SOP – REQUESTING A STUDY LEAVE

       



Staff members must submit their Study Leave request through the IOM (International Organization for Migration) Human Resources Support Portal: IOM Human Resources Support Portal 30 days in advance of the start date of the course or study programme.


The Study Leave form requests details on the academic institution, course content, relevance of the course to the Organizational needs and goals, length of study, amount of study time being requested, the reason for the study leave request, and confirmation of registration from the place of study or other supporting documents (e.g., class attendance requirement.) 


The following documents must be submitted. Without these documents, SDL cannot proceed to review and process the Study Leave requests.


              •    Proof of enrolment

              •    Schedule of activities

              •    Position description

              •    Course description/syllabus 


1. Within the IOM HR Support Portal, fill-in the Study Leave Request Form (https://hrm.iom.int/support/catalog/items/57) and attach all relevant documents. Upon submission, the platform will automatically send the form to the staff member’s supervisor for approval. In cases of disagreement between the staff member and supervisor on the request, the case can be referred to the Training Advisory Committee (TAC) to make the final decision.


2.  After the supervisor’s approval, the Study Leave Request Form will then be sent by the platform to Staff Development and Learning (SDL) for processing and final approval.  The staff members will receive confirmation if the request has been approved or denied.


3. For approved study leave requests, the staff member must apply for 'Study Leave' in PRISM in the INTRANET PORTAL HOME, coordinating with their supervisor the specific dates and times in order to avoid disruption of normal duties. 


IMPORTANT: Study Leave requests should be processed in PRISM only after receiving the approval notification of the request from the IOM HR Support Portal.  Study Leave should NOT be applied in PRISM without SDL's approval.


NOTE: To cancel an already approved Study Leave request in PRISM, please send an email to [email protected]; [email protected]; with [email protected] in copy.


4.    Once the staff member completes the course or study programme:

a.    It is mandatory for the staff member to upload the completion certificate in I-Learn (https://iom.csod.com/) by following the instructions in this this guide.

b.    The staff member must submit a duly filled Study Leave Completion Report through the IOM HR Support portal (https://hrm.iom.int/support/catalog/items/66) attaching the proof of completion.