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Research and Scholarship Leaves

Academic Staff

Research and Scholarship Leaves (RSL) are available to academic staff holding full-time or part-time Continuing, Contingent Term, or Limited Term appointments. The primary objective of an RSL is to support the academic staff member’s development as a scholar and teacher, thereby contributing to the University’s mission of advancing learning and fostering excellence in teaching.

A Research and Scholarship Leave may be granted when the proposed activities offer clear mutual benefit to both the staff member and the University. Eligible activities may include research, scholarly work, or teaching-related pursuits.  

Administrative Leaves are available to academic staff who hold responsibilities equivalent to those of a Department Head or Associate Dean. For more information on Administrative Leaves, please visit the website. 

How to Apply

The 2026-2027 application period will commence on August 1, 2025. 

A complete RSL application involves two steps – both must be completed by October 15 for the application to be considered: 

  1. Submitting Intent to Apply (via the webform below), and
  2. Completing the application package in Academic Portfolio. &²Ô²ú²õ±è;

A few days following the submission of the webform, People and Culture will open a case in Academic Portfolio, and you will be notified by email. 

To apply for an administrative leave, please visit the website. 

Refer to the Research and Scholarship Leave Timeline for detailed information and specific dates.

Important Dates

Aug. 1

Application period opens. Academics submit their Intent to Apply to initiate the eligibility review process.

Sept. 30

Deadline to submit Intent to Apply to allow time for eligibility review and application submission.

Oct. 15

Deadline to submit the RSL application package in Academic Portfolio. 

Oct. 16

Heads and Faculty RSL (FRSL) Committees review applications and submit recommendations to the Dean. 

Dec. 1

The Dean reviews all applications and FRSLC recommendations and submits final decisions in Academic Portfolio by December 15. 

Jan. 15

Academic staff members are notified of the Dean’s decision regarding the outcome of their application. 

March 31

Academic staff members planning to retire after their leave must submit retirement notice to the Dean at least three months before the leave starts. 

Eligibility and Qualifying Service

Qualifying service is verified by People and Culture following the submission of the Intent to Apply during the application period. 

Qualifying service is calculated based on the duration of an academic staff member’s Continuing, Contingent Term, or Limited Term appointment. Periods of leave (with or without pay), such as maternity/parental or sick leave, and time spent in administrative roles may reduce qualifying service for RSL. For staff with part-time appointments, qualifying service accrues on a pro-rata basis.  

If an academic staff member has not taken leave or held an administrative position since their hire date, their qualifying service should equal their total service time at the University.  

Qualifying service is measured in years and determines the type of research and scholarship leave an academic staff member is eligible to apply for. The required qualifying service must be fully accrued by the leave’s start date. For example, if the leave begins on July 1, qualifying service must be fully accrued by June 30. 

Applications may be submitted according to the following schedule: 

  1. 3 Years Qualifying Service

    Leave Length: 6 months

    Maximum Salary Assistance: 90.0% of staff member's academic rank salary

  2. 6 Years Qualifying Service

    Leave Length: 12 months

    Maximum Salary Assistance: 90.0% of staff member's academic rank salary

  3. 6 Years Qualifying Service

    Leave Length: 6 months

    Maximum Salary Assistance: 100% of staff member's academic rank salary

Academic staff members who have obtained tenure through the ²ÝÝ®ÎÛÊÓƵµ¼º½â€™s Tenure & Promotion process are eligible for their first research and scholarship leave following tenure to be granted at 100% salary. This provision does not apply to individuals appointed with tenure. 

Carry-forward service (or service credit) refers to the portion of qualifying service that remains after an academic staff member has used the required service time to take a research and scholarship leave. 

If an academic staff member has accrued more than 6.0 years of qualifying service and takes a 6-month RSL at 90% salary, they may carry forward up to a maximum of 3.0 years of unused qualifying service. This allows the remaining service to be counted toward future leave eligibility. 

However, any qualifying service accrued beyond 6.0 years is forfeited when a staff member takes either a 6-month RSL at 100% salary or a 12-month RSL at 90% salary, as outlined in Article 16.3.1(d)(ii) of the Collective Agreement. 

