Staff Leave Policy

POLICY STATEMENT & OBJECTIVE

The leave policy sets out the various types of leaves that a faculty is eligible for and outlines the procedure for availing leave. This leave policy does not apply to consultants/ Guest faculty engaged with the Institute.

• The Institute work will take precedence over any kind of leave. Leave is to be treated as a privilege and not as a matter of right.
• Leave year is the calendar year (1st Jan – 31st Dec).
• The different types of leave/vacation are:
  • Casual Leave
  • Academic leave
  • Study Leave
  • On-duty Leave
  • Duty Leave
  • Compensatory Leave
  • Extra ordinary Leave
  • Maternity Leave
• All leaves should be applied in advance. In exceptional circumstances sometimes it may not be possible to do so in advance; in such cases, a telephone call to HOD should serve the purpose. However, this is allowed only if the work assigned to him/her is adjusted by the applicant with a colleague under intimation to HOD so that academic /administrative work does not suffer. This may be allowed only in unforeseen circumstances which may not exceed 2 times in a year. Non-adherence to the above may lead to the grant of leave without pay.

CASUAL LEAVE

• All faculty members are eligible to avail of 12 days of “Casual leave” per annum with credit of one day of leave per month. If it is not availed in a particular month it may be carried forward to the next month.
• Casual leave cannot be carried forward from one year to another
• Half-day CL can be taken if needed.

ACADEMIC LEAVE

• Faculty members can avail up to 07 days of academic leave for university work or the furtherance of professional growth such as external examiner, participation in conferences, symposiums, seminars, FDP, etc.
• Not more than 02 days of academic leave may be given for external practical work.

Study Leave – Permission for higher studies on lien

• Study Leave for acquiring higher qualifications like Ph.D., Post Doctorate from a University/Institute of higher learning will be admissible only to a confirmed member of faculty.
• Study Leave can be granted for a maximum of two (2) times during the entire period of service life maintaining a gap of five (5) years in between two Study Leaves. The total duration of Study Leaves during the service period shall be a maximum of three (3) years.
• Seniority of the employee would be maintained during the period of such leave.
• The Institute shall not be liable for any financial support whatsoever during his/her Study Leave or for the purpose of Study Leave.

Study Leave – Policy for sponsoring Members of Faculty for pursuing PhD under QIP Eligibility Criteria for Sponsorship:

• A confirmed Member of Faculty with at least 3 years of service in the Institute who has got admission to pursue a Ph.D. program in one of the major QIP centers as approved by AICTE:
  • IISc, Bangalore
  • IIT, Bombay
  • IIT, Delhi
  • IIT, Kanpur
  • IIT, Kharagpur
  • IIT, Guwahati
  • IIT, Madras
  • IIT, Roorkee
  and the Ph.D. program in which he/she takes admission should be in the discipline of which he/she is a Member of Faculty and the topic of research should be of relevance to the department concerned, to be duly recommended by the Principal and forwarded to the Top Management for approval.
• A Member of Faculty who is eligible, as above, will be granted leave with full pay deducting the amount he/she will draw from the above-mentioned QIP centers to pursue a PhD in any of the above QIP centers, for a maximum period of thirty-six (36) months.
• A Member of Faculty upon expiry of the leave or earlier will rejoin the Institute in the same position which he/she was occupying before proceeding on leave. There would be no break in service for the purposes of retirement benefits.
• The Institute reserves the right to allow up to a maximum of two (2) or 10% of the total strength of Faculty in any Department, whichever is lower, to go on QIP program at any point of time. Applications for QIP would be considered on a first-come-first-serve basis, until and unless considered for some other reasons, as found suitable and approved by Top Management.
• A Member of Faculty availing himself/herself of the benefit under QIP would be required to execute a bond with the Institute agreeing to serve the Institute for a minimum period of three (3) years after his/her return on completion of QIP, against which he/she would be required to provide a bank guarantee amounting to his/her existing salary for eighteen (18) months.
• If a QIP scholar discontinues the PhD program midway, the scholar would have to refund to the Institute such salary and allowances paid to him/her for the period he/she attended the program.

ON-DUTY LEAVE

• Considered only for non-working days. Travel time shall be considered as part of this type of OD.
  If the person has worked for 2 hr – 1/4 OD will be considered.
  If the person has worked for 4 hr – 1/2 OD will be considered.
  If the person has worked for 8 hr – 1 OD will be considered.
• On-Duty is granted to a faculty when any competent authority of GTBIMT assigns a duty of the institute that has to be performed at outstation.

DUTY LEAVE

• Duty leave is granted to employees if he/she has to perform assigned work at the outstation on a working day.

COMPENSATORY LEAVE

• Compensatory leave is granted to a faculty for performing assigned duty on non-working days.
• Compensatory leaves should preferably be availed during non-teaching days.
• Compensatory leave can be availed within the session under reference failing which it will lapse.

EXTRA ORDINARY LEAVE

• Extraordinary leave (without pay) may be granted to a faculty member when no other leave is admissible to him and he/she applies in writing for it.
• Extra-ordinary leave shall not count for grant of increment except in the following cases:
  • Leave allowed on medical grounds.
    Cases where the Director is satisfied that the leave is for cause(s) beyond the control of the employee, such as inability to join or rejoin duty due to civil commotion or a natural calamity.
  • Leave taken for pursuing higher studies.
  • Leave granted to a permanent faculty to accept an invitation to work on a fellowship or research-cum-teaching post elsewhere.
• Compensatory leave can be availed within the session under reference failing which it will lapse.

MATERNITY LEAVE (ML)

• Maternity Leave is admissible to permanent female employees of the Institute on half pay for a period of ninety (90) days from the date the staff desires to proceed on Maternity Leave or from the date of actual confinement, whichever is earlier, provided she has served the Institute for a period of at least two years immediately preceding the date of her leave.
• Maternity Leave will be granted upon submission of a medical certificate issued by the attending registered medical practitioner.
• Maternity Leave with pay shall be granted twice during the entire period of service of a female employee.
• In case of miscarriage including abortion, Maternity Leave will be granted to a permanent female employee of the Institute on half-pay, subject to submission of supported application by the attending registered medical practitioner. In no such cases, however, the total Maternity Leave should exceed thirty (30) days.
• Resumption of duty after Maternity Leave is on submission of a certificate of fitness from a qualified registered medical practitioner. An employee should submit the above-said certificate on the day she resumes office.
• Faculty members availing the benefit of Maternity Leave shall continue with her job at least for one year after joining the duty. In case of falling to fulfil, the above condition would lead to reimburse the Maternity Benefits.

Note: In the event of a faculty leaving the service of the Institution by way of resignation or otherwise, except as a result of the disciplinary proceeding, he /she will not be entitled to avail any leave (except casual leave) during the notice period that faculty needs to serve.