The University of Sheffield
Human Resources

Study Leave Procedure

1. Introduction

Study leave provides all clinical and non clinical academic staff (i.e. roles including both research and teaching responsibilities) with the opportunity to seek dedicated time to further an area of research, or other study related to their duties. During study leave the University´s contractual arrangements will apply, normally including basic salary.

The outputs of this leave should contribute to the member of staff´s development and the strategic objectives/plans of their department/faculty.

This provision does not prevent additional departmental arrangements, such as re-scheduling of teaching duties to allow completion of a particular piece of research by a staff member, where these can be made within available resources in a manner which is beneficial both to the individual and to the department concerned.

2. Duration and Qualifying Service

Staff may be allowed one semester´s study leave for each completed period of seven semesters´ service in this University, and should be taken in line with semester dates, (See Also Box). Leave will not normally be granted in the final year of service.

Previous periods of study leave will count towards qualifying service, however, periods of special leave amounting to one semester or more will not.

3. Timescales

Applications should normally be submitted to the Faculty Pro-Vice Chancellor (FPVC) (or designate) via the Head of Department, between twelve and six months before the start of the proposed leave. Where more than one application is submitted the Head of Department should place them in order of priority as not all requests may be able to be accommodated.

4. Replacement member of staff

This is not normally necessary, as departments are expected to manage the allocation of duties in such circumstances. If a Head of Department believes that there are exceptional circumstances that may warrant the appointment of additional staff using sources other than external monies, they should approach their FPVC (or designate) to discuss.

5. Preparation Prior to Submitting an Application

For maximum benefit to be gained from the period of leave there must be a coherent plan of what will be undertaken during the leave. As such the member of staff needs:

5.1 To provide their Head of Department and faculty with sufficient information to make an assessment as to the potential contribution, and impact of such leave, by:

  1. Identifying specific and measureable outputs/goals expected from the period of leave (see application form for more details).
  2. Considering any potential difficulties associated with the work planned and how these can be overcome/mitigated.
  3. Considering with the Head of Department what duties/business needs may be affected should the leave be approved and how any impact can be mitigated, as those granted leave will be expected to give up all teaching, examining, and administrative work during the period of leave. However, if appropriate and in consultation with the Head of Department, the member of staff could continue to supervise research students and to administer a research grant. If so, Heads of Department would be responsible for ensuring supervisory standards are maintained.
  4. If appropriate, seeking potential sources of funding to support the plans.
  5. Clinical Academics, in addition to the above, are also responsible for liaising with the relevant NHS Trust to ensure their clinical duties can be covered for the proposed period of study leave, and for notifying the NHS when an application has been approved.

5.2 Discuss and agree leave plans/objectives with their Head of Department

During these discussions staff with a disability are encouraged to discuss any circumstances that may require consideration of reasonable adjustments within the period of leave.

6. Application and Authorisation Process

6.1 The member of staff should complete Sections A & B of the application form ('Downloads Box' for form) and submit it to their Head of Department.

6.2 Head of Department to consider the application, discussing it further with the member of staff if necessary.

The Head of Department should complete Section C of the form, indicating whether the application is supported and detailing the below:

  1. How the proposed plans are in line with the individual’s, department and/or faculty’s overall strategic objectives, and,
  2. Whether arrangements would need to be put in place to cover ongoing activity/responsibilities should it be approved, and if so what these are.
    OR
  3. Where the Head of Department feels unable to support the application, they should state the reason(s) for this in the ‘Any Other Comments’ box.

The HOD may wish to liaise with Faculty Directors of Research and Innovation/ Learning and Teaching as appropriate when considering applications (and outcome reports).

The form is then forwarded to the FPVC (or designate) for a decision.

6.3 FPVC (or designate) considers case, completes Section D of the form.

Any queries/concerns should initially be discussed and further information sought from the relevant Head of Department. Where an application is not approved the FPVC (or designate) may wish to discuss the case with their HR Team. Having made a decision the FPVC (or designate) should:

  1. Record their reasons for this decision on the application form, securely retaining the application within the Faculty for monitoring purposes.
  2. Organise notification in writing to the member of staff as to their decision.
  3. Organise, where the application has been approved, the recording of the period of leave on uBASE.

7. Communications

Prior to commencing a period of study leave the member of staff must provide their department with up to date contact details, so that reasonable contact can be maintained.

8. Assessment of outcomes following the end of the study leave period

8.1 Staff will complete Sections A & B of the `Report on the Outcomes of Study Leave Form´ (Downloads Box), submitting it to their Head of Department within 8 weeks after the completion of the leave. It should summarise which objectives have been achieved, which have not been achieved and why, and any developments/tools/information that they believe may be of interest to others, and if so, whom.

8.2 The Head of Department completes Section C to indicate whether they believe the output detailed to be accurate. The report is then forwarded to the FPVC (or designate).

8.3 The FPVC (or designate) responsible for the approval of the output of each period of leave based on the completed report, completes Section D. The report should be retained at either faculty or department level, subject to local arrangements. Where the FPVC (or designate), considers the output is unsatisfactory, having referred back to the relevant Head of Department for further information/clarification, they should notify their HR Team to discuss their concerns and determine what action is to be taken e.g. if appropriate, this could include action under the disciplinary procedure as set out in the Statutes.

9. Dissemination of Outcomes

The HOD/FPVC (or designate) may wish to consider whether it would be beneficial to disseminate any outcomes they feel may be of interest/benefit to other areas of activity.

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Last Updated: 01/11