benefit the Member and the University, following the Member’s return, through future teaching, research, scholarly, artistic and/or professional work, as defined in Articles 17, 20 and, in the case of Continuing Education Members, 37, and is not merely to recognize previous service;

(b) that before commencement of leave, the Member will submit to the Dean or Vice- President concerned a statement outlining the programme to be followed during leave and including a statement of any salary or earnings from services expected to be rendered, or any external research grant or other support received, in connection with the planned programme;

(c) that upon return to the University following sabbatical leave the Member will submit a report to the Dean or Vice-President concerned regarding the programme of research, scholarly, artistic and/or professional work, as defined in Articles 17 and 20, pursued during leave;

(d) that the Member has completed service at Dalhousie University in accordance with Clause 30.17.

30.16 Sabbatical leave, when granted, may be for the following periods, provided that it does not begin or end in the middle of a normal teaching term for the Member:

(a) for a full year, from 1 July to the following 30 June;

(b) for a half year which may be from 1 January to 30 June or from 1 July to 31 December;

(c) for a full year, from 1 January to the following 31 December, provided satisfactory arrangements can be made to maintain essential responsibilities within the Member’s Department, School, College, Institute or Faculty.

In special circumstances the period of sabbatical leave may be altered as agreed by the Member and the Dean or Vice-President.

30.17 Initial sabbatical leave and associated salary depends on a Faculty Member’s or instructor Member at the rank of University Teaching Fellow’s years of service on the academic staff of Dalhousie University or any other university just prior to taking up an appointment at Dalhousie University, normally as follows:

(a) two years of full-time service with an academic appointment to which sabbatical leave attached at another university since the last sabbatical leave granted to the Member at that university shall be counted as one year of service at Dalhousie University, up to a maximum of two years (or three years for a person appointed with tenure) and such allowance for prior service shall be set out in the person’s letter of appointment at Dalhousie University;

(b) a minimum of three years of actual service at Dalhousie University shall be required of those Members holding appointments with tenure, and a minimum of four years of actual service at Dalhousie University shall be required of other Members, before commencement of an initial sabbatical leave;

(c) subject to Clause 30.17(f), after a total of six years of service, including credit for service elsewhere, a Member may have leave as in Clause 30.16(a) or (c) with 85% of regular salary, or may have leave as in Clause 30.16(b) with regular salary;

(d) subject to Clause 30.17(f), after three years of actual service by a Member holding an appointment with tenure, or after four years of actual service by other Members, leave as in Clause 30.16(b) may be granted with 85% of regular salary;

(e) subject to Clause 30.17(f), after a total of six years of service, including credit for service elsewhere, a Member may choose to have leave as in Clause 30.16(b) with 85% of regular salary, and after the use of this option the Member shall retain three accumulated years of service towards sabbatical leave;

(f) if salary support for leave granted by external agencies brings the Member’s salary above his or her regular salary rate then the sabbatical leave may be reduced providing:

(i) not less than 60 percent of regular salary rate or, in the case of a part-time Member, of his or her regular salary, shall be paid; and

(ii) the reduction shall not exceed the amount by which the Member’s salary with support exceeds the regular salary rate;

(g) in the case of those Members who hold or who have held part-time appointments, the fraction of full-time duties which shall be relevant in determining sabbatical salary (subject to the other provisions of this Clause 30.17) shall be the average of such fractions (as determined in accordance with Clause 14.06) over the qualifying years.

30.18 Subject to Clauses 30.19 and 30.20, after an initial sabbatical leave a Member may be granted further such leaves after additional periods of service at Dalhousie University, and these additional periods of services and inter-related leave and salary shall be those specified in Clauses 30.17(c), (d) and (e) counted from the resumption of regular duties by the Member following the period of sabbatical leave and shall include any period of pregnancy or parental leave specified in Clause 30.08.

30.19 Where it is in the Member’s interest as determined by the Member and it is not contrary to University interests as determined by the Board, in special cases the normal period of service required for sabbatical leave may be reduced on condition that the Member agrees that any future sabbatical leave is postponed by a period similar to any reduced period of service.

