Guidelines to Avail Leave for Teaching Faculty

Leave Procedure

• All types of leave shall be availed only after obtaining formal approval.
• The faculty members must apply for leave with the respective leave forms to the respective Dean, HoD, or Section Head before the commencement of the leave.
• Leave shall be approved by the concerned authority before its commencement.
• If leave is denied or postponed, reasons shall be documented and communicated to the employee before the commencement of leave, provided the application was submitted at least two days in advance.
• To extend leave, the Employee shall apply through the online portal / respective leave forms before the ongoing leave expires.
• In urgent cases, the application shall detail the nature of the urgency.
• In the event of long leave, extension requests must reach the principal office at least 15 days before the re-joining date.
• Faculty shall delegate teaching/other responsibilities to colleagues before applying for leave. These arrangements shall be detailed in the application and approved by the recommending authority.
• For teaching faculty, more than 2 days of leave in a month during the academic period requires prior approval from the Principal.

Casual Leave (CL)

• Academic Year: 26th June to 25th June of the succeeding year.
• Entitlement: 12 days/year (It shall be added at the beginning of the Academic Year (July to June).
• For the newly appointed employee, CL shall be added on a pro-rata basis.
• CL shall not be carried over.
• Minimum: Half day. Maximum: 5 days at a time.
• CL shall not be combined with any other type of leave.
• Intervening holidays will not be reckoned as CL,
• Holidays can be prefixed and/or suffixed to CL.
• Total absence (including holidays) shall not exceed 10 days. Unless it is approved by the Principal on genuine reasons.

Earned Leave (EL)

• 12 days in a Calendar Year: 26th December to 25th December of the succeeding year.
• 6 Days shall be credited in Phase 1 by the 26th of December, and another 6 more will be credited in Phase II by the 26th of June
• For the newly appointed employee, EL shall be added on a pro-rata basis.
• Must be applied 2 working days in advance.
• Minimum: 1 day. No max limit.
• Intervening holidays will be reckoned as EL; However, prefix and/or suffix holidays will not be reckoned as EL
• Encashment Rule:
  • Paid with December salary.
  • Based on present drawn Basic + DA.
  • Unavailed Earned Leave (EL) shall be calculated for encashment after adjusting the number of Medical Leave, Maternity Leave, and Leave on Loss of Pay (LoP) availed during the period from 26th December to 25th December.
  • In case of death, the encashment shall be paid to the legal heir.

Medical Leave (ML)

• It shall be a paid Medical Leave
• Granted only for hospitalisation-level conditions.
• Only EL can be combined.
• Minimum 3 days.
• Eligibility:
  • <3 Years: Nil
  • >=3 to <5 Years: 3 days
  • >=5 to <10 Years: 7 days
  • >=10 Years: 10 days
• Medical Leave will be added every year as per the eligibility, and a maximum of 180 days will be accumulated
• Requires certified medical documents with a discharge summary countersigned by a doctor.
• Sudden sickness must be communicated.
• Intervening holidays count as ML; prefix and/ or suffix is allowed.
• Maximum of 90 days. An extension of 90 days is admissible after reporting to the institution. Beyond that, it shall be considered as the disruption in the service and the incumbent will be treated as a new employee.

Maternity Leave (Mat. L)

• Maximum of 90 days (pre- & post-confinement).
• Extension: Additional 90 days maximum after reporting to the institution; beyond that, it shall be considered as the disruption in the service and the incumbent will be treated as a new employee.
• Paid leave:
  • 2 years of service: 2 months paid
  • >=3 years: 3 months paid
• Must sign a 1-year bond post-leave.
• Applicable only for two children.
• <2 Years: Leave on Loss of Pay
• Payment for maternity leave will be disbursed only after the employee resumes duty following the maternity leave period.

Leave on Duty (OD)

Institute-related work:

• Maximum 15 days/year.
• Prior approval is required.
• Submit activity report to Principal.
• For the teaching faculty, based on the activities towards project and consultancy requirements, OD shall be applied with the approval of the Principal.
• For the teaching faculty based on the requirement of institute-related work, 15 days of OD shall be exceeded with the approval of the Principal.

Anna University Examination Activities:

• OD shall be applied for activities like valuation, invigilation, Examiner for practical etc.,
• A maximum of 5 days of OD may be availed in each semester. In exceptional cases, it may be exceeded, but the total number of ODs shall not exceed 10 days in an academic year.
• Prior approval is required from the Principal
• Attendance certificate to be submitted.

Special Leave (SL)

• Academic Year: 26th June to 25th June of the succeeding year.
• Entitlement: 12 days/year (It shall be added at the beginning of the Academic Year)
• Prior approval is required with the corresponding proof.
• It can be availed only for the following specific academic activities, such as:
  • FDP (6 days and above)/ Conference Presentation or Participation / Workshop / Seminar/ External BoS / RAC / DC Member/ Resource person / Chair Session: 12 days
• Once returned from the special leave, Presented/ Participated/ Attended certificate needs to be submitted.
• As a special case, 12 days of Special Leave may be exceeded, for the Training programmes deputed by the deans with the approval of the Principal.

Compensatory Off / Leave

• Applicable for holiday duties only.
• To be availed within sixty days.
• Faculty members are required to maintain regular working hours/ duration to claim a full-day or half-day compensatory leave.
• As a special case, the teaching faculty members who have reported to the university either FN or AN or both the sessions for the semester-end examinations shall claim one day Comp-Off with the approval of CoE and the Principal.
• Faculty shall claim a compensatory Off Leave for duties allotted outside the campus during holidays with the approval of the Principal
• Not applicable to administrators.

Vacation Leave (VL)

• Any Leave cannot be combined with vacation.
• Must attend the duties before the commencement of vacation and next day to the end of vacation.
• Worked on Vacation days shall not be eligible for Comp-Off.
• Faculty Eligibility:
  • One-year service + 75% of physical attendance during preceding semesters.
  • 2 weeks in winter (end of Odd / Summer Sem - 14 Days) and 2 weeks in summer (end of Even / Winter Sem - 14 Days)
  • Leave may be denied if services are required (applicable only for administrators). In such cases, the denied days shall be converted to Earned Leave (EL) at the ratio of 3:1

Long Leave on Loss of Pay

• Employees who have completed 3 years of continuous service may be sanctioned one year of leave without pay to enable them to undertake either personal commitments or pursue higher studies.
• Such employees shall be required to execute a service bond, agreeing to serve for a period equivalent to the actual duration of leave availed.
• In the event of non-compliance with the bond conditions, the employee shall be liable to pay three months’ salary as compensation for the loss incurred by the Institute during his/her absence