Approved October 23, 1979
[Queen's Gazette, Vol. XI, No. 42]
The basic objectives of the Reduced Period of Responsibility policy are two-fold. The policy is designed to provide individuals with the opportunity to pursue interests which may not be related directly to their responsibilities to the University and to provide the University with some degree of flexibility in utilizing its financial and human resources.
Any full-time member of the academic or support staff who currently occupies a regular full-time position and who has a minimum of two years' continuous full-time service at the University may request and may be granted appointment with a reduced period of responsibility. Such an arrangement must be mutually agreed upon and shall not be unilaterally imposed upon any staff member. The Department Head and Dean or Administrative Head concerned shall consider each such request carefully in the light of the operational needs of the Department.
A reduced period of responsibility may be taken in the form of a shorter work week, or a shorter work day. Such reduced periods of responsibility will normally encompass not less than seven months of working time in the year or three days or 21 hours per week (approximately 60% working time). There may be exceptions to the above general rule, which will be dealt with on an individual basis. The staff member normally should be accorded part-time status if the working period is less than the above normal minimum and if the arrangement runs for an indefinite period of time.
A reduced period of responsibility will not change a staff member's normal security or rights as a regular employee of the University. As a general rule, faculty members on reduced responsibility will be considered eligible to apply for sabbatical leave after they have served the equivalent of six years full-time.
The option of maintaining full fringe benefit protection at the level of the nominal annual salary or at the level of the actual salary received, will be provided where possible under the terms of the particular benefit plan, with the normal cost sharing arrangement continuing.
A request to return to a full period of responsibility or to change the period of a reduced period of responsibility, whether at the initiation of the staff member or the Administrative Head, Department Head, or Dean concerned, should be made 6 months in advance (unless notice is waived by mutual consent). If there is not mutual agreement on the change in period of responsibility, whether to full-time or some other period, the Department Head, the Dean and/or the Director of Personnel Services, whoever is appropriate, will endeavour to find within one year suitable alternative employment within the University to accommodate the preference of the staff member concerned. If this cannot be accomplished then at the end of the one year period the individual should have to choose between accepting the change or resigning.
The policy will be reviewed regularly.
The policy applies to all full-time academic or support staff who currently fill a regular, full-time, twelve month position. To be eligible for a Reduced Period of Responsibility with benefits paid by the University, the staff member must have had a minimum of two years continuous full-time service with the University.
All salaries will be established and quoted on an annual basis (normal salary) and paid in proportion to the time actually worked (actual salary). The option will be provided to receive payments of salary during the time actually worked or over the entire year. For example, the actual salary of a person on an 8-month reduced period (September 1 to April 30) could be paid over eight months or over twelve months. In the first-mentioned case, a person with a nominal salary of $12,000 would receive an actual salary of $8,000 at the rate of $1,000 per month for eight months. In the last- mentioned case, the actual salary of $8,000 would be paid at the rate of $666.67 per month for twelve months.
Vacations will be on a prorated basis in accordance with the table shown below. A staff member taking a reduced period of responsibility will normally take the vacation entitlement during the working period.
|Months of Full Employment|
Normal Full Vacation
|2 wks||(10 Days)||7||8||8||9||10|
|3 wks||(15 Days)||10||11||13||14||15|
|4 wks||(20 Days)||13||15||17||18||20|
|1 Month||(Avg. 22 Days)||15||17||18||20||22|
Example: Assuming a reduced working period of eight months, September 1 - April 30, and a vacation entitlement of three weeks, an individual would be entitled to 10 days vacation before April 30 or after September 1.
The sick leave policy of the University provides for payments of full salary for a period of up to six months for an absence resulting from sickness or injury. The full salary referred to in the sick leave plan will be the actual salary, not the nominal salary, of a member on a reduced period of responsibility. The monthly salary payment to be continued under the sick leave plan will be that which was arranged for the reduced period of responsibility. Thus, situations may arise where monthly payments made under the sick leave plan will terminate at the end of one reduced period, commence again at the beginning of the next reduced period, and continue until the six month salary continuance provided for in the plan is exhausted. For example, if a staff member is on a reduced period of 10/12th (September 1 - June 30) and becomes ill in May, his/her salary will be paid until the end of June. If the staff member is still ill September 1, his/her salary will be resumed until 6 months after the staff member first became ill (subject to adjustments for any monies owing the staff member from the University).
Salary increases for those on reduced periods of responsibility will be calculated on the nominal salary in the same manner as all other staff. The actual salary will be increased in proportion to the increase in the nominal salary.
In the case of staff members age 60 or over, a more reduced period of responsibility may be taken in the form of an even shorter work year, work week or work day. Such reduced periods of responsibility will be less than the 60% referred to above, but normally will encompass at least 4 months in the year or 12 hours per week. For these staff members the University will maintain its share of fringe benefits on the nominal salary and will also pay the employee's share of pension costs on the difference between the nominal and actual salary.