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Study leave policy template

This policy outlines the provisions and guidelines for study leave for employees of your organization. The purpose of this policy is to support employees in their professional development and to provide opportunities for them to enhance their skills and knowledge.

This template will provide a comprehensive framework for HR professionals to create a study leave policy that is tailored to their organization’s needs. It includes essential elements that should be considered when creating such a policy, ensuring that all bases are covered. Additionally, it serves as a reference point for managers and employees alike, promoting a culture of transparency and consistency in the application of study leave benefits.

What is a study leave policy?

A study leave policy outlines the rules and procedures governing an employee’s absence from work for the purpose of pursuing education or training that enhances their job-related skills. This policy enables employees to take time off for studying, attending conferences, workshops, or other forms of professional development.

A study leave policy should include

  1. Eligibility criteria, specifying which employees can apply for study leave and under what circumstances.
  2. Types of study leave available, such as paid or unpaid leave, full-time or part-time studies.
  3. Application and approval process, including required documentation and timelines for submission.
  4. Reimbursement details, if applicable, covering tuition fees, travel expenses, or other related costs.

Why is it important to have a study leave policy?

Having a study leave policy in place demonstrates your organization’s commitment to investing in its human capital. It fosters a culture of continuous learning and growth, leading to increased employee motivation, engagement, and retention. Moreover, it helps ensure that employees’ skill sets align with the organization’s goals and objectives, supporting succession planning and talent development initiatives.

The level of protection offered for parental leave in both the United States and the United Kingdom corresponds to the limited safeguard of the right to education based on UNESCO.

Step-by-step instructions on how to write your own study leave policy:

1. Research existing policies within your industry or region to identify best practices and regulatory requirements.
2. Consult with stakeholders, including HR colleagues, managers, and employee representatives, to gather input on desired provisions and potential challenges.
3. Define eligibility criteria, considering factors like job role, tenure, performance, and business needs.
4. Determine the types of study leave available, taking into account organizational constraints and employee preferences.
5. Establish a clear application and approval process, outlining required documents, deadlines, and decision-making authorities.
6. Develop a system for tracking study leave requests, approvals, and completions.
7. Specify reimbursement procedures, if applicable, and outline consequences for non-compliance or unmet performance expectations.
8. Include provisions for employees who do not complete their studies or fail to meet performance expectations.
9. Review and update the policy regularly to maintain alignment with organizational goals and evolving employee needs.

Study leave policy template

[Organization Name] Study Leave Policy


[Organization Name] is committed to supporting the professional development of its employees. This policy outlines the provisions and guidelines for study leave, enabling employees to enhance their skills and knowledge while advancing organizational objectives.


Employees who have completed at least six months of continuous service with [Organization Name] are eligible to apply for study leave. Part-time employees are also eligible, with the duration of study leave adjusted proportionately to their working hours.

Types of study leave

[Organization Name] offers two types of study leave: paid and unpaid. Paid study leave is granted for full-time studies that directly align with the organization’s strategic goals. Unpaid study leave may be taken for part-time studies or programs not directly related to job responsibilities.

Application and approval process

Employees must submit a written application to their manager at least 30 days before the start of their study program. The application should include proof of acceptance into a recognized academic institution, course details, and a signed agreement to comply with policy conditions. Managers will review applications based on business needs, job requirements, and available resources. Employees will be notified of approval or denial within 15 days of submission.

Duration and frequency

Paid study leave can last up to 12 months, while unpaid study leave may extend beyond this limit. Employees can take study leave once every three years, with a maximum cumulative duration of 24 months.


[Organization Name] will reimburse tuition fees and other direct costs upon successful completion of studies, subject to the employee providing original receipts and proof of payment. A maximum amount per year applies, as determined by HR in consultation with Finance.

Performance expectations

During the study leave period, employees are expected to maintain regular communication with their managers and fulfill pre-agreed performance targets. Upon return, employees must complete a debriefing session with their manager, sharing knowledge gained and outlining plans for implementing new skills. Failure to meet these expectations may result in repayment of reimbursed amounts or adjustments to employment terms.

Non-completion or unsatisfactory performance

If an employee does not complete their studies or fails to meet performance expectations, they must refund all reimbursed amounts to [Organization Name]. Exceptions will be considered on a case-by-case basis, taking into account mitigating circumstances and supporting evidence.


By establishing a comprehensive study leave policy, [Organization Name] demonstrates its commitment to investing in its human capital. This policy promotes continuous learning, supports employee development, and fosters a culture of growth and excellence.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

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