LEAVE RULES

1. GENERAL

Leave is a provision to stay away from work for genuine reasons with prior approval of the
authorities. It may be granted for a casual purpose or a planned activity, on medical grounds or
in extra ordinary conditions. Leave rules have been framed in conformity with the existing
norms and practices and has the approval of the Governing Body. These rules shall be
applicable with effect from 1st Jan 2017 to all employees of the University and supersedes all
previous rules and notifications on the subject. The leave rules are subject to alteration /
modification / review at the exclusive discretion of the Governing Body either in part or whole,
at any time hereafter.

2. APPLICABILITY

These leave rules shall apply to all regular and contractual Faculty, Admin and Technical Staff of
the University as per the respective eligibility criteria specified under each category.

3. RIGHT OF LEAVE

Leave cannot be claimed as a matter of right by any employee whatsoever, and whenever
academic or administrative exigencies of work so demand, leave of any description may be
refused or revoked, postponed or reduced any type of leave can be pre-poned / postponed /
curtailed / revoked / denied by the Competent Sanctioning Authority.

Applying / availing leaves in excess of entitlement (even without pay) will be viewed adversely
and could affect continuation / confirmation / appraisal / renewal of contract whichever is
applicable.

4. SANCTIONING AUTHORITY

a) Below mentioned are the sanctioning authority for the leave application of respective
employees:

Sno. Leave application by Leave sanctioning authority

1. Pro Chancellor, Vice Chancellor, Governing Body

3. HoD DoS / Dean

4. Faculty and Technical staff HoD

5. Administrative staff Registrar

c) Study Leave shall be sanctioned by the Governing Body on the recommendations of the
Vice Chancellor. Before sanctioning study leave, guidelines / Standard Operating Procedures
issued by the HR will be complied with.

5. GENERAL RULES

a) Leave should always be applied through proper channel and on the prescribed form and
prior sanction taken except in emergency cases. In case of emergency and absence without
prior sanction, the sanctioning authority should be notified over the phone and “post facto”
sanction should be obtained within 24 hours of date of leave.

b) Once an employee resigns, he / she will not be entitled to leave of any description
whatsoever from the date of resignation. However, EL and CL credited / due till the date of
resignation to his / her account may be availed subject to the prior approval of the Governing
Body. Further, any leave that was applied and / or approved prior to resignation but yet to be
availed in the Notice Period, shall also stand revoked.

c) In case leave is availed without prior approval, it will tantamount to non-compliance with
the Service rules/Leave rules. Appropriate action including termination from service can be
initiated under such circumstances.

d) During the period of leave, an employee shall not take up or accept any employment or
work whether on remuneration or without remuneration.

e) During the period of suspension, an employee may not be granted any kind of leave.

f) Before proceeding on leave, an employee shall intimate to the sanctioning authority and the
person/s responsible for looking after his / her duties during the absence his/ her address
including email address while he/ she is on leave and shall keep the said authority informed of
any changes in address .

g) Taking leave or extending leave without sanction will be treated as unauthorized absence
from duty and shall render an employee liable to disciplinary action including suspension and/or
termination from the services of the University.

h) An employee on leave may be allowed to return to duty before the expiry of leave provided
he/s he should notify the administration department in writing giving reasons for resuming work
before expiry of leave or for cancellation of leave duly approved by the sanctioning authority.

i) Besides disciplinary action which could include suspension and/or termination from the
services of the University, three late arrivals to work (not exceeding ½ an hour each) and/ or
early departure from work before the scheduled time (before ½ an hour of the day end) in a
month will be considered as ½ day C L.

j) Salary of staff member will be withheld if he/she is absent without intimation for more than
3 days. Salary in such cases can be released only after specific approval by the GB.

k) Any leave availed during the month with pending sanction on the last working day of that
month shall be treated as “Leave Without Pay” irrespective of leave balance/entitlement.

6. CATEGORIES OF LEAVE

The following categories of leave shall be admissible to members of the staff.