Please refer to the Qualifying Service Reference Guide for examples and additional information. 

Protected service applies when a research and scholarship leave application is denied by the Dean (or equivalent) specifically for teaching or operational reasons. In these circumstances, the service time accumulated between the proposed start date of the denied leave and the start date of the next approved RSL is retained as protected service. A formal letter from the Dean will confirm the designation of protected service. 

When a future RSL is taken, qualifying service will first be drawn from the academic staff member’s regular service balance. Protected service will only be used once regular qualifying service has been exhausted. 

Please refer to the Qualifying Service Reference Guide for examples and additional information. 

All qualifying service accrued toward a research and scholarship leave prior to commencing a head-equivalent administrative appointment will be carried forward and applied to a future RSL.  

During the period of administrative service, academic staff members accrue administrative service in place of regular qualifying service for RSL – these two types of service do not accrue concurrently. Upon returning to their rank appointment, the staff member resumes their previously accrued qualifying service. 

Note: This carried-forward service is treated as equivalent to regular qualifying service and is not considered protected service. 

For more information on administrative service and leaves, please visit the website. 

Please refer to the Qualifying Service Reference Guide for examples and additional information. 

Resources

Funding Arrangements

Expenses incurred during a research and scholarship leave may be offset using the academic staff member’s Professional Expense Reimbursement (PER) account. Additional funding options are outlined below. 

An academic staff member may receive and retain the full value of external funding – such as scholarships, research grants, or travel awards – in addition to the research and scholarship leave assistance provided by the University. However, engaging in paid employment during a research and scholarship leave is not permitted unless explicitly authorized in writing by the Dean or equivalent, based on a recommendation from the staff member’s Head or equivalent. 

If such paid employment is approved, the University’s research and scholarship leave assistance will be reduced to ensure that the combined total of University funding and external compensation does not exceed 125% of the staff member’s academic rank salary for the duration of the leave, plus reasonable travel and related expenses (Article 16.19). 

If engaging in employment for compensation while on research and scholarship leave: 

  1. Complete the Application for Approval of Employment Compensation While on Leave form.
  2. Obtain approval from the Department Head (or equivalent) and the Dean.
  3. Submit the completed and signed form to hracadem@ucalgary.ca.  

Note: While the form may be attached to the RSL application in Academic Portfolio for reference, approvals are not processed through Academic Portfolio. The steps outlined above must be followed to ensure proper authorization. 

Academic staff members undertaking a research and scholarship leave that includes a sojourn of at least four months outside the Province of Alberta are eligible to claim up to $2,000 in reimbursement for actual travel, accommodation, and food expenses incurred on their own behalf during the period outside Alberta (Schedule A Article 2.19). 

Key Provisions: 

  • Travel must occur within the approved leave period.
  • Time spent outside Alberta does not need to be taken consecutively. 

Claim Process: 
To request reimbursement, submit an online claim through the Create Expense Report tool in PeopleSoft Self Service. Upload all supporting receipts and use account code 10-63045-55140. Once verified, payment will be issued directly to the staff member. 

Please refer to the for more information on eligible expenses. 

For assistance with submitting expenses, please contact UService at hr@ucalgary.ca.  

The Research and Scholarship Leave (RSL) program at the ²ÝÝ®ÎÛÊÓƵµ¼º½ provides eligible academic staff the opportunity to receive a portion of their salary in the form of a Self-Funded Research Grant. This grant is intended to support research activities undertaken during the leave period and is administered in accordance with Canada Revenue Agency (CRA) guidelines. 

Academic staff members must review the instructions and submit the application form to hracadem@ucalgary.ca at least one month before the RSL start date. Late or incomplete applications will not be accepted. 

Application Process 

  1. Review the Self-Funded RSL Grant (RSLG) information in full, including all applicable terms and guidelines. Consult a personal financial advisor or contact the for additional information, as required.
  2. Determine the maximum eligible grant amount.
  3. Complete the Self-Funded RSL Grant (RSLG) Application Form and submit to People and Culture at hracadem@ucalgary.ca via email no later than one (1) month prior to the start date of the leave.
  4. People and Culture will review the application. If all conditions are met, confirmation will be sent to the applicant, and Payroll will be copied to arrange for disbursement of the grant payment(s).
  5. Payroll will process the payments based on the submitted form and will send email confirmation once completed.