30.20 If a Member applies for sabbatical leave and the conditions of Clauses 30.15 and 30.17 or 30.18 are met but it is in the interests of the University that leave be postponed, the Member who agrees to postpone sabbatical leave upon request by the Dean or Vice- President concerned shall receive additional salary support of 2.5 percent for each 6 month period of postponement to a maximum of two years, provided, however, that the total salary support resulting from this provision does not exceed 100% of the Member’s regular salary, and shall be entitled to have the period of service required before any subsequent leave reduced to the extent the prior leave is postponed.

30.21

(a) A Member granted sabbatical leave may arrange to cancel or postpone his or her leave with the approval of the Board.

(b) The Parties recognize that there may be cases in which Members on sabbatical leave suffer a serious interruption of their stated program of activities as a result of serious illness, injury or other emergency situations beyond the Member’s control. In such cases, the Member may request that a sabbatical arrangement be modified or postponed which shall not be unreasonably denied. Requests based upon illness or injury must be supported by the timely submission of a medical certificate attesting to the illness or injury.

30.22 The Board shall provide a fund in the amount of $289,433 for the academic year 2014/15 for expenditure in the fiscal year 2015/16 and an amount of $294,499 for the academic year 2015/16 for expenditure in the fiscal year 2016/17 and an and an amount of $298,917 for the academic year 2016/17 for expenditure in the fiscal year 2017/18, to provide grants to supplement salary and/or research grants payable to Members granted sabbatical leave or special leave for part or all of that year. A Member granted sabbatical or special leave who is not in receipt of external grant support for leave in excess of 25 percent of regular salary may apply for a supplemental leave grant. Application shall be made to the appropriate Committee on Research Development of the Office of Research Services and shall include a statement of expenses the Member expects to incur as a result of research and scholarly work during leave and a statement of anticipated external grants or earnings from services rendered during leave (unless such earnings would normally be classified under Article 22). In cases of doubt about the appropriate Committee on Research Development, the Vice-President (Research) shall decide which committee shall process the application. The committee concerned shall consider all applications, giving particular preference to Members whose research and scholarly work necessitates travel to other libraries, laboratories, conferences, research or similar centres. The committees shall not unreasonably deny applications and may award supplemental grants, ordinarily not in excess of 25 percent of regular salary, and the decisions of the committees within the limit of the amounts specified herein shall be processed by the Vice-President (Research) for adding to the regular salary/research grant support provided to the Member during leave. Decisions of the committees when implemented by the Vice-President (Research) shall not be subject to grievance and arbitration proceedings.

30.22A Members who by virtue of holding an external appointment are ineligible to apply for supplemental leave funds from external agencies may apply to the appropriate committee on Research Development of the Office of Research Services referred to in Clause 30.22 for a grant to supplement salary during sabbatical or special leave. The Board agrees to provide funds over and above those referred to in Clause 30.22 for such grants, which ordinarily shall not be in excess of 25 percent of regular salary.

30.23 A Member who has served on the full-time academic staff for at least the period required for an initial sabbatical leave in accordance with Clause 30.17 and who subsequently transfers to part-time service as a Member on the academic staff or who has accepted less than full-time responsibilities and correspondingly reduced salary, shall be considered for sabbatical leave in accordance with Clauses 30.15 to 30.22.

Special Leave

30.24 Special leave to pursue research and scholarly work that directly complements their work at Dalhousie University may be granted to professional counsellor Members in accordance with Clause 13.09, professional librarian Members, to Members holding research appointments, and Members holding part-time appointments and employed on a twelve-month basis during two consecutive three-year appointments as provided in Clause 14.16(b)(iii). When special leave is granted, it shall be on the same conditions as those applying to other Members to whom sabbatical leave is available, in accordance with Clauses 30.15 to 30.22.

30.25 Members who have been Heads or Chairpersons of a Department for at least five consecutive years immediately preceding the special leave referred to in this Clause

30.25 shall be entitled to such special leave upon the expiry of their term as Head or Chairperson, and such special leave shall be on the same terms as a sabbatical leave provided in Clauses 30.15 and 30.16, and salary support shall be on the same terms as provided in Clauses 30.17(c) or (e) and 30.22. Members who have accumulated years of service toward a regular sabbatical leave at the time they take up an appointment as Chairperson or Head shall retain those accumulated years of service but years served as Head or Chairperson shall not be counted as years of service toward a regular sabbatical leave unless the Member waives consideration under this Clause 30.25. Clause 30.20 shall not apply in cases where a Member postpones a regular sabbatical leave in order to accept an appointment as Head or Chairperson and subsequently takes a special leave under the terms of this Clause 30.25. Sabbatical leaves for Members serving as Heads or Chairpersons for less than five consecutive years shall not be affected by this Clause 30.25.