A. CASUAL LEAVE (CL)

A. CASUAL LEAVE

(i) All regular and contractual employees are eligible for 10 days of Casual Leave per calendar
year. CL will be credited in two halves in advance @ 5 days each on January 1st and July 1st of
each year. Employees who are appointed during the course of the year shall be entitled to it on
pro - rata basis.

(ii) Casual leave cannot be combined with any other kind of leave.

(iii) Causal leave may be granted at the exclusive discretion of the sanctioning authority
as and when the occasion arises, provided that the total period of absence from duty does not
exceed three days at a time.

(iv) Unutilized Casual leave in any calendar year will lapse and can neither be carried forward
to the next year nor encashed.

(v) Proportionate deduction/ recovery will be made at the time of separation, if an employee
has availed CL in excess of his/her eligibility.

B. EARNED LEAVE

(i) Earned Leave of 7 days shall be admissible to confirmed Full Time employees and 3.5 days
to confirmed Part Time employees, credited on 1 st Jan of every year. Employees who are
appointed during the course of the year shall be entitled to it on pro-rata basis.

(ii) Earned leave cannot be availed for less than one day at a time, unless otherwise specified.

(iii) Earned leave cannot be combined with Casual leave under any circumstances.

(iv) Unutilized Earned leave in any calendar year will lapse and can neither be carried forward
to the next year nor encashed.

C. SPECIAL CASUAL LEAVE

i. SCL is introduced for the faculty to outreach academic activities. SCL shall be granted for
academic, PhD research work and professional involvement with the outside world subject
to satisfaction of the VC that such leave will promote University’s interest / academic
enrichment of the faculty concerned.

ii. Whenever the faculty is on SCL, the University shall not be liable for any financial
obligations whatsoever incurred by the faculty.

iii. In case of faculty, SCL shall only be applied when a faculty has no class or once the classes
for that day have been taken in advance with prior information to students through
Students’ Notice Board. Also, faculty must notify Programmer (Server Room) and ERP so
that this information can also be put into LMS.
iv. In order to apply SCL, it is mandatory to append the invitation letter/mail/acceptance letter
etc. along with the leave application and have SCL recommended from respective HOD and
DOS.

v. Maximum permissible limit for Special Casual Leave that shall be granted in a calendar year
will be 12 i.e. not more than 6 days per semester. An SCL can be taken in half also for ½
day subject to prior approval.

vi. Faculty must have completed six months with NCU in order to avail Special Casual Leave.
Only in case of special recommendation by the HOD and prior approval of Vice Chancellor,
faculty with less than six months association with NCU may be granted Special Casual
Leave. This will be done as an exception only.

D. VACATION LEAVE

(i) Vacation leave shall represent the time when no formal teaching and/or internal or
external examinations are being held at the University for any of the courses being run by it,
either directly or indirectly.

(ii) Vacation Leave (VL) of 15 days is entitled to all confirmed regular Full Time employees
and contractual faculty upto 70 yrs of age, who have completed one year or two teaching
semesters and 7 days to confirmed Part Time employees. VL can only be availed in Summer
during the non-teaching period announced in the Academic Calendar each year and as per the
slots approved by the Competent Authority. In addition, the University shall remain closed for
VL in Winters during the non-teaching period, from 25th Dec to 1st Jan i.e. 8 days every year.
Accordingly, total Vacation Leave for employees is 23 days /year.

(iii) The Competent authority can also authorize the Vacation leave to be taken in one or more
installments during the non-teaching period, if necessary. In case leave is denied / revoked for
official reasons, the employee will be compensated in lieu thereof as under:
Faculty: Basic + AGP Admin / Technical: Basic + DA

E. MATERNITY LEAVE

(i) Maternity leave may be granted to a female member of the staff who has been in the
continuous regular service of the University (without a break) for not less than one year prior
to the date of application for such leave.

(ii) Maternity leave can be availed pre or post-delivery, up to a maximum period of 3 months
i.e. 90 days in one stretch with prior sanction.

(iii) Maternity leave may be combined with earned leave, if any, under special circumstances.

