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C.V. RAMAN GLOBAL UNIVERSITY ODISHA

Bidyanagar, Mahura, Janla
Bhubaneswar

LEAVE RULES
General

1. Short Title and Commencement.

(a) These Rules may be called the C.V. Raman Global University, Odisha Leave Rules 2022.
(b) These shall come into force w.e.f. from 1st January 2022.

2. Applicability.

a. These Leave Rules shall apply to all employees.

b. Persons engaged in teaching/Non teaching duties on temporary, contractual, deputation, or any
other basis are entitled only to such leave as may be specified in their letter of
appointment/engagement.

General Rules of Leave

3. Leave cannot be claimed as a right.

4. Except in an emergency, leave must be applied for, through proper channel in the prescribed format
attached as appendix, in advance.
5. Except where otherwise provided for, leave can be availed only after it has been sanctioned by the
sanctioning authority.
6. Depending on the exigencies of work, the sanctioning/recommending authority may:-
(a) Refuse, postpone, revoke or curtail/leave of any description;
(b) Recall to duty any employee on leave shall rest with the sanctioning authority;
(c) Permit an employee, if he/she requests, to rejoin duty before expiry of the sanctioned leave
period.

7. An employee shall not take up or accept any employment/assignment of work in any other
organisation with or without remuneration during the period of leave.
8. Except in the case of casual of leave up to two days, it is obligatory for every employee to furnish
the leave sanctioning authority the leave addresses with telephone number if any, before proceeding
on leave.
9. If an employee who is on leave seeks extension, thereof, he/she has to make an application in writing
to the sanctioning authority giving reasons. Such application shall make sufficiently in advance so as
to enable the office to process the application and communicate the decision to the employee before
expiry of the sanctioned leave.
10. No leave or extension of leave shall be deemed to have been granted or extended unless it is
sanctioned and communicated to the employee concerned.
11. Overstayal of leave shall be treated as absence without leave and will be considered “break in
service”. However before taking this action the competent authority shall give the concerned

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 employee an opportunity to explain the circumstances and satisfy itself that nothing prevented the
employee from obtaining prior sanction.

12. Employee applying for leave on medical grounds for more than two days should produce a medical
certificate from a doctor of Government Hospital/PHC. Such medical certificate shall be accepted
subject to approval by the Registrar. The medical certificate issued by a private doctor may be
subject to scrutiny by the Medical Officer of the University. In such event leave will be granted only
if it is approved by the medical officer. The employee on leave on medical grounds for more than
five days should produce a medical certificate of fitness while reporting for duty. An Employee not
submitting himself for medical examination shall be liable for disciplinary action.
13. Except in the case of casual leave, Sundays and holidays falling during the intervening period of
leave will be counted as days on leave.
14. Once availed, the leave cannot be converted into any other type of leave except in case of unforeseen
reason.
15. For new employees leave shall be credited after completion of three months of service.
16. An application for leave should be submitted in the prescribed form to the recommending authority,
who after putting his/her recommendation will forward the same to the sanctioning authority for
final decision.

Types of Leave

17. Employees are entitled for the following types of leave:-

(a) Casual Leave (CL)
(b) Special Casual Leave (SCL)
(c) Earned Leave (EL)
(d) Medical Leave (ML)
(e) Summer Vacation Leave (SVL)
(f) Maternity Leave (MTL)
(g) Paternity Leave (PTL)
(h) Study Leave (SL)
(i) Compensatory Off (CO)
(j) Official Duty Leave (OD)
Casual Leave

18. An employee shall be entitled to 10 days casual leave during a calendar year. Employees appointed
during the course of the year shall be entitled to casual leave on pro rata basis.
19. Casual leave shall not be combined with any other type of leave.
20. Casual leave may be taken up to maximum of two working days at a stretch. Intervening Sundays
will not be counted towards casual leave, provided the employee has worked 5 days in that week.
21. Casual leave shall not be carried forward. Casual leave not availed by the employee during the
calendar year will lapse at the end of the year.