30.26 Service by Members for any period or periods exceeding the minimum conditions for sabbatical or special leave, except in accordance with Clauses 30.17(e) and 30.20, does not reduce the period of service required for any second or subsequent sabbatical or special leave, and years of service do not accumulate for more than one future leave at a time.

30.27 Application for sabbatical leave or special leave, as provided for in Clauses 30.15 to 30.24, shall be made through the Chairperson, Head, Director or Chief Librarian to the Dean or Vice-President, and shall be made not later than 1 November of the academic year prior to that in which leave is proposed.

30.28 While on sabbatical or special leave a Member:

(a) shall continue to pay dues to the Association in accordance with Article 7, and contributions to pension and other benefit programmes, in accordance with Article 32, shall be continued by the Member and the Board;

(b) may apply on the prescribed form through the Chairperson, Head, Director or Chief Librarian to the appropriate Committee on Research Development of the Office of Research Services to have a portion of leave remuneration paid as a research grant; the amount allowed shall be paid as a research grant. The research grant portion of leave remuneration may vary by month if requested in writing by the Member in advance of the leave;

(c) may have leave remuneration reduced by any amount the Member derives during leave for services rendered, unless such services would normally fall under the provisions of Article 22 as extra-professional activities, or from external grants designed to support the Member while on leave if the total remuneration during leave exceeds the equivalent of full regular salary and reasonable expenses incurred:

(i) by the Member and his or her spouse and dependents in moving to and back from the place or places in which the Member is to reside during the leave period, where such expenses have not been otherwise provided for; and

(ii) in connection with research and scholarly work while on leave.

Unpaid Leave of Absence

30.29 Members may apply through their Chairperson, Head, Director or Chief Librarian for unpaid leave of absence from Dalhousie University, if possible not less than six months before the date requested for initiation of leave. Unpaid leave of absence shall not be withheld unreasonably, and in particular shall not be withheld unreasonably from the spouse of any Member who has been granted sabbatical leave where the spouse is also a Member of the bargaining unit, but may be limited to periods of up to two years at a time, subject to Clause 30.12. A Member on unpaid leave of absence shall continue payment of dues or other charges directly to the Association, in accordance with Article 7, and during such leave may choose to contribute to the Dalhousie University Staff Pension Plan and other available benefit options, subject to the approval of the Board, and subject to the provisions of any individual insurance policies and the Pension Plan.

30.30 When a Member is a Chairperson or Head, the Dean of the Faculty concerned shall be informed of absences and vacations in accordance with this Article 30.

Conferences

30.31

(a) An instructor Member may be granted time off in order to attend conferences, meetings, workshops and seminars when such are relevant to the position held by the instructor Member and when attendance has been approved through the regular Departmental procedure. Arrangements must be made sufficiently in advance so as to ensure that regular duties and responsibilities are carried out during any such absence. Reimbursement for travelling and living expenses for instructor Members shall be in accordance with Clause 30.33.

(b) Professional librarian and professional counsellor Members may be granted time off in order to attend conferences, meetings, workshops and seminars when such are relevant to the position held by the Member and when attendance has been approved through the regular unit procedure. Arrangements must be made sufficiently in advance so as to ensure that regular duties and responsibilities are carried out during any such absence.

Reimbursement for travelling and living expenses for professional librarian and professional counsellor Members shall be in accordance with Clause 30.33.

Educational Leave

30.32

(a) The Board agrees to grant educational leave to pursue academic studies that complement their work at Dalhousie University and which will also benefit their Department to instructor Members on the conditions set out in this Clause 30.32. In order to be eligible for the granting of educational leave, a Member must have been classified as a Senior Instructor and also shall have completed six (6) years of service at Dalhousie University, or shall have completed seven (7) years of service at Dalhousie University calculated from the initial date of the previous educational leave project.