Note: Application forms must not be submitted through the Academic Portfolio system. While the application may be included in an RSL application packet for informational purposes, grant approvals are not facilitated within the Academic Portfolio system. 

If the grant is approved, please review your first paycheque following the start of your RSL to confirm the grant has been issued. For any payment-related inquiries, contact Payroll. 

Value of Grant 

The grant amount may be up to 25% of the applicant’s academic rank salary, prorated based on the duration of the Research and Scholarship Leave. 

Example 
An academic staff member with an annual rank salary of $100,000 would be eligible for a maximum grant of $12,500 for a 6-month leave: $100,000 × 25% = $25,000 ÷ 2 = $12,500. 

If the same individual is approved for a 12-month leave, the maximum grant would be $25,000, representing 25% of their full annual salary: $100,000 × 25% = $25,000. 

Frequently Asked Questions

Academic Staff Member

Research and Scholarship Leave is available to academic staff holding full-time or part-time Continuing, Contingent Term, or Limited Term appointments. Clinical or adjunct appointments do not accrue service toward RSL eligibility. 

Qualifying service is calculated based on the duration of an academic staff member’s Continuing, Contingent Term, or Limited Term appointment. Periods of leave (with or without pay), such as maternity/parental or sick leave, and time spent in administrative roles may reduce qualifying service for RSL. For staff with part-time appointments, qualifying service accrues on a pro-rata basis.  

If an academic staff member has not taken leave or held an administrative position since their hire date, their qualifying service should equal their total service time at the University. 

For more information on qualifying service, please see Article 16.3.1 and Article 17 of the Collective Agreement. Additional examples can be found in the Qualifying Service Reference Guide. 

No, it is not possible to retroactively protect qualifying service time.  

Protected service applies when a research and scholarship leave application is denied by the Dean (or equivalent) specifically for teaching or operational reasons. In these circumstances, the service time accumulated between the proposed start date of the denied leave and the start date of the next approved RSL is retained as protected service. A formal letter from the Dean will confirm the designation of protected service. 

When a future RSL is taken, qualifying service will first be drawn from the academic staff member’s regular service balance. Protected service will only be used once regular qualifying service has been exhausted. 

Please refer to the Qualifying Service Reference Guide for examples and additional information. 

Academic staff members must submit their Intent to Apply to confirm eligibility for their proposed leave (qualifying service). 

The Intent to Apply should be submitted no later than September 30 to ensure adequate time for eligibility review and submission of the full application in Academic Portfolio. 

For additional information on cycle deadlines, please refer to the timeline. 

Full-year research and scholarship leaves normally begin on July 1. Six-month leaves typically start on January 1 or July 1. Alternate start dates may be considered – please consult your Department Head or equivalent to determine the most appropriate timing for you and your faculty. 

The first RSL taken after the staff member receives tenure will be paid at 100% of the staff member’s academic rank salary. This First RSL is only available to staff members who apply for and receive tenure through the ²ÝÝ®ÎÛÊÓƵµ¼º½ tenure process and not to those who are appointed with Tenure. 

If applying for tenure in the current application cycle, please submit your Intent to Apply indicating your current non-tenure status. Following the conclusion of the Tenure and Promotion process, if tenure is granted, your upcoming leave will be updated to reflect 100% salary. 

For additional assistance, please contact hracadem@ucalgary.ca.  

Academic staff members interested in pursuing consecutive RSL or administrative leaves should contact their Department Head or equivalent, as well as People and Culture, to discuss next steps. A deviation request may be required. 

If you are unable to locate your previous RSL report, please contact your Department Head or equivalent or Dean’s office for assistance. 

If you plan to travel during your Research and Scholarship Leave, please consult the Risk Management & Insurance Travel website for up-to-date information on travel restrictions, guidelines, checklists, and available support. 

If an academic staff member is interested in retirement at the conclusion of their research and scholarship leave, they must submit a separate notice of retirement to the Dean, as early as possible, but usually after the time the research and scholarship leave is approved and no later than three months before the commencement of the leave. 

