RULES AND REGULATIONS RELATING TO LEAVE FOR
TEACHING, ACADEMIC AND ADMINISTRATIVE STAFF
WORKING IN THE UNIVERSITY
Applicability:-
1. This leave Policy shall commence from 24.02.2020 onwards.
1.1 This policy shall apply to all staff members of the University unless separately specified.
1.2 It shall not be applicable to employees appointed on part time, contract and daily basis.
1.3 This policy shall supersede all existing leave policies issued.
2. Definitions:
2.1 Leave: Leave is a provision to stay away from work, for genuine reasons, with prior
approval of the competent authorities.
2.2 Holiday: It is a provision to stay away from work without prior approval of competent
authority, unless specifically called through an office order.
2.3 Resident Employees (RE): These employees are to stay in campus. They are on
duty as per duty schedule, but shall be available for 24 hours.
2.4 Shift Staff (SS): These employees are deputed for 12 hours duty in two shifts (Day
&Night).
2.5 Operational Staff: The administrative staff which is to be deputed for
repair, maintenance and other emergency services.
3. Classification of employees
Carde
Grade
Teaching Non Teaching Administrative Operations
All
Directors/Deans PVC/Dean
I. Registrar
/Principals/ Academic/ Director
Professors Academics
Principal (ITI/
Polytechnic) University
HOD's Librarian,
CFAO/ CIO/ HR Manager
II. Associate Controller of
/ Deputy Registrar
Professor Examination, Dy.
Assistant Controller of
Professor Examination, DPEs
Director Media,
Camera Administrative officer/
Operators Project Officer/
Academic Placement & Training
Technicians
Officer/ officer/
Carpenters/Plumber
Departmental Councilors/
Teaching s/
Librarian/ Tellecallers/Secretary to
III. Assistant/ Electricians/
Deputy Vice-chancellor/
Lecturer STP/ Work Shop
Librarian/ PA's/ Co-coordinators/
Mechanics/
Assistant Estate Officer/
Caretakers
Librarian/ Accountant, Cashier/
Research Warden/ Technician/
Fellow/ IT- Clerk/ Office Assistants
Technicians/Netw
ork Restorers/ Lab
Assistants/Instrum
ent Repairers,
Coaches
/Steno-
typists/Stenographers,
Programme
Assistants/Placement
Officer/Assistant Placement
Estate Attendants/ Sweeper/
IV. Photocopier/ Officers, Medical Officer,
Mali/Peons/Chowkidars
Restorer System Analysts/
Draftsmen/Instructors/Work
shop Instructors/Office
Attendant/ Driver/
Conductors/ Restorers
4. Right of Leave :
4.1 Leave cannot be claimed as a matter of right. When the exigencies of service so
demand, leave of any description may be refused or revoked by the leave sanctioning
authority.
4.2 Leave should always be applied for and got sanctioned before it is taken except, in case
of emergency and for satisfactory reasons.
4.3 The leave account shall also be maintained (besides HR) for each Staff in the
Department/Faculty concerned.
4.4 The leave year shall run from 1st Jan in every year to the 31st December.
4.5 In case a Staffs is recalled to duty before the expiry of his leave, such recall to duty shall
be treated as compulsory in all cases.
5. Earning of Leave:
Except as otherwise provided in these Rules, leave shall be earned by period spent on
duty only.
6. Commencement and Termination of Leave:
6.1 Leave ordinarily begins from the day on which leave as such is actually availed of and
ends on the day preceding on which duty is resumed.
6.2 Sunday or other public holidays (except vacations) may be prefixed as well as suffixed to
leave.
7. Return to duty on Expiry of Leave:
Except with the permission of the authority which granted the leave, no person on leave
may return to duty before the expiry of the period of leave granted to him.
