Study Leave Application Page 1
Leave Details
Applicant to complete
Please refer to the University’s Study Leave Policy available through the Document Director of iWaikato
(Employment – Leave – Study Leave).
D E TA I L S
Name: Position: Department:
Period for which study leave is requested:
Dates away from home for which allowances are requested:
Annual Leave Application Please specify the inclusive dates and number of working days requested:
Please disclose fully any expected financial or other assistance from other sources both inside and outside the University,
or any paid employment that you will undertake while on leave. Please specify both the amount of financial assistance (in
New Zealand dollars) and details of the tasks and time that will be required of you to fulfil any commitments arising out of
such assistance:
Study Leave Application Page 2
ATTACHMENT A
Please attach a statement detailing the specific outcomes listed for your last period of leave and comment on the extent to
which each of these has now been achieved. Please refer to and/or attach your last study leave report.
If this is your first study leave taken at this University, please include a copy of your curriculum vitae. A staff member may
apply to take their inaugural period of study leave after completing two years in a continuing academic role at the
University of Waikato.
ATTACHMENT B
Please attach a detailed description of your proposed study leave programme. This should give details on the following:
a) the overall academic purposes of the leave and specifically how these will contribute to the University’s Vision of
excellence, distinctiveness and international connectedness in teaching and research.
b) expected outcomes (e.g. publications - listing journals in which publications are anticipated, conference
presentations, development of collaborative projects, development of new courses and/or teaching methods).
Indicate what progress (if any) has already been made on these outcomes.
c) activities which will lead to the accomplishment of your objectives for the leave (e.g. a summary of your research
project, a list of individuals with whom you will be working, institutions you will be visiting) linking locations and
people to expected outcomes.
d) an outline of your proposed study leave itinerary and contact addresses.
Note: Once approved, study leave applications are treated as open information and may be used by
Departments/Faculty/Schools, and the University to disseminate information for general academic purposes.
Study Leave Application Page 3
Chairperson’s Recommendation
Please refer to the University’s Study Leave Policy available through the Document Directory of
iWaikato (Employment – Leave – Study Leave).
In the case of the applicant being a Chairperson of a Department, this recommendation should be completed by the Dean or the
Dean’s nominee.
When agreeing to a proposal for study leave, chairpersons and deans are expected to consider the following principles:
a) the teaching needs of the University are of paramount importance;
b) courses should not be cancelled because of a staff member’s leave;
c) colleagues should not suffer an unreasonable burden as a result of a staff member’s leave. In practice, this will
normally mean that a staff member taking leave will carry an extra teaching load before and after taking leave, and
will also carry out his or her assessment/examination duties before taking leave;
d) any contractual or other relevant research obligations should be met;
e) a staff member should return from leave in good time to prepare for resumption of duties.
Consideration of applications should take into account whether the proposed research and academic activities:
a) are of a kind or to an extent that cannot be pursued during the course of normal employment, and
b) are aligned with the University’s Vision, Charter, Profile and strategic goals, and
c) enable staff to fulfil one or both of the following key objectives:
to develop and enhance knowledge , research, teaching and professional capabilities,
to foster connections with academic institutions and colleagues, particularly internationally (it is generally expected
that study leave should involve time spent at another university or research institution overseas).
If the applicant has commitments to an external contract, the Chairperson’s recommendation must be countersigned by the
contract’s Research Project Director (or the Dean if the contract’s Research Project Director is the applicant). It is not
generally intended that study leave should be used for the purpose of completing a higher degree, unless this is defined as
a relevant criterion by the Faculty/School. However, if the purposes of the leave do include study towards a PhD, please
attach an up to date supervisor’s report.
1. I have read the application from the above named staff member and I support the proposal as outlined as being of
academic value to the University of Waikato and to the staff member for the following reasons:
Study Leave Application Page 4
Chairperson’s Recommendation
Continued
2. During the applicant's proposed period of study leave the following members of my department will also be on study
leave (please provide the corresponding dates):
3. In respect of contracts with outside bodies, the following arrangements have been made for the applicant's obligations
to be met during the period of study leave:
Contract with Proposed alternative arrangements
Agreed by Research Project Director
Name: __________________________________
Signature: _______________________________
Date: ___________________________________
4. The following arrangements will be made for the supervision of students' theses for which the applicant has
responsibility:
Student Degree Proposed substitute supervisor
5. I have discussed the scheduling of annual leave with the staff member and:
I approve the annual leave as specified in the study leave application
I decline the annual leave application
I advise the following modifications to the staff member’s annual leave:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
The staff member has agreed on a plan to take annual leave at an alternative time.