(b) Before the Board grants educational leave to an instructor Member, that Member shall submit to the Dean, eight months prior to the date the requested leave is to commence, a statement specifying the leave project, and the instructor Member’s Department shall submit to the Dean an assessment and recommendation concerning the leave. The assessment shall include a consideration of the arrangements necessary to maintain the academic program(s) of the Department during the proposed period of leave. Provided the Dean and the Department agree that the conditions in Clause 30.32(a) have been satisfied, and provided the Member’s Department recommends the granting of such leave, the Dean shall recommend to the President within two months of receiving the application that the proposed educational leave be granted. There shall be no replacement appointment for the instructor Member on educational leave unless the Dean agrees that such an appointment is necessary. In the event that the Dean recommends to the President that the proposed educational leave not be granted, the Dean shall write to the instructor Member giving the reasons for this recommendation.

(c) When educational leave is granted to instructor Members, it may be:

(i) for a full year, from 1 July to the following 30 June with 85% of regular salary, or

(ii) for a full year, from 1 January to the following 31 December, provided satisfactory arrangements can be made to maintain essential responsibilities within the Member’s Department, School, College, Institute or Faculty with 85% of regular salary, or

(iii) for a half year which may be from 1 January to 30 June or from 1 July to 31 December at regular salary.

The salary paid while on educational leave may be reduced in the light of salary support for leave granted by external agencies but not less than sixty percent (60%) of regular salary shall be paid.

(d) Pursuant to Clause 30.32(b) herein, the proposed educational leave may be approved in one or more segments not to exceed twelve (12) months in total when leave is pursuant to Clause 30.32(c)(i) or (ii) or not more than six (6) months in total when leave is pursuant to Clause 30.32(c)(iii).

(e) Notwithstanding the above provisions contained in this Article 30, when it has been determined that retraining is appropriate for an instructor Member, the Dean may authorize a Special Educational Leave for this purpose following approval through regular Departmental procedures. Unless otherwise agreed with the instructor Member, such Special Educational Leave shall be included in the eligibility period for Educational Leave as specified in Clause 30.32(a) herein.

(f) An instructor Member who is granted Educational Leave or Special Educational Leave must agree to return to duties at Dalhousie University for a period equal to the period of such leave(s) or reimburse the Board for the full amount of the financial assistance received from the Board during the leave(s). If an instructor Member returns to the University for a period of time less than the length of the leave, the reimbursement will be prorated accordingly.

The Board shall provide a fund in the amount of $17,689 for the academic year 20014/15 for expenditure in the fiscal year 2015/16 and an amount of $17,999 for the academic year 2015/16 for expenditure in the fiscal year 2016/17 and an amount of $18,269 for the academic year 2016/17 for expenditure in the fiscal year 2017/18, to provide grants to supplement salary and/or research grants payable to Members granted educational leave or special educational leave for part or all of that year. A Member granted educational or special educational leave who is not in receipt of external grant support for leave in excess of twenty- five percent (25%) of regular salary may apply for a supplemental leave grant.

Application shall be made to the appropriate Committee on Research Development of the Office of Research Services and shall include a statement of expenses the Member expects to incur as a result of research and/or scholarly work during leave and a statement of anticipated external grants or earnings from services rendered during leave (unless such earnings would normally be classified under Article 22). In cases of doubt about appropriate Committee on Research Development, the Vice-President (Research) shall decide which committee shall process the application. The committee concerned shall consider all applications, giving particular preference to Members whose research and/or scholarly work necessitates travel to other libraries, laboratories, conferences, research or similar centres. The Committees shall not unreasonably deny applications and may award supplemental grants, ordinarily not in excess of twenty-five percent (25%) of regular salary, and the decisions of the committees within the limit of the amounts specified herein shall be processed by the Vice-President (Research) for adding to the regular salary/research grant support provided to the Member during leave. Decisions of the committees when implemented by the Vice-President (Research) shall not be subject to grievance and arbitration proceedings.

(g) Financial assistance may also include assistance to offset part or all of the cost relating to tuition fees, travel and relocation.

(h) If an instructor Member applies for educational leave and the conditions in Clauses 30.32(a), (b) and (c) are met but it is in the interests of the University that leave be postponed, the Member who agrees to postpone educational leave upon request by the Dean shall receive additional salary support of 2.5 percent for each six month period of postponement to a maximum of two years, provided, however, that the total salary support resulting from this provision does not exceed 100% of the Member’s regular salary, and shall be entitled to have the period of service required before any subsequent leave reduced to the extent the prior leave is postponed.

