ACADEMIC ANNUAL LEAVE PROCEDURE
1.0 Definitions Specific to This Document
1.1 Capitalized words and phrases used in this Procedure document and not otherwise defined here have the meanings assigned to them in the Academic Annual Leave Policy (PL-AC-06).
1.2 The following words and expressions are specific to this document and shall have the meanings hereby assigned to them:
1.2.1 President: The President of the University.
1.2.2 Program: A prescribed set of Courses leading to a qualification, including a Certificate, Diploma (2 years), Advanced Diploma (3 years), Bachelor, Master, or Doctorate according to the Qatar National Qualifications Framework.
1.2.3 Teaching: The delivery of theoretical and/or practical instruction for the purpose of Student learning and development, that is generally organized by disciplines and/or interdisciplinarity of study and administered within an established mode and timeframe.
1.3 Where a word or phrase is given a particular meaning, other parts of speech and grammatical forms of that word or phrase have corresponding meanings.
1.4 Where the context requires, words importing the singular shall include the plural and vice-versa.
2.0 Procedure Purpose
2.1 The purpose of this procedure is to define the steps related to applying the relevant Academic Annual Leave Policy (PL-AC-06).
3.0 Procedure Statements
3.1 This Procedure is guided by the following principles:
3.1.1 Protection of Teaching continuity and academic operations.
3.1.2 Consistent application of leave entitlements across Academic Members.
3.1.3 Alignment with Academic Calendar timelines and Program delivery commitments.
3.2 The following steps are required when determining academic annual leave:
3.2.1 Calculation of Annual Leave
3.2.1.1 Annual leave calculations are managed by the Human Capital Directorate in accordance with applicable policies and procedures.
3.2.1.1.1 The Human Capital Directorate informs Faculty Affairs Department of concerned Academic Members with prorated leave days.
3.2.1.1.2 Faculty Affairs Department informs the Academic Member and the Dean/Academic Manager and Department/Program Head.
3.2.1.1.3 In cases where prorated annual leave is applied, the Academic Member will be assigned academic tasks by the Department/ Program Head in consultation with the Dean/Academic Manager. Such assignments will be scheduled during those portions of the academic leave period, as defined in the Academic Calendar, for which the Academic Member would have been eligible to take academic leave had their appointment commenced at the beginning of the relevant Academic Year. The Academic Member will not be entitled to claim, defer, or otherwise accrue academic leave for any period during which they are required to perform duties pursuant to this clause.
3.2.1.1.4 The Department/ Program Head will submit summary of academic tasks assigned and deliverables to Faculty Affairs Department who will share it with the Office of the Vice-President, Academics.
3.2.2 Leave outside the designated Academic Calendar leave days is administered as per the relevant policy (PL-AC-06). The process for applying is:
3.2.2.1 An Academic Member requesting leave outside of the dates published in the Academic Calendar must seek pre-approval using the following steps:
3.2.2.1.1 Discuss their request with the Department/ Program Head and then the Dean/Academic Manager.
3.2.2.1.2 Apply online for leave in the system, for the Department/ Program Head, Dean/Academic Manager, the Vice-President, Academics, and then the President for their approval.
3.2.2.1.3 For leave requests more than 15 working days, the Academic Member must submit a letter endorsed by the Program/Department Head and the Dean/Academic Manager to the Faculty Affairs Department.
3.2.2.1.4 Faculty Affairs Department submits the request to the Vice-President, Academics, then to the President for review.
3.2.2.1.5 Upon receiving the final decision, the Faculty Affairs Department informs the Academic Member and the relevant Dean/ Academic Manager and Department/ Program Head.
3.2.2.1.6 For approved leave, the Faculty Affairs Department notifies the Human Capital Directorate, including the leave dates and the expected resumption of duty date.
3.2.3 Annual Leave for Academic Management
3.2.3.1 Academic Management annual leave follows the dates published in the Academic Calendar.
3.2.4 Annual Leave for Academic Research Members and Non-Teaching Academics
3.2.4.1 These Academic Members apply online for approval in the system at dates agreed to by their direct line manager and approved by the Vice-President, Academics, as per the relevant policies (PL-AC-36) and (PL-AC-37).
3.2.5 Academic Members performing pre-authorized work during their annual leave period are subject to the Teaching Overload and Academic Overtime Procedure (PR-AC-24).
3.2.6 Other types of leaves available to Academic Members are defined in the HR Policy (PL-HR-01) and Procedure (PR-HR-01).
4.0 Related Documents
4.1 PL-AC-06: Academic Annual Leave Policy.
4.2 PL-AC-15: Academic Members Conduct Policy.
4.3 PL-AC-36: Academic Research Members Policy.
4.4 PL-AC-37: Non-Teaching Academics Policy.
4.5 PR-AC-24: Teaching Overload and Academic Overtime Procedure.
4.6 PL-HR-01: HR Policy.
4.7 PR-HR-01: HR Procedure.