Transcript Sabbatical and Other Leave Policies

Sabbatical and Other Leave
Policies
Office of Academic Affairs
& Faculty Compensation
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
The Faculty Handbook: Chapter 3
General Leave Policy
• Types of leaves:
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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
The Faculty Handbook: Chapter 3
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
The Faculty Handbook: Chapter 3
General Leave Policy
• Exceptions:
– Must be approved by the Provost
• Only in rare circumstances with compelling justification
such as:
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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
The Faculty Handbook: Chapter 3
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
The Faculty Handbook: Chapter 3
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
The Faculty Handbook: Chapter 3
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:
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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
The Faculty Handbook: Chapter 3
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
The Faculty Handbook: Chapter 3
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)
The Faculty Handbook: Chapter 3
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
The Faculty Handbook: Chapter 3
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
The Faculty Handbook: Chapter 3
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/)
The Faculty Handbook: Chapter 3
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
The Faculty Handbook: Chapter 3
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
The Faculty Handbook: Chapter 3
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.
The Faculty Handbook: Chapter 3
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:
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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:
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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 :
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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
Questions???