8. Approving Authority for Leave: Following are the leave approving authorities:
S. Cadre Leave Days Approving Authority Information
No. to
1 VC Any number Chancellor Chancellor
2 DA/Registrar Any Number VC Chancellor
3 Grade –I(other Any number DA Chancellor
than VC/
DA/Registrar)
4 HOD Any number Concerned Dean/ VC/DA
Registrar/Director
5 Grade – II (Other Up to 3 days Concerned HOD Concerned
Dean/
than HOD’s) Registrar
Above 3 days Concerned Dean VC
/Registrar/Director
6 Grade –III & IV Up to 3 days Concerned HOD Concerned Dean/
Registrar/Director
More than 3 Concerned Dean/ VC
days Registrar/Director
*Note:- 1) The employees who are appointed/working on regular basis in the Maintenance
Wing of the University/Institutions ie. those who are working under the Chief Estate
Officer and Officer In-charges Security & Transport shall also be entitled for Medical
Leave, Earned Leave & compensatory leave or any other kind of leave at par with other
Non-teaching/administrative staff. However, they will avail the said leave on rotation basis
as per written adjustment to be made by the recommending/approving authority. The
recommending authority. shall keep written record of the leave granted to the employees
working under him/them.
2) Proper ‘Leave Record File and Leave Account Register of all the categories
of employees of University/Institutions shall be maintained by the H.R. Department.
9. Casual Leave:
9.1 A whole time regular staff of the University shall be eligible for 12 days casual leave
9.2 Casual leave cannot be carried over to the next year.
9.3 Casual leave cannot be combined with any other kind of leave except when leave is
granted on account of sickness supported by medical certificate.
9.4 An employee on casual leave is not treated as absent from duty and his pay is not
intermitted;
9.5 Public Holidays and Sundays falling in between the Casual Leave shall be counted as
Part of Casual Leave.
9.6 CL availed for half the duty hours shall be treated as half day Casual Leave except in the
case of faculty who are not entitled to half day leave.
10. Special Casual Leave (SCL): (only for Teaching staff)
10.1 Special casual leave, not exceeding ten days in an academic year, may be granted to a
teacher for the following purposes.
a) To conduct examination of a university/Public Service Commission/Board of
examination or other similar bodies/Institution; and
b) To inspect academic institutions attached to statutory board, etc.
c) Attending conferences, congresses, symposia and seminars, delivering lectures
etc.
NOTE:
1. In computing the ten day’s leave admissible, the day of actual journey, if any, to
and from the places where activities specified above, take place, will be excluded.
(1) Duty Leave may be granted for:
a) Attending conferences, congresses, symposia and seminars on behalf of the
University or with the permission of the University.
b) Delivering lectures in institutions and Universities at the invitation of such
institutions or universities received by the University, and accepted by the
Vice Chancellor;
c) Working in another Indian or foreign university, any other agency, institution
or organization, when so deputed by the University.
d) Participating in delegation or working on committee appointed by the
Government of India, State Government and University Grants Commission, a
sister university or any other academic body
11. Medical Leave (ML):
11.1. An employee working appointed/working on regular basis is entitled to 08
medical leaves in a year.
11.2. ML cannot be taken as half day.
11.3. ML not availed in the Calendar Year shall be carry forwarded in the next
Calendar Year.
11.4. ML availed for more than 3 continuous days will be granted by the approving
authority, if it is supported by a Medical Certificate from a competent Medical
Authority duly countersigned by the Medical Officer of the University/Institutions at
the time of joining after availing ML.
11.5 To avail ML upto 03 days medical certificate is not required but this is possible only
if Casual leave balance is Zero.
11.6 An employee who has availed medical leave for more than 03 days will be
required to submit a certificate of fitness at the time of resuming duties as may be
prescribed.
11.7 Submission of factitious medical certificate as supporting document shall lead to
disciplinary action against the employee.
