The UWinsite People Absence module is designed to display only your eligible options, but you may occasionally see options outside of your entitlements. Please refer to your collective agreement, University policy, or relevant legislation for clarification.
Find the key terminology for various absence types as well as reason to use a specific absence.
Absence Entries Defined
Administrative leave
Leave of absence specific to terms and conditions of employment.
Banked Holiday Taken
Specific to members of Unifor 2458 Engineer and 444 Special Constable Services
Banked Overtime Taken
TBA
Bereavement
Time off, after the death of a family member
Canadian Forces Military Leave
Leave of absence related to deployment or training in the Canadian forces.
Compassionate Leave
Leave of absence specifically for members of WUFA
Conference leave
Leave of absence from work to attend a work-related conference
Flex time
Time off available to members of Unifor 444.
Illness/injury - Non work-related
Absent due to illness/injury that is not work related.
Illness/injury work-related
Employee enters a work-related illness
Jury/witness duty
Time off when summoned or subpoenaed to attend jury duty or serve as a witness in court proceedings
Leave of Absence without Salary
Leave of absence specifically for members of WUFA.
Medical Appointments WSIB
Time off to attend medical appointments for an employee only who has a work-related injury or Illness and is approved for WSIB.
Medical appointments
Time off to attend medical appointments for an employee. Not to exceed ½ a day. Typically to be taken outside working hours, but if unpreventable, as close as possible, to the beginning/end of your shift or during your meal break.
Negotiations Leave
Available to union members of the negotiating team to take time away from their workday, to attend collective bargaining, per applicable collective agreements.
Paid absence
This entry should be used in exceptional circumstances where an employee’s absence request cannot be accommodated through the standard options available in the dropdown menu.
Personal days without pay
Individual days off without pay for personal reasons. Limits apply per applicable collective agreement
Personal Leave of Absence
Unpaid time off for personal reasons, typically two weeks or longer
Pre-paid leave plans
Leave of absence specific to applicable collective agreements
Pregnancy/Parental/Adoption Leave
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A leave of absence when the employee is pregnant or upon birth of a child
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A leave of absence to care for the child
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A leave of absence when the employee has adopted a child
Racial justice advocate/Indigenous Community leave
Leave of absence in accordance with applicable collective agreements
Religious/Cultural observance
Time off for religious or cultural observances
Sabbatical Leave
Leave of absence specifically for members of WUFA.
Study Leave
Leave of absence specifically for members of WUFA.
Time in Lieu taken
Absence entry for time off by using accumulated lieu time.
Training/Retraining
Training leaves specifically for members of Unifor 2458 Engineers. Re-training is specifically for members of WUFA.
Unifor paid education leave
Leave of absence specifically for members of Unifor.
Union conference/convention leave
Leave of absence for union related conferences/conventions specific to applicable collective agreements.
Union time
Available to union representatives to take time away from their workday, to attend to union business per applicable collective agreements.
Unpaid Leave of Absence
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Employment Standards Act job protected leaves and to be used by HR or Line Manager when there is an exception to an employee’s absence.
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Entry for when arriving to work late.
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Leaves of absence specific to applicable collective agreements
Unpaid Vacation
Unpaid leave of absence from work for vacation purposes specific to applicable collective agreements.
Vacation
Absent from work for vacation purposes
Absence Entries that Require Reasons
Below is the list of Absence Entries requiring the entry of “Reason”
Bereavement
Absence Reason: Stepmother, stepfather, grandchild, grandparent, grandparent-in-law, spouse, child, stepchild, parent, sibling, father-in-law, mother-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law
Reason Used for: Determination of entitlement
Canadian Forces/Military Leave of Absence
Absence Reason: Training, Deployment
Reason Used for: Selection of type of leave
Critical Illness Leave
Absence Reason: Adult, Minor Child
Reason Used for: Selection of type of leave
Family Medical Leave
Absence Reason: Stepparent, foster parent, foster child, step-grandparent, step-grandchild, spouse of child, aunt, uncle, nephew, niece, step sibling, spouse, parent, child, stepchild, grandparent, grandchild, sibling
Reason Used for: Selection of family member
Illness/Injury - Non-Work Related
Absence Reason: Accommodation Plan
Reason Used for: To be used by HR when an accommodation plan is in place
Illness/Injury Work Related
Absence Reason: Head, face, eye(s), ear(s), teeth, neck, chest, upper back, lower back, abdomen, pelvis, shoulder(s), arm (s), elbow(s), forearm(s), wrist(s), hand(s), finger(s), hip(s), thigh(s), knee(s), lower leg(s), ankle(s), foot/feet, toe(s), mental health/stress
Reason Used for: Selection of injury/illness
Jury/Witness Duty
Absence Reason: Witness, Jury Duty
Reason Used for: Type of leave
Negotiations Leave
Absence Reason: Bargaining Prep
Reason Used for: Used by members of a union to prepare for negotiations with the Employer per the applicable Collective agreement
Paid Absence
Absence Reason: Other, laid off (WUFA), illness/injury - work related, illness/injury - non-work related
Reason Used for:
- Other - To be used when there is an exception to an employee’s absence entry that is not in the standard drop down menu.
- Laid Off (WUFA) to be used by HR for contract purposes.
- Illness/injury work or non-work related to be used by HR for exceptional circumstances.
Racial Justice Advocate/Indigenous Community Leave
Absence Reason: Indigenous Community Position, Racial Justice Advocate
Reason Used for: Selection of type of leave
Union Time
Absence Reason: Union Business – President, Bargaining Preparation,
Union Business – Chief Steward/Steward, Union Business – Vice-Chairperson, Union Business – Vice-President, Union Business – Administrative Committee Member, Union Business – Chairperson
Reason Used for: To be used by members of a union per the applicable collective agreement
Unpaid Leave of Absence
Absence Reason: Illness/injury non work related, other, loa family leave unpaid, other, bereavement, jury/witness duty, family medical leave, family caregiver, child death, crime related child disappearance, organ donor, educational, training/re-training, political leave, critical illness, late, illness/injury - work related, laid off (WUFA)
Reason Used for:
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For those employees on time cards, this is where they will enter times if they are late to work. “Late”.
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Laid Off (WUFA) to be used by HR for contract purposes
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Leaves of absence specific to applicable collective agreement.
Absence Entry Status
Upon logging into the system, users will see the current status of their absence entry, which may indicate whether the absence has been approved, is pending, or has been rejected
Approved
This entry has been reviewed and accepted by the approver
Completed
This entry took place in the past
In progress
This entry has been approved and is currently in effect
Pending
This entry has been submitted but is awaiting action from an approver.
Rejected
This entry was reviewed but not approved.
Scheduled
This entry has been approved and is scheduled to occur in the future.
Withdrawn
This entry has been withdrawn and will not proceed.