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Special Casual Leave

22. Special Casual Leave: Special Casual Leave may be granted to teaching and Non Teaching
employees for following:-
(a) To attend professional Conferences/Seminars on behalf of the university, with the
permission of the Registrar ;
(b) To conduct examination of a university/Public Service Commission/Board of Examination
or other similar bodies/institutions;
(c) To deliver lectures in Institutions and universities at the invitation of such institutions or the
Universities, received by the university and accepted by the Registrar ;
(d) Performing any other duty the university and approved by HOD and sanctioned by
Registrar of the University.
The above leave may be allowed subject to satisfaction of conditions and norms laid down
by the Registrar.
23. Special Casual leave shall not be combined with any other form of leave.
24. Special Casual leave shall be availed subject to prior submission of relevant documents and special
sanction from the Registrar.
25. While applying for Special Casual leave the applicant shall furnish the invitation letter/examination
Admit Card and on return, the to & fro journey ticket (via shortest route) and conference report.
26. Journey period will form part of Special casual leave. The number of days of Special Casual leave
including journey period will be approved by Registrar before the faculty member proceeds on
Special Casual leave.
27. Failing to submit the necessary documents on return, as mentioned above, within 03 days of return
the leave including journey period shall be converted to LOP.
28. Special Casual leave for conferences shall ordinarily be sanctioned for faculty members presenting
papers during the conference.
29. Faculty Members invited for guest lecturers shall take due approval from Registrar for availing
Special Casual leave.

Earned Leave

30. Earned Leave entitlement per calendar year shall be as under:

(a) 24 Days in case of Non Teaching Staff.
(b) 18 Days in case of teaching faculty (only academics).
31. Entitlement of Earned leave shall be calculated on monthly basis. However it will be credited at the
end of the calendar year. In case an employee leaving/retiring during the year has availed earned
leave more than that entitled on pro rata basis, it will be adjusted (financial adjustment) at the time of
retirement/relieving. The additional leave availed will be treated as leave on Loss of Pay and
financial deduction carried out accordingly from the balance pay due to the employee.
32. Employees on probation are not entitled to Earned Leave, if the probationer is confirmed in the post.
33. Earned Leave must be applied for a continuous period and not in broken periods/piecemeal. Multiple
applications shall not be entertained.
34. Application should be made to the appropriate authority through proper channel at least three days in
advance for a minimum period of three days earned leave and seven days in advance if it is more
than three days. No earned leave shall be granted for less than three days.
35. Earned leave shall be allowed maximum three times in a calendar year.
36. Earned Leave may be accumulated to the credit of the employee up to maximum of 60 days.

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 37. Encashment of earned leave shall be allowed to the permanent employees (from the date of
permanent) who have completed minimum 10 years of services with the University and at the time
of superannuation. However, in case of death of an employee during the period of service the
accumulated leave may be allowed to be encashed by the employee’s spouse or in absence of the
spouse to the legal heirs after verification of proper documents.
38. The employee whose services are terminated/discharged on disciplinary ground shall not be entitled
for encashment of earned leave.
39. The Encashment of Earned Leave will be calculated on Basic and AGP of the employee.

Medical Leave

40. An employee shall be entitled to 10 days medical leave during a calendar year. Employees appointed
during the course of the year shall be entitled to casual leave on pro rata basis.
41. Employee applying for leave on medical grounds for more than two days should produce a medical
certificate from a doctor of Government Hospital/PHC. Such medical certificate shall be accepted
subject to approval by the Registrar. The medical certificate issued by a private doctor may be
subject to scrutiny by the Medical Officer of the University. In such event leave will be granted only
if it is approved by the medical officer. The employee on leave on medical grounds for more than
five days should produce a medical certificate of fitness while reporting for duty. An Employee not
submitting himself for medical examination shall be liable for disciplinary action.

Summer Vacation Leave

42. Summer Vacation Leave is admissible only to teaching faculty as under:

(a) Teaching Faculty (only academic) - 20 days/year
43. Summer vacation leave shall be availed by the entitled Teaching faculty only after the end of even
semester. The exact dates of vacation period will be announced by the Registrar of the University in
advance.
44. Faculty members would be required to avail the summer vacation Leave during the declared
vacation. Those who are detained during vacation will get earned leave to the extent in the ratio of
3:1 of the vacation denied. In other words faculty will get one day EL for each three working days
during vacation.
45. Vacation leave shall be granted by the Registrar of the University in a manner to ensure that in
general 50% of the staff shall remain present in the department in a particular day throughout the
vacation period.
46. Vacation leave will be permitted only if a faculty has put in a total of 12 months overall physical
services.
47. Vacation leave cannot be combined with EL.