(i) An instructor Member who is granted Educational Leave or Special Educational Leave may apply on the prescribed form through the Chairperson, Head or Director to the appropriate Committee on Research Development of the Office of Research Services to have a portion of leave remuneration paid as a research grant; the amount allowed shall be paid as a research grant. The research grant portion of leave remuneration may vary by month if requested in writing by the Member in advance of the leave.

Travel

30.33 The Board expects that Members may attend conferences, workshops and study-sessions in places other than Dalhousie University, as judged necessary to extend and communicate their knowledge, including travel directly related to instructional development and the quality of teaching. The Board, therefore, agrees to reimburse out of the funds provided in Clause 30.34 the travelling and living expenses of those Members whose attendance is approved under the guidelines recommended by the relevant Faculty committee and approved by the Dean. Such guidelines shall include reference to the per diem maximum payable to a Member. The Faculty committee shall also make recommendations to the Dean concerning individual applications for the Dean’s decision. For the purposes of this Clause, the professional librarian and professional counsellor Members shall set up Travel Committees, which shall be the Faculty-level committees for this purpose, to make recommendations to the appropriate Chief Librarian or Vice-Provost (Student Affairs) regarding reimbursement of the travelling and living expenses of those professional librarian and professional counsellor Members whose attendance at conferences and/or meetings is recommended by these committees.

30.34 The Board shall provide a fund for expenditure in the fiscal year for travel by Members. The amount of the fund for the fiscal year 2014/15 shall be $738,838, for the fiscal year 2015/16 shall be $753,615, for the fiscal year 2016/17 shall be $766,804, for the fiscal year 2017/18 shall be $778,307. Faculty-level committees shall be notified no later than 1 March of the amount of funds to be allocated to them for the upcoming fiscal year.

This fund shall be divided into two portions:

(a)(1) subject to Clause 30.34(a)(2), ninety-eight percent of the travel fund for each fiscal year shall be allocated to Faculties, the College of Continuing Education, the Counselling Centre and the Library System in proportion to the number of Members each contains, for distribution to Members on a fair and equitable basis by the Deans, Chief Librarians or Vice-President (Student Services), on the advice of Heads, Chairpersons or Directors, and the committees mentioned in Clause 30.33:

(i) the travel funds allocated to a Faculty, College, Centre or Library System for any fiscal year shall not be overspent in that fiscal year by more than 10% of the allocated amount and the overspent amount shall be debited to the amount allocated for the following fiscal year;

(ii) the travel funds allocated to a Faculty, College, Centre or Library System for any fiscal year may be underspent in that fiscal year by no more than 10% of the allocated amount and any excess of underspending beyond that 10% shall be taken into general Dalhousie University revenue;

(iii) overspending and underspending of travel funds allocated to a Faculty, College, Centre or Library System shall be permitted to accumulate over three fiscal years but at the end of each fiscal year the accumulated amount of overspent and underspent funds for that fiscal year and the two fiscal years preceding it shall not be an over-expenditure exceeding 10% of the travel funds allocated in the fiscal year just ending and shall not be an underexpenditure exceeding 30% of the travel funds allocated in the fiscal year just ending;

(iv) expenditure of travel funds shall be said to occur on the date when payment is made from them or on the date when an invoice for payment is received by the Board, whichever is earlier;

(a)(2) in determining the allocation to the Faculties, the College of Continuing Education, the Counselling Centre and Library System pursuant to Clause 30.34(a)(1), each such unit shall be entitled to the greater of:

(i) $5296, or

(ii) an allocation based on the proportion of the number of Members each contains provided that the total funds allocated under Clause 30.34(a) shall not exceed ninety-eight percent of the travel fund;

(b) the remaining two percent of the travel fund for each fiscal year shall be allocated for travel by the President, or his delegate, on a fair and equitable basis, to those Members for whom Clause 30.34(a)(2) does not apply. The President, or his delegate, may distribute any funds remaining after such allocation to Members whose travel requirements cannot be met through Clause 30.34(a)(2).

Members on leave shall not be eligible for travel support from these funds.