Article 16.21 applies to academic staff members: 

  1. who are sixty (60) years of age or older with at least fifteen (15) years of continuous service; or
  2. who are sixty-five (65) years of age with at least three (3) years of continuous service in a full-time, Continuing, Contingent Term or Limited Term appointment by the end of the research and scholarship leave or administrative leave. 

Further information and resources to support retirement planning are available on the Retirement website for Academic Staff.  

Deferral (Change of Dates) 

To request a change to the dates of an approved Research and Scholarship Leave within the same application cycle, academic staff members must contact their Department Head (or equivalent) and Dean to confirm the revised dates. Once approved, the change will be formally documented in a letter from the Dean. Qualifying service will be recalculated based on the new leave dates, with any applicable carry-forward service applied in accordance with Article 16.3.1(d) of the Collective Agreement. 

If an academic staff member wishes to defer their approved leave to new or unspecified dates in the next RSL cycle, the leave will be cancelled for personal reasons, and a new application will be required in the subsequent cycle. All service time will be restored as if the application had never been submitted. 

For more information on rescheduling an RSL, see Article 16.6. 

Personal Cancellation 

Academic staff members who wish to cancel an approved Research and Scholarship Leave for personal reasons must contact their Department Head (or equivalent) and Dean to request and confirm the cancellation. Once approved, the cancellation will be formally documented in a letter from the Dean. 

In cases of personal cancellation, the leave will be considered withdrawn, and the academic staff member will be required to reapply in a subsequent Research and Scholarship Leave cycle. All qualifying service will be fully restored as if the original application had not been submitted. 

If a leave is cancelled part-way through, qualifying service corresponding to the unused portion of the leave will be credited toward future Research and Scholarship Leave eligibility, subject to the provisions of Article 16, Clauses 16.3.1 and 16.3.2 of the Collective Agreement. 

For more information on cancelling an RSL, see Article 16.24. 

A Research and Scholarship Leave is approved based on several factors, including the staff member’s eligibility, the proposed research plan and itinerary, and appropriate arrangements for responsibilities such as teaching and supervision. 

If an academic staff member wishes to modify the terms of their approved leave – such as the type, length, or salary level – they must consult with their Head (or equivalent) and the Dean who originally approved the leave. 

Any approved changes will be formally confirmed in writing by the Dean. Qualifying service will be recalculated based on the revised leave dates, and any applicable carry-forward service will be applied in accordance with Article 16.3.1(d) of the Collective Agreement. 

If an academic staff member wishes to defer their approved leave to new or unspecified dates in the next RSL cycle, the leave will be cancelled for personal reasons, and a new application will be required in the subsequent cycle. All service time will be restored as if the application had never been submitted. 

Your current group benefit and pension arrangements will continue through your period of Research and Scholarship Leave. For more information on benefits and pension during RSL click here. 

If travelling outside of Canada during your leave, review the RSL Benefits Information Guide from Alberta Blue Cross. 

For specific questions regarding your coverages while on leave, contact  o°ù totalrewards@ucalgary.ca. 

Academic staff members holding Continuing, Contingent Term, and Limited Term appointments are eligible to submit reimbursement for professional expenses. Staff members on Research and Scholarship or Administrative Leaves remain eligible. 

To access your PER account, log on to the . Navigate to My work> Finance & Supply Chain > PER Statement 

Submissions of Claim 

Staff members on leave may continue to submit PER (Professional Expense Reimbursement) claims while on leave. Claims for the current academic year must be submitted online no later than two months by following the end of the academic year (by August 31st) or September 30th for a Staff Member returning from leave. 

  • To submit a PER expense claim, log on to the . Navigate to My work> Finance & Supply Chain > Manage Expenses 

For more information on Professional Expense Reimbursement, see the PER Website and the PER Handbook. 

