RULES AND REGULATIONS FOR SHORT/LONG LEAVE INCLUDING SABATICAL LEAVE

INTRODUCTION

    The Statutes have provisions for 12 kinds of leave (vide Clause 12 in Schedule ‘D’): Casual Leave, Special Casual Leave, Special Leave, Half Pay Leave, Commuted Leave, Earned Leave, Extraordinary Leave, Maternity Leave, Hospital Leave, Quarantine Leave, Leave Not Due and Sabbatical Leave.

    The present document is meant to provide guidelines for the sanction of leave on academic grounds to faculty members who are permanent employees. Such leave can be short or long as explained below.

    In the event of there being any inconsistency between any of these guidelines and the corresponding provisions in the Act/Statutes of the Indian Institute of Technology Kanpur, the latter shall prevail.

LEAVE ON FOREIGN SERVICE TERMS

    1. Definition

      2. Leave on Foreign Service Terms means leave granted to serve elsewhere in which the employee receives pay from another organization. This is basically a mechanism to permit an employee to take up a remunerative position elsewhere while maintaining lien at the Institute and continuing to draw increments and retirements benefits at the Institute.

    2. Contributions
      An employee granted leave on foreign service terms is required to pay pension and leave salary contributions if governed by the Pension Scheme and Institute’s share of CPF, Gratuity contribution and Leave Salary contribution if governed by the CPF-cum-Gratuity Scheme. Besides, the employee has to pay his own contribution towards GPF/CPF. For details, see Annexure I.

SHORT LEAVE ON FOREIGN SERVICE TERMS

    1. Definition

      2. Any leave of absence for a duration exceeding a month during a semester and upto a maximum period of one semester with the proviso of prefixing and/or suffixing vacation periods will be called SHORT LEAVE.

    2. Eligibility
      1. Two full semesters should have been spent at the Institute after returning from the last Short or Long Leave or after initial joining of the Institute.
      2. The obligations of any previous bond should have been fulfilled. This may be relaxed at most once in the tenure of a faculty member at this Institute.
    3. Terms and Conditions
      It must be ensured that prior and proper arrangements are made for the discharge of responsibilities, such as those concerning sponsored projects, guidance of research work of students, teaching duties, etc.

LONG LEAVE ON FOREIGN SERVICE TERMS

    1. Definition

      2. Any leave of absence over lapping two or more semesters shall be called LONG LEAVE.

    2. Eligibility

      1. Five years should have been spent at the Institute, including leave as due availed, after joining the Institute or return from the previous Long Leave or Sabbatical Leave whichever is most recent. This may be relaxed up to two years for Assistant and Associate Professors for availing Long Leave for the first time in their tenure as faculty members at this Institute.

      2. Two full semesters should have been spent at the Institute after return from the last Short Leave. The Institute may relax this requirement to one semester if Short or Long Leave has not been availed in the ten years preceding the last availed Short Leave.

    3. Terms and Conditions

      1. It must be ensured that prior and proper arrangements are made for the discharge of responsibilities such as those concerning sponsored projects, guidance of research work of students, teaching duties etc.

      2. The maximum permissible period of Long Leave is 2 years.

      3. Not more than 20% (rounded off to the next whole number) of the existing faculty of a department can be given Long Leave at any given time.

      4. The person granted Long Leave will execute a bond as given in Annexure II to serve the Institute for a period of one year on return from the leave if the Long Leave is up to one year and a for a period of three years if the Long Leave is for more than one year. The bond will be for a sum of Rs. 10,000/.

    4. Terms and Conditions for Long Leave for Higher Studies/Training

      5. Long Leave for prosecuting higher studies/training towards a degree/diploma shall be granted rarely and under special circumstances by the Board.

    5. Deputation of Foreign Service Terms

      1. A permanent member of the academic staff may be deputed to a Government organisation or an autonomous body drawing major funding from the Government of India or an industrial enterprise, R & D organisation or an academic institution of repute, if this is in the interest of the Institute.

      2. In the case of deputation to higher position in a national laboratory/institution of national importance/public sector undertaking or a senior position in a central or state government department/organization, the maximum period of deputation will be five years provided the appointment is in India. In all other cases it shall be restricted to two years, and may be extended by the Board for good and sufficient reasons.

      3. There should be atleast one year service period left after return from deputation. This period could be reduced further and even waived under special circumstances by the Board, depending on merits of individual cases.

      4. The conditions laid down under articles 4.3.1, 4.3.3 and 2.2 should be satisfied.

      5. The obligation of any previous bond must be fulfilled for grant of deputation. The Board may, however, relax this condition in special cases.

SABBATICAL LEAVE

    Sabbatical Leave will be for the purpose and under terms and conditions as laid down in the Statutes (reproduced in Annexure III). Further, eligibility and other conditions are given below.

    1. At least two full semesters should have been spent after availing Short Leave.

    2. For grant of Sabbatical Leave for the first time since joining at least six years should have been spent at the Institute (including leave as due availed by restricted to earned leave and commuted leave).

      3. For any subsequent Sabbatical Leave at least six years should have been spent at the Institute (including leave as due availed but restricted to earned leave and commuted leave) since return from the last Sabbatical Leave.

    3. Obligations of the bond period, if any, of the last Long Leave should be fulfilled.

    4. Conditions laid down under articles 4.3.1 and 4.3.3 should be satisfied.

    5. A bond as given in Annexure IV should be executed.

GENERAL TERMS AND CONDITIONS

    1. Leave of absence of any kind given in the Statutes or a combination thereof during the semester(s) for a period of more than a month for academic purposes will be treated as Short or Long Leave as the case may be and will accordingly count as such for qualifying service required for the sanction of any further Short/Long Leave.

    2. Leave of any kind can be converted into another kind of leave as per provisions of the Statutes.

    3. Leave sanctioned must be availed for the purpose for which it is granted and at the place approved. Changes are permissible only with prior approval of the Institute.

    4. No faculty member shall proceed on leave unless all the prescribed formalities have been completed and formal orders have been issued.

    5. A joining report after availing leave is mandatory. This should include a statement of activities during the leave period, and should give information on patents granted, technology transfer achieved, etc.

    6. If an extension to the leave granted is sough, an application for the same should reach the Institute at least 3 months before the expiry of leave already sanctioned. In such cases decision will be communicated in advance. Unless a sanction for extension is received, the applicant is obliged to rejoin the Institute as per leave already sanctioned. Extension of leave will automatically extend bond period as per rules.

    7. The grant of Long Leave will be considered by the Long Leave and Travel Support committee whose recommendations will be submitted to the Director.

    8. Overstaying beyond the sanctioned leave may attract disciplinary action and permission to join the Institute has to be invariably obtained in such cases.

  1. The Institute may, for good and sufficient reasons to be recorded, grant relaxation of the conditions given above tot he extent considered reasonable.