Maternity Leave

48. Maternity Leave is admissible only to women employees employed directly under the university. A
woman employee shall be entitled to maternity benefits as per the provisions of the Maternity
Benefit Act 1961. provided she has actually worked for a period of not less than 80 days in the
twelve months, immediately preceding the date of her expected delivery.

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 49. Maternity benefit is granted up to two surviving children. Entitlement is based on number of
surviving children and not on number of deliveries. A woman employee giving birth to twins in the
first delivery shall not be entitled for the maternity leave for second delivery. However, a woman
employee with one surviving child from the first delivery shall be eligible for the maternity leave
even if she gives birth to twins in the second delivery.
50. The maximum period of entitlement for maternity leave shall be as per the above Act of pregnancy.
51. In case of a miscarriage or medical termination of pregnancy before seven months, a woman
employee, on production of satisfactory certificate from a registered medical practitioner, shall be
entitled to six week 45 days leave with pay immediately following the day of miscarriage or medical
termination of pregnancy. This benefit can be availed only once in the entire service span of an
employee miscarriage punishable under the Indian Penal Code does not come under this clause.
52. Intimation to the HOD and the Registrar of the University must be made at least one month before
availing maternity leave along with the Medical certificate mentioning the expected date of delivery.
53. Maternity leave may be combined with leave of any other kind except casual leave, if it is supported
by a medical certificate.

Paternity Leave

54. Paternity leave is entitled to married male employees for a maximum period of 07 days and can be
availed within 15 days after child birth, provided the limit is up to two surviving children. If the
employee not availed the leave within the specified period such leave shall be treated as lapsed.

55. Paternity leave cannot be combined with any other form of leave.

Study Leave

56. Study Leave up to a maximum limit of 24 months may be granted to permanent faculty members
with five years of service in the University who are deputed for higher studies, research or training.
The higher studies, research or training involved should be such that the knowledge gained by the
faculty member is useful to the University. The Registrar may relax the condition of five years of
service on recommendation of the Vice Chancellor where it is in the interest of the University to
send faculty members for higher studies for meeting regular requirements.
57. The Registrar, on recommendation of the Vice Chancellor may allow additional one year of Study
Leave (total three years) where the faculty member has been sponsored for PhD in organisations of
repute.
58. The faculty shall execute a notarized SURETY BOND with undertaking to serve the University for a
period equivalent to the duration of study leave after completion of PhD.
59. The faculty shall deposit three post-dated cheques/indemnity bond, equivalent to existing Basic Pay
+ AGP for the period of study leave availed, which shall be returned to him/her after serving for the
above stipulated period.

Nota Bene

60. Study Leave can be combined with any other type of leave (Other than CL) for which the faculty
members are eligible.
61. Faculty members should apply through the Registrar of the University for such Study Leave.

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 62. At any time, not more than 10% of the total faculty strength of the Department may be permitted to
be away on study leave. Vacancies caused thereby shall not to be filled up and the work shall be
conducted with the existing staff.
63. Faculty members who are deputed or granted study leave for higher studies or specialized training
shall not be entitled to claim any monetary benefit or seniority by virtue of higher qualification or
training acquired, as a matter of right.
64. Faculty members who are sponsored for higher studies/training shall be eligible to draw their fixed
salary that would have accrued to them had they not proceeded on study leave, of which, 50% would
be paid monthly and 50% retained to be paid later in three instalments on rejoining duty after Study
Leave, subject to the condition that they execute a bond in the form prescribed, undertaking to serve
the University for a continuous period equivalent to the duration of study leave, which is to be
calculated from the date of their resuming duty after expiry of the study leave. The bond amount
would be equivalent to the total amount received by the employee during the study leave with 10%
interest. He/she shall submit Bank Guarantee/Security as may be found acceptable to the authority
for reimbursement of salary drawn during the period of leave i.e. the amount paid to the employee
for the period of leave. Those who do not serve institute to the required bond period will be required
to pay back to the University bond amount on pro rata basis for the remaining period of the service
bond.
65. Faculty members who are not sponsored and who want to go for higher studies/training on their own
may be granted study leave without pay and without financial commitment to the University. The
application for such leave should be sent in time and before the commencement of the academic
year. The period of study leave shall be treated as “break in service” if he/she rejoin the university.
66. Study Leave granted to the faculty members shall be deemed to be cancelled in case it is not availed
of within three months of its sanction.
67. Temporary/Probationary faculty members shall not be eligible for study leave.