Return to Service Requirement 

Following a period of research and scholarship leave a staff member is required to return to the University and render regular full-time or part-time service according to the staff member's appointment equal to the number of months of the research and scholarship leave (or reimburse the University for the amount of research and scholarship leave assistance received during the leave period). &²Ô²ú²õ±è;

RSL Report to the Dean 

Following a period of research and scholarship leave a staff member is required to, within three (3) months of the date on which the research and scholarship leave expires, submit a written report to the Dean which provides an outline of the staff member's activities during the research and scholarship leave period. 

For more information, see Article 16.20. 

Within three (3) months of returning from RSL, an academic staff member must provide the Dean with a written report summarizing their activities during the leave. For guidance on report content, please consult your Department Head or equivalent. 

Department Head or Equivalent

Qualifying service is verified by People and Culture following the submission of the Intent to Apply during the application period. 

Qualifying service is calculated based on the duration of an academic staff member’s Continuing, Contingent Term, or Limited Term appointment. Periods of leave (with or without pay), such as maternity/parental or sick leave, and time spent in administrative roles may reduce qualifying service for RSL. For staff with part-time appointments, qualifying service accrues on a pro-rata basis.  

If an academic staff member has not taken leave or held an administrative position since their hire date, their qualifying service should equal their total service time at the University. 

For more information on qualifying service, please see Article 16.3.1 of the Collective Agreement. Additional examples can be found in the Qualifying Service Reference Guide. 

Research and Scholarship Leave is available to academic staff holding full-time or part-time Continuing, Contingent Term, or Limited Term appointments. Clinical or adjunct appointments do not accrue service toward RSL eligibility. 

If an academic staff member is interested in retirement at the conclusion of their research and scholarship leave or administrative leave, they must submit a separate notice of retirement to the Dean, as early as possible, but usually after the time the research and scholarship leave or administrative leave is approved and no later than three months before the commencement of the leave. 

Article 16.21 applies to academic staff members: 

  1. who are sixty (60) years of age or older with at least fifteen (15) years of continuous service; or
  2. who are sixty-five (65) years of age with at least three (3) years of continuous service in a full-time, Continuing, Contingent Term or Limited Term appointment by the end of the research and scholarship leave or administrative leave. 

For more information on RSL or Administrative Leave to Retirement see Article 16.21 and 17.8. &²Ô²ú²õ±è;

Deferral (Change of Dates) 

To request a change to the dates of an approved Research and Scholarship Leave within the same application cycle, academic staff members must contact their Department Head (or equivalent) and Dean to confirm the revised dates. Once approved, the change will be formally documented in a letter from the Dean. Qualifying service will be recalculated based on the new leave dates, with any applicable carry-forward service applied in accordance with Article 16.3.1(d) of the Collective Agreement. 

If an academic staff member wishes to defer their approved leave to new or unspecified dates in the next RSL cycle, the leave will be cancelled for personal reasons, and a new application will be required in the subsequent cycle. All service time will be restored as if the application had never been submitted. 

For more information on rescheduling an RSL, see Article 16.6. 

Personal Cancellation 

Academic staff members who wish to cancel an approved Research and Scholarship Leave for personal reasons must contact their Department Head (or equivalent) and Dean to request and confirm the cancellation. Once approved, the cancellation will be formally documented in a letter from the Dean. 

In cases of personal cancellation, the leave will be considered withdrawn, and the academic staff member will be required to reapply in a subsequent Research and Scholarship Leave cycle. All qualifying service will be fully restored as if the original application had not been submitted. 

If a leave is cancelled part-way through, qualifying service corresponding to the unused portion of the leave will be credited toward future Research and Scholarship Leave eligibility, subject to the provisions of Article 16, Clauses 16.3.1 and 16.3.2 of the Collective Agreement. 

For more information on rescheduling an RSL, see Article 16.24. 

Return to Service Requirement

Following a period of research and scholarship leave a staff member is required to return to the University and render regular full-time or part-time service according to the staff member's appointment equal to the number of months of the research and scholarship leave (or reimburse the University for the amount of research and scholarship leave assistance received during the leave period). 

RSL Report to the Dean

Following a period of research and scholarship leave a staff member is required to, within three (3) months of the date on which the research and scholarship leave expires, submit a written report to the Dean which provides an outline of the staff member's activities during the research and scholarship leave period.

For more information, see Article 16.20 and 17.8.