12. Earned Leave:
12.1 Earned leave admissible to a Staff shall be:-
1/2 of the period of the un-availed vacation leave subject to maximum limit of 10
days. Provided further that non availing of vacation leave shall not be option of an
employee. It will be allowed only if the employees are retained by the RIMT
University and prior approval for the same will be required
12.2 Regular employee entitled for vacation leave shall avail with the permission of
sanctioning authority. However, in case of any reason the competent authority of
the University does not allow or instructs the employee to do official duty during
the vacation period, the same shall be availed at later stage or shall be credited to
his earned leave account maximum upto 60 days.
12.3 An employee can encash the earned leaves at the time of his retirement. In case of
contractual appointment, encashment will be possible at the end of the contract. In
case maximum encashment shall not exceed 60 days.
13. Compensatory Duty Leave (CDL) :
13.1 Residential Employees (RE’s) are not allowed any other leave or holiday except
52 CDL in an academic session.
13.2 CDL shall be applied in advance.
13.3 The staff who is performing additional duty on campus beyond the normal working
hours such as warden & care taker shall be entitled for Vacation leave ( as per the
annexure 1) besides the CDL.
13.4 Unutilised CDL cannot be accumulated.
14. Study Leave:
14.1 Study Leave may be granted to Permanent whole-time teachers (other than a
Professor of the University) with not less than Five years continuous service, to
pursue a special line of study or research directly related to the various aspects of
University Organization and methods of education giving full plan of work. The
existing staff will have to bear the burden of the teacher who may be allowed for
such leave.
14.2 A teacher availing of Study Leave shall undertake that he shall serve the University
continuously for double the period of Study Leave.
15. Maternity Leave:
Maternity Leave shall be granted to a woman staff as per the rules of University.
16. Maternity leave may be combined with earned leave, half pay leave but the same
should be sported by medical certificate.
17. Vacation Leave (VL):
17.1 VL shall be permissible only during Non Teaching Period.
17.2Only Regular Teaching Staff is allowed to avail Vacation Leave in an academic
session as per the details attached in the annexure.
18. Extraordinary leave:
Extraordinary leave may be granted to any employee in special circumstances when no
other leave is admissible. However, under special circumstances like Natural
Disaster/Epidemic/Pandemic/ National or State emergency/Riots etc., the Chancellor,
on the recommendation of Vice Chancellor, will have the power to sanction Suo Moto
extra ordinary leave to any employee of the University for the period he or she deems
fit.
19. Effect of Leave on Service Record:
19.1 Any period away from place of work without any approved leave shall be treated as
absent from duty.
19.2 Experience certificate offered at the time of exit shall include the period of approved
leave towards the number of months/years of experience only in those cases where
staff member on resuming the duties after leave serve for the equivalent period of
availed leave. In case the staff member is unable to serve for equivalent duration
after availing leave, then the experience letter offered shall include period up to the
date of proceeding for leave.
19.3 Only entitled leave can be availed during the notice period of exit from the services,
however because of some genuine reasons leave over and above the entitlement can
be availed. All such leaves shall be treated as equivalent to two days without pay
leave.
19.4 In case of any disputes, interpretation or any other matter concerning the Leave
Policy, the decision of the VC /DAA shall be final and binding on all concerned.
20. Any clause in this policy can be deleted, added and amended with the
permission of Board of Management.
21. Staff appointed on specific contractual terms and conditions shall be given leaves as per
the terms of the contract. The rules relating to accumulation of leave and encashment
shall be as per clauses stated in the previous paragraphs.
22.For Temporary Staff:
Temporary teachers shall be entitled to casual leaves only in proportion to the time period spent
by them in the university.
23.Teachers Appointed On Contract:
Teacher appointed on contract will be granted leave in accordance with the terms of the
contract. However the rules relating to quantum of commutation and encashment shall be the
same as applicable to other employees.
24.Honorary And Part-Time Teachers:
Honorary and Part-time teachers of the University shall be entitled to only casual leave
on the same terms as are applicable to whole-time temporary teachers of the University.
Vice-Chancellor