Compensatory Leave

68. Compensatory leave shall be allowed to non-teaching staff such as Lab Asst., Office Asst.,
Accountant, Driver, Maintenance staff of the University when duty is performed on instruction of
reporting authority on Sundays or University holidays for full duty hours. For this a record of duty
performed shall be kept by the reporting authority.
69. Working merely for an extra hour or two on a working day, or working on Sunday/holiday to clear
own back log of work will not entitle an individual to compensatory leave.
70. Employees are required to submit the application for Compensatory leave through the reporting
authority for approval by the Registrar.
71. Compensatory Leave shall not be credited for more than two days per month.
72. Compensatory Leave shall be availed within 30 days, against the date the duty was performed on a
non working day.
73. Compensatory Leave shall not be combined with any other form of leave, weekly off and declared
holidays.

Official Duty Application

74. Official Duty Application is to facilitate an employee to mark his/her attendance if he/she goes out
of the campus for official work

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 75. Employees are required to mention the reasons of On Duty Application at the time of submission of
the application to the Registrar, duly recommended by the HOD/Reporting Authority.
Leave on Loss of Pay (LOP)

76. Employees may be granted leave on loss of pay if they are not entitled to any leave or have
otherwise exhausted their available leave.
77. The maximum leave on LOP that can be granted in a calendar year, to a probationer shall be 15 days
and to an employee in confirmed service, shall be 10 days, on genuine grounds.
78. Leave on loss of pay shall be excluded for the computation of service of the employee. Mere
submission of application of leave or applying for its extension will not be deemed that leave has
been sanctioned.

Leave Rules for Contract Employees/Junior Research Fellows

79. Employees appointed on contract shall ordinarily be eligible for 10 days casual leave which cannot
be carried forward to the subsequent year unless specifically mentioned to the contrary in their
Appointment Order, in which case they shall be eligible to the leave as stated in the Appointment
Order. On extension of contract these employees will be eligible for the same leaves as of first year.

Miscellaneous

80. Employees who proceed on leave must provide in the leave application their contact address
including mobile numbers (atleast two contact numbers) and email address.
81. Leave granted in accordance with these rules, other than leave on loss of pay, is treated as if the
employees had been on duty during such leave period and it is included for the purpose of
determining the period of service of the employee.
82. In case of absence of duty without leave or permission or where an employee fails to discharge
his/her duties, the principles of “No work No pay” shall apply and disciplinary action as deemed fit
shall be taken including “break in service”.
83. Normally, extension of leave is not permitted except in case of emergency. Request for such
extension should be made to the Registrar before the expiry of leave originally sanctioned, which
may or may not be granted depending upon the exigency of work.
84. Leave other than Medical Leave, if due, will not be granted to a charge sheeted employee or an
employee under suspension pending enquiry.
85. The HR office of the University is required to maintain an account of leave accrued and/or availed
by each employee during a year and the period of leave carried forwarded and accumulated in
respect of the previous years.
Supersession

86. All previous orders on the subject stand superseded by these rules.

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 C.V. RAMAN GLOBAL UNIVERSITY, ODISHA
BIDYANAGAR, MAHURA, JANLA, KHORDHA, BHUBANESWAR
LEAVE APPLICATION
CL/SCL/EL/SVL/ML/PL/SL/CO/OD

Name

Emp. Code No.

Designation
Department
Leave application To

No. of days Excluding days being

Sunday/holidays/Journey
period
Available leave Application

Reason

Leave address

Arrangement for performance of duties

including Academics /Assignments details
and name of the staff whom duties being
handed over.

Date Signature of the staff

Recommendation of Head of the
Department

FOR OFFICE USE ONLY

CL/SCL/EL/SVL/ML/PL/SL/CO/OD

Order: Granted/Not Granted

Sanction Date Sanctioning Authority

Registrar/HR Administration Remarks

Note: This form should invariably be sent through the Head of the Department.