General Procedures Sabbatical Procedures

Application for Sabbatical Leave

Sabbatical Leave Report – required in order to maintain future sabbatical eligibility

Eligibility

Tenured faculty are eligible for sabbatical after 12 semesters of service. Absences taken as Leave-without-Pay do not count toward the 12 semester requirement but sick leave, parental leave, fellowships elsewhere, and time served at the University prior to receipt of tenure count toward the 12 semesters. Any administrative appointments being held by the faculty member may not be held during sabbatical.

Of those who are eligible, who gets to go?

There are occasions when a department will not be able to let every faculty member take sabbatical when he or she is first eligible, due to the needs of the department. Here are a few suggestions on how to make your decision on which faculty members might be approved for sabbatical and which might be asked to delay.

  1. Whose research best supports a sabbatical?
  2. Whose application is the most convincing?
  3. Are there important courses that would go untaught if one is approved over another?
  4. Were the results from the last sabbatical satisfactory?

Timeline

September:

A list of people who may be eligible, based on a database kept in the College, is sent to department chairs and staff assistants for confirmation. Departments are given two weeks to confirm their faculty members’ eligibilities.

October:

A letter is sent to each faculty member who appears to be eligible for sabbatical during the next academic year, notifying them that they may be eligible and explaining how to apply. The application for faculty rostered in the College is available here (opens in Word).

Early Nov:

The Faculty Fellowship Award Program has been suspended as of 2010-11. No faculty fellowship applications are being accepted. Faculty Fellowship (two semesters leave with full pay) decisions are made by the Council for Research and Creative Work (CRCW). Approximately 10-13 A&S faculty are awarded each year. A Faculty Fellowship takes the place of a sabbatical, and resets the faculty member’s sabbatical eligibility timeline.

Mid-Nov:

Sabbatical applications, including the application form itself and a copy of the candidate’s vita, are due to the Dean’s office on November 15. Of those eligible, generally about 60 faculty apply.

Early Spring Semester:

The Deans make decisions based on a variety of factors including the faculty member’s record, the number applying in each department, and the number of one-semester versus two-semester applications. Notification of an initial decision is sent to the candidate and Chair at the same time the application is sent to Faculty Affairs for additional reviews. Final approval must be given by the Board of Regents prior to the start of the sabbatical.

Mid-August:

The HR Center enters sabbatical information into PeopleSoft.

Changes to Sabbatical Requests

Changes to sabbatical leave requests, including a change from sabbatical to Faculty Fellowship, must be approved by the Chair, Dean, and Associate Vice Chancellor for Faculty Affairs prior to the start of the sabbatical or prior to the date of change. Changes are handled in slightly different manners depending upon the type of change requested.

Cancellation

If the faculty member wishes to cancel his/her sabbatical application (for example, a Faculty Fellowship has been awarded or a Leave Without Pay is desired instead), a letter of request is written by the faculty member, approved by the Chair, and sent to the Dean’s office. Faculty Affairs reports it to the Board of Regents as withdrawn. A new application needs to be completed for future sabbatical consideration.

Postponement of the Initial Request to a Time up Through and Including the Following Academic Year

A letter of request is written that includes both the approved and revised dates for the proposed sabbatical, is concurred by the Chair, and sent to the Dean’s office. Faculty Affairs will report the revised sabbatical date to the Board of Regents, and a new application does not need to be made. The sabbatical date may be revised again if necessary, so long as it remains within the academic year following the original request. If a revised date is not included in the request, the application will be considered to be cancelled (see above) and a new application will need to be completed for future sabbatical consideration.

Postponement for a Period Longer than the Following Academic Year

When a sabbatical is postponed for longer than the following academic year (that is, it will not take place either within the same academic year that the sabbatical was to take place or during the following academic year), the current sabbatical is cancelled and a new application is required. This ensures that the sabbatical plan will reflect the faculty member’s actual efforts.

Sabbatical Leave Report

Each faculty member taking sabbatical must submit a report (Sabbatical Report Form will open in Word) to the Dean’s office during the first semester after returning to regular duty.  The deadline for those taking either fall or calendar year sabbaticals is May 15; the deadline for those taking either spring or academic year sabbaticals is December 15.   If the sabbatical’s goals are not met or a report is not submitted, the faculty member will not be approved for future sabbaticals.

Resources