Study Leave Application Page 5
Chairperson’s Recommendation
Continued
6. Are there any other factors the Dean should be aware of when considering this study leave application?
I confirm that satisfactory arrangements as to teaching, assessment and administration within my department will be made
for the applicant's absence. I have also discussed with the applicant, and any other Chairperson concerned, the effects of
this absence in relation to other activities and I am satisfied that alternative arrangements can be made.
Name:
Date:
Signed:
(Chairperson of Department/Director/or equivalent)
PLEASE FORWARD THE APPLICATION AND RECOMMENDATION TO THE DEAN
Study Leave Application Page 6
Dean’s Decision
I have discussed the study leave application with the Chairperson of Department (or equivalent) and:
I approve the study leave as specified in the application.
I decline the study leave application for the reasons stated below:
I approve the study leave as specified in the application subject to the following conditions:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Signed: Date:
(Dean or equivalent )
1. Please send a copy of your decision to the applicant and Chairperson.
2. Please send a copy of the whole application, including your decision, to the Director, HRM. HRM will:
record approved leave and adjust the staff member’s study leave credit balance accordingly.
calculate any allowances for which the staff member is eligible.
advise the staff member in writing of any applicable allowances.
Study Leave Report Page 1
Report Details
Applicant to complete
Members of staff are required to provide a report on their Study Leave programme within two months of their return. The
Chairperson, Dean, Deputy Vice-Chancellor and Academic Board will take particular notice of this report and the objectives
achieved in the light of the application for study leave which was put forward. Consideration will be given to these
achievements, including those listed in the leave proposal and those not foreseen at the time of application, when assessing
any future application for study leave.
The Dean and Deputy Vice-Chancellor recognise that not all staff members will have undertaken all the activities described
below, but request that all of the following headings be used in the report.
A. CHRONOLOGY
Briefly list the following:
• where based
• any travel
• titles of major projects undertaken
B. PROJECTS WORKED ON
Provide a narrative of 4-5 pages maximum including:
• summary of leave proposal
• projects carried out
C. BOOKS, PAPERS, MONOGRAPHS, ETC PRODUCED
D. SEMINARS AND CONFERENCE PAPERS PRESENTED, CONFERENCES ATTENDED
E. CENTRES AND INSTITUTIONS WORKED AT AND/OR VISITED
• general impressions of teaching and research in centres visited
F. CONTRIBUTIONS OF LEAVE TO TEACHING AND RESEARCH AT THE UNIVERSITY
OF WAIKATO
• new courses/lines of research inspired by the leave
• benefits to teaching accrued while on leave (e.g. new information, techniques, teaching materials)
• if your leave was for the purpose of working on or completing a doctorate, include a report from your doctoral
supervisor. The report should outline the progress made on the doctorate as a result of the leave period.
• contribution to the University’s Vision of excellence, distinctiveness and international connectedness in teaching
and research.
G. CONTRIBUTION OF LEAVE TO THE WIDER COMMUNITY
H. FULFILMENT OF ANY COMMITMENTS TO THE UNIVERSITY OF WAIKATO
• supervision of graduate students
• research contracts
I. FINANCIAL OR OTHER ASSISTANCE RECEIVED FROM OUTSIDE THE
UNIVERSITY
J. ACKNOWLEDGEMENTS
Note: Once approved, study leave reports are treated as open information and may be used by Departments/Faculty/Schools,
Academic Board and the University, to disseminate information for general academic purposes.
PLEASE FORWARD TO YOUR CHAIRPERSON
Study Leave Report Page 2
Report Details
Applicant to complete
CHAIRPERSON’S COMMENTS
From: Department:
Re study leave report from:
Comment on the outcomes achieved and the overall value of the leave to this staff member and to the Department
Signed: Date:
(Chairperson of Department/Director or equivalent)
PLEASE FORWARD TO THE DEAN
Study Leave Report Page 3
DEAN’S RECOMMENDATION
I have discussed the study leave report with the Chairperson of Department (or equivalent) and:
I recommend the study leave report be approved.
I recommend the study leave report be declined for the reasons stated below:
I recommend the study leave report be approved subject to the following conditions:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Signed: Date:
(Dean or equivalent)
PLEASE SEND TO THE DIRECTOR, HUMAN RESOURCE MANAGEMENT DIVISION WHO
WILL FORWARD ALL REPORTS TO THE DEPUTY VICE-CHANCELLOR FOR FINAL
CONSIDERATION
I have considered the study leave report and:
I approve the study leave report.
I decline the study leave report for the reasons stated below:
I approve the study leave report subject to the following conditions:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Signed: Date:
(Deputy Vice-Chancellor)
Please forward a copy of the study leave report to the HRM Division who will:
record and file the study leave report and make any necessary adjustments to the staff member’s study leave credit balance
advise the staff member in writing of the decision.
