The following leave regimes are applicable to employees of the University: Annual Leave, Casual Leave, Sick Leave and Maternity leave (for female staff), Special Leave, Study Leave Sick Leave and Leave of Absence for Union Activities.
Annual Leave (link to the Forms for Senior Members, Senior Staff, Junior Staff)
Every employee is entitled to annual leave with full pay in any calendar year of continuous service. Full pay means the employee’s normal remuneration, without overtime payment, including the cash equivalent of any remuneration in kind. An annual leave may not be carried forward to the next unless in exceptional circumstances and with the written approval of the Registrar on the recommendations of the Head of Department.
Interruption of Annual Leave
a) On the recommendations of the Head of Department, the Registrar may require an employee to interrupt his/her leave to discharge any duty or to undertake any course of instruction. The remaining portion of his/her leave shall be taken at a later date convenient to the Department in which case the staff concerned will be paid his cost of transport in and out.
b) An employee who is recalled indefinitely with prior approval of the Vice Chancellor, from annual leave resulting in indefinite deferment of leave already approved, shall be paid 15% of annual basic salary as allowance in addition to transport cost. He shall be credited with the remaining leave days.
c) Subject to modalities laid down by the employer, any sick leave granted by a registered medical practitioner to an employee while on annual leave shall not be computed as part of the annual leave.
An employee while proceeding on annual leave may, on application, be granted Leave Travel Advance in lieu of salary advance subject to availability of funds.
Casual Leave (link to form)
The University may grant casual leave not exceeding ten (10) days to employees to attend to emergencies.
a) An employee may apply in writing, for casual leave to enable him/her to attend to his/her urgent personal affairs. Casual leave will not count against annual leave.
b) A Head of Department may, at his/her discretion, grant him/her up to 10 (ten) working days causal leave in a year and notify the Registrar accordingly.
c) Casual leave may be granted within the maximum permitted, in one or more spells.
d) In exceptional circumstances, casual leave may be extended beyond the maximum entitlement in which case any additional days so granted shall count against his/her current or future annual leave.
An employee who is an examination candidate may, on application to the Registrar through his/her Head of Department, be granted leave of absence to sit for an examination. The candidate may be granted up to four (4) working days leave in addition to the number of days required by the examination time table. The extra days granted shall not be deducted from annual leave.
a) On becoming pregnant, a female employee may be granted the vacation leave already earned by her and in addition, three months maternity leave on full pay. At least six weeks of the maternity leave, if possible, are to be taken before confinement, on production of certificate signed by the University Medical Officer or a registered Medical Practitioner stating that her confinement may be expected to take place six weeks after the date of the certificate.
b) If on the expiry of maternity leave a University Medical Officer or a registered Medical Practitioner certifies that the employee concerned is not fit to resume duty, she shall be granted an extension of the maternity leave up to three (3) months and this period shall be without pay.
c) Maternity leave shall count towards a retiring award and for increment but will not earn vacation leave.
d) Maternity leave shall be additional to annual leave entitlement or leave earned in the leave year.
e) A female employee on returning to duty after maternity leave shall be given afternoons off for a continuous period of twelve (12) months from the date of birth to nurse her baby.
f) Nursing mothers who run shift shall be placed on duty day time as far as possible.
a) In special circumstances, e.g. cases of tragedy involving an employee, a Head of Department may, on application grant the employee special leave. Such leave shall not exceed five (5) days in a leave year and shall not be deducted from earned leave and shall be notified to the Registrar.
b) An employee, who has served for a minimum of five (5) years may on application through his/her Head of Department, be granted leave of absence without pay for a period of up to six (6) months. This leave may be extended in exceptional cases for a period of up to 12 months beyond which the employee must resign his/her appointment.
c) An employee who has served for more than one, but less than five years may on application through his/her Head of Department be granted leave of absence without pay for a period of up to three (3) months. This leave may be extended in exceptional cases for up to six months, beyond which the employee must resign his /her appointment.
d) An employee who is granted a year’s leave of absence shall be required on his/her return to serve the University for one year, failing which he/she shall be asked to pay a case penalty of one-half the salary for the defaulting months.
e) Failure to resume duty after the expiry of leave without pay shall be considered “vacation of post”
The University may sponsor grant study leave to employees, having done a minimum of three (3) years’ continuous service for external/internal training schemes in recognised institutions to help them acquire qualifications or experience relevant to their work. Study Leave shall be in accordance with regulations determined from time to time by the University. Where the employee does not qualify for study leave with pay, he/she may apply for leave without pay.
a) It is the duty of Head of Departments, and the University Medical Officer to ensure that no employee is retained on duty when his/her state of health renders it desirable for him/her to be granted sick leave or to receive medical care.
b) An employee placed on sick list shall be regarded as absent on sick leave.
c) The maximum period of sick leave which an employee may be granted on full salary and on half salary is shown in the Appendix to the Unified Conditions of Service. If by the expiry of the maximum period of sick leave, the employee is unable to resume work, he/she shall be boarded out on medical grounds.
d) An employee who is incapacitated as a result of injury sustained in the course of his/her work shall be granted on the advice of the Director of Health Services, sick leave as shown in the Appendix. In addition, the employee shall be entitled to compensation in accordance with Section 7 of the Workman’s Compensation Law 1987 (PNDCL1987) or any subsequent amendment thereof. There may be a further review of up to six (6) months subject to the approval of the Vice Chancellor.
e) In every case of absence from work on the grounds of illness, a certificate from a University Medical Officer or any other registered Medical Practitioner shall be furnished to the Registrar as soon as possible.
f) During absence from duty on account of ill-health the salary of an employee shall be liable to deductions for his university residence (unless he/she and his /her family are absent from the residence, and the University allocates the residence another person) and for any sums due to the University.
Leave of Absence for Union Activities
a) An employee selected as an officer of the Union or who is selected as a delegate or nominated as a candidate for any approved Union training course/activity necessitating leave of absence may be granted such leave with pay.
b) The President/Chairman, Secretary, and Trustee of the local union for each University can attend meetings between Vice Chancellors Ghana (VCG) and the Union and may be provided free transport and abated per diem any time such meetings are convened.