(iv) Immediately after delivering a child, a member of the teaching faculty may apply to the
Governing Body, for permission to attend the University on a “part time basis” without any
break in service for a period of six months. All the provisions of the “Part Time Faculty” will
apply if such conversion is approved by the GB.

(v) A person on maternity leave cannot engage in any other employment whatsoever

(vi) Maternity Leave will not be applicable for contractual employees.

(vii) Maternity Leave is applicable once in two years and cannot be permitted more
than twice in an employee’s service with the University. However, it must be clearly understood
that, this permission is not automatic and, shall be subject to the approval, if at all, by the
Governing Body.
F. SHORT LEAVE (for Administration Staff only)

Short leave up to 2 hours in a month may be granted for genuine reasons after obtaining due
sanction of the competent authority.

G. STUDY LEAVE

(i) Faculty members who have completed ten years of continuous service may be considered
for study leave, on a case to case basis, to be approved by the Governing Body on the
recommendations of the Vice - Chancellor.

(ii) This duration shall not be counted for calculating the service period. During this period
faculty shall not be entitled to any leave credit or increments.

(iii) Whenever the faculty is on Study Leave, the University shall not be liable for any financial
obligations whatsoever incurred by the faculty.

H. SABBATICAL LEAVE

(i) The objective of Sabbatical Leave facility is to promote and enhance the quality of
educational and research activities at NCU through research work or other similar activities
directed toward intellectual and professional growth of the faculty. The main emphasis on
granting sabbatical leave will be on the basis of undertaking advanced research rather than
upgrading one’s qualification.

(ii) All regular faculty members, up to the age of 60 years who have completed six years of
regular full time uninterrupted service, may be considered for sabbatical leave on a case to case
basis. However, it is a privilege earned by only those faculty who have achieved minimum 2
‘Good’ and Nil ‘Unsatisfactory’ ratings in the past 6 appraisals. The application shall be
approved by the Governing Body based on the recommendation of the Vice Chancellor. A high
quality research publication, project report, funding, research proposal book, etc. is an
expected outcome after availing the sabbatical leave. The faculty will submit a report to HoD
and VC and deliver lectures on the outcomes, tools, techniques and technology used for the
research.

(iii) A faculty member can apply for sabbatical leave once in his / her tenure. Sanction for a
second term will be evaluated on much higher academic standard to be achieved. At a time,
sabbatical leave will be considered for discrete period of six months or one year. An eligible
faculty member who wishes to be considered for sabbatical leave should submit a formal
written application to the Vice Chancellor providing complete information on the duration and
nature of the activities planned during the sabbatical period, at least 6 months prior to the
leave along with documentary evidence where it is proposed to be conducted. No further
extension is allowed in sabbatical leave once approved. Combining any other leave with
sabbatical leave is not permissible.

(iv)During the period of sabbatical leave, the faculty shall be entitled to Basic Pay+ AGP, PF,
Gratuity and mediclaim benefits, as drawn by him/her at the time of applying for the leave. This
leave duration of a maximum duration of one year, shall not be counted for calculating the
service period. No leave credit, increment will be extended to the faculty/family during this
period.

(v) Faculty members who are awarded sabbatical leave must commit themselves through a
written undertaking in form of a bond to return to NCU for at least two academic years of full-
time service upon completion of the sabbatical leave. If they leave prior to two years, they shall
be liable to pay the notice pay (i.e. Basic Pay) in lieu thereof for the un-served period i.e. two
year. In case of non – joining after sabbatical leave, it will be presumed that the faculty has
abandoned his / her services from the University and will tantamount to non-compliance with
Service / rules / Leave rules / bond submitted. Appropriate action including termination from
services can be initiated under such circumstances.

(vi)The aim is to reward the high performing faculty members to enhance their professional
skills by availing the above leave through proper procedure, as detailed above. Notwithstanding
the above, sabbatical leave cannot be claimed as a matter of right and in case of academic or
administrative exigencies, it can be post-poned or denied by the competent authority.

Approved by

AVDHESH MISHRA SHIV S. MEHRA