sabbatical and other leave policies office of academic affairs & faculty compensation

Sabbatical and Other Leave Policies

Office of Academic Affairs & Faculty Compensation

The Faculty Handbook: Chapter 3

Presence on Campus Policy

• It is important that members of the faculty be regularly available to students, participating continuously in the educational programs of the University

• Leaves of any type may result not only in reducing a faculty member’s contribution to the University but in disruption of instructional programs

• Faculty members do not accrue vacation or sick leave


General Leave Policy• Types of leaves:

– Sabbatical– Administrator Leave– Leave Without Salary (LWOS)– Temporary Partial Leave– Period of Pure Research

• Department chairs and the Dean have the authority to grant or deny leave, subject to any Provostial policy exception approvals


General Leave Policy• Limitations :

– Overall limit on leave• The total time spent on leave of ANY

KIND should not exceed 24 months in 7 years

– Limit on contiguous absence• Leaves may not exceed 24 contiguous

months


General Leave Policy• Exceptions:

– Must be approved by the Provost • Only in rare circumstances with compelling

justification such as:– Leaves for pregnancy disability – Other disability leave– Childcare leave– Family and Medical Leave– Workers Compensation leave– Leave for national service at a high level

• Positive advantages to the University must outweigh the possible adverse impact on University programs


Sabbatical Leave• Purpose:

– To free faculty members from their normal University duties enabling them to:

• Pursue their scholarly interests full time • Maintain their professional standing so that they may

return to their post with renewed vigor, perspective, and insight

Sabbatical leave is not automatic. It is granted by the Dean following the departmental chair’s approval of the leave request


Sabbatical Leave• Accrual Rates

– 100% FTE appointments accrue at a rate of 2.5 days/month of service

– Part-time appointments at 50% FTE or more accrue on a pro rata basis

– Accrual Limits• Maximum sabbatical eligibility, for School of

Medicine faculty members (applying the 12 month schedule), is 360 days or 12 months

• Maximum sabbatical eligibility, for clinical department chairs, is 540 days or 18 months

• Accrual beyond the maximum is not permitted

Sabbatical Leave• Sabbatical Duration:

– Faculty, full time appointment:• Minimum: 1 month • Maximum: 12 months• Without regard to rate of sabbatical pay

– Faculty, part time appointment:• Minimum: 1 month • Maximum: 12 months• Without regard to rate of sabbatical pay• Taken on a per month basis (counting continuous days) and

irrespective of the faculty member’s appointment FTE and duty schedule

– Clinical Department Chair:• Maximum: 18 months• Chair accrual must be used within 2 years after

departmental administrative service ends• Without regard to rate of sabbatical pay


Sabbatical Leave

• Restrictions:– Faculty members are expected to serve at

Stanford for at least 1 year following completion of a sabbatical

– This year should not be a terminal appointment

– Appointment end date must allow for adequate return to service

• Sabbaticals may not be taken during the academic year immediately preceding retirement


Sabbatical Leave• Sabbatical Salary:

– One source of funds must be the sabbatical salary account

– Federally funded account, is subject to periodical audits

– Total compensation during a sabbatical leave should not exceed the faculty member’s full-time Stanford base + variable salary for the leave period• Administrative supplements are discontinued

during sabbaticals


Sabbatical Leave

• Sabbatical Salary (cont.)– Projected earnings:

• May be taken into account in the decision to grant sabbatical leave

• In setting the percentage of salary to be received from the University

• If the individual expects to receive income during the sabbatical period

– A description of the activities generating such income, and the anticipated amounts, should be included (except for consulting activities performed in accordance with Stanford’s consulting policy)


Sabbatical Leave

• Sabbatical Salary (cont.):– Faculty may choose to fund less than

100% from sabbatical salary account and top salary up with funding from sponsored projects

– Continuing involvement in sponsored research does not require an exception so long as the faculty member intends to have a presence on campus during sabbatical


Administrator Leave • Definition:

– Administrator leave allows clinical department chairs to prepare for a post-chair career

– Departmentally funded leave

Administrator Leave

• Accrual:– 15 days/year or 1.25 days/month of

departmental service• In addition to sabbatical accruals• Maximum: 6months

• Limitations:– Must be taken within 2 years after the

completion of departmental service• When taken in conjunction with a sabbatical, the

administrative leave must precede the sabbatical


Leave Without Salary

• Definition:– Any period of leave that is completely without

salary paid by or through Stanford

• Decision to approve or deny is based on:– Purpose of the leave– The faculty member’s teaching responsibilities– Other contributions to the educational program

of the University, including clinical responsibilities

– Scholarly productivity– Previous leaves– Any special circumstances


Leave Without Salary• Restrictions:

– A faculty member on leave without salary:• May not take a regular faculty or

administrative position at another institution of higher education

• Remains subject to policy on Conflict of Commitment and Interest (http://med.stanford.edu/coi/)


Leave Without Salary• Effects:

– Extends an appointment for a period equal to the duration of the leave

– Periods of leave without salary stop the tenure clock on a proportional basis

– Benefits:• Notify the Benefits Office in advance of the

leave to determine the impact on benefits

– Sabbatical eligibility accrual stops while on leave

– Faculty member on LWOS may not continue as PI on Sponsored Projects


Temporary Partial Leave • Definition:

– A temporary reduction in effort AND salary – NOT a reduction in appointment FTE

• Not to be used in lieu of “discretionary time” – Faculty members are allowed 30 days/year

• Factors for approval or denial, restrictions & effects are the same as for LWOS

• Effect– Sabbatical eligibility is accrued on a

prorated bases


Periods of Pure Research

• Definition:– Leave from regular teaching and other

institutional responsibilities – Period of time during which the faculty

member’s entire compensation is paid through Stanford from sponsored research

• Effect:– Sabbatical eligibility does not accrue

during periods of pure research.

Leave Form• Used for all types of leave (including

disabilities)• Must include:

– A complete description of the activities planned (disabilities excepted)

– A description of the arrangements to cover:• The faculty member’s instructional responsibilities• Supervision of his or her dissertation students and

advisees• Departmental administrative duties for which he or she

is responsible (if applicable)

• Post approval substantial changes in leave plans and/or supplemental income require approval by the department chair and dean

Process• Faculty Member’s Responsibility:

– If planning sabbatical verify with Faculty Affairs Administrator (FAA):

• Accrual• Applicability of leave limits

– Discuss with the cognizant department chair or division chief issues such as:

• The proposed type of leave• Length of leave• Leave activities• Sources of leave income/funding• Administrative responsibility coverage (if applicable)• Clinical coverage (if applicable)• Mentoring • Teaching coverage (if applicable) • PI Coverage

Process

• Faculty Member’s Responsibility (cont.):– Complete the Faculty Application for Leave

of Absence form– Allow adequate time for the review process– Submit the form to the Department’s FAA– Work with the Research Management Group

(RMG) to inform sponsoring agencies of any changes necessitated by the proposed leave (e.g. PI, effort, etc.)

Process• Department Chair’s Responsibility:

– Consider the following before approving or denying a requested leave:• Proposed leave activities• Proposed length of leave• Applicability of the two limitations

– Overall limit of 24 months in 7 years – Limit of 24 months of continuous absence

• Proposed sources of leave income/funding• Impact the proposed leave may have on the

department’s ability to fulfill its administrative, clinical, and/or pedagogical responsibilities.

Process• FAA’s Responsibility:

– Know the sabbatical and leave policy– Confirm accrued sabbatical eligibility

with Academic Affairs– Identify issues such as:

• Appointment end date in relation to sabbatical leave dates

• Approaching or exceeding limits on leave• Continued administrative service and

compensation • Continued clinical care • Expiring appointment

Process• FAA (continued):

– Route the request to the Departmental Finance Administrator (DFA) who completes a fiscal impact assessment to be attached to the faculty member’s leave request form

– Route the leave request to the department chair to obtain his/her approval

Process

• FAA (cont.)– If exception requests are needed, ensure

the Department Chair has written a comprehensive explanatory memo to the Senior Associate Dean for Academic Affairs that includes:• Justification• Description of planned sabbatical activity • Addresses conflicts between the proposed

exception and the proposed sabbatical duties• Endorsement

– Submit the form to Academic Affairs

Process• Office of Academic Affairs (OAA):

– Review the leave request form– Confirm the faculty member’s leave eligibility

and revise the accrual record as needed– Route the forms for review :

• Senior Associate Dean for Academic Affairs• Faculty Compensation• Finance • Research Management Group • Senior Associate Dean, Finance and

Administration

– Submit exceptions to the Provost

Routing• Faculty Compensation and Finance

– Looks for issues related to compensation, administrative supplements and sources of funding

– Requires approval from both the Faculty Compensation Manager and the Chief Financial Controller

• Research Management Group– Looks for issues related to faculty member’s

sponsored projects• If the faculty member is taking a leave without

salary, he/she may not continue to serve as PI during the leave

– Leave form must be routed to RMG even if the faculty member does not have any active grants

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