Sabbatical Leave General Guidelines
The purpose of granting sabbatical leave is to enhance the faculty member’s effectiveness to the University community. The purpose of sabbatical leave shall be the pursuit of study, research, professional writing, curriculum development, approved travel or other activity approved by the Executive Vice President for Academic Affairs. Paid sabbaticals cannot be granted for work toward a terminal degree, such as dissertation writing.
Eligibility for Sabbatical Leave
A faculty member who has served seven consecutive years of full-time service at the University may be considered for sabbatical leave. Approved university leaves-of-absence do not constitute a break in service nor are they credited towards the seven full consecutive years. The term of sabbatical leave will not be credited towards the seven full consecutive years required for a subsequent sabbatical. The academic year immediately following the sabbatical leave will count as the first year to be credited towards subsequent sabbatical leave. Sabbatical and Educational Leave time may not be credited for time served to determine eligibility toward promotion. No candidate may apply for promotion and sabbatical/educational leave in the same year, nor may a faculty member apply for promotion while on sabbatical/educational leave.
Sabbatical leave shall not be regarded as a right to which the employee is entitled. The number of sabbatical leaves granted in a given year is subject to the availability of sufficient funds.
Criteria for Granting Sabbatical Leave
The criteria to be taken into account for granting sabbatical leave include:
1. The nature of the leave project and its significance to the
a. developmental and instructional programs of the University and/or
b. continued professional development of the candidate
2. The employee’s years in service and/or prior sabbatical leave, the project’s effectiveness and benefit to the University and employee, personal circumstances and commitment to the university; the practical needs of the applicant’s department and of the university.
Faculty and professional members who have not received sabbatical leave do not have automatic priority over those who already have taken one. In instances where two or more candidates meet all criteria equally and at least one request must be denied because of insufficient funds, the decision will be left to the discretion of the Executive Vice President for Academic Affairs.
Procedure for Requesting Sabbatical Leave
Faculty members applying for sabbatical leave should submit a letter of application to their immediate supervisor one week prior to the start of classes of the spring semester of the fiscal year prior to the fiscal year the sabbatical would be effective. Two weeks after submission of the application to the immediate supervisor, the immediate supervisor will forward the application to the appropriate School Dean with a written recommendation. The School Dean will review the application, the immediate supervisor’s recommendation and add a recommendation from the dean. The School Dean will forward the application and the recommendations to the Executive Vice President for Academic Affairs’ office three weeks after the School Dean has received the application from the immediate supervisor. The Executive Vice President for Academic Affairs will make the application and the recommendations available to the Promotions Review Board. This written application must clearly and fully explain the specific objective of the leave and request an appropriate level of institutional support (see below). The recommendation of the immediate supervisor should address both the feasibility of the proposal and the benefits that will ultimately accrue to the department.
The recommendation of the School Dean must explain the departmental impact of the leave and the manner and cost of covering for the classes that will be left vacant if the leave is approved.
The application must include the following:
- State the specific dates for the period of leave.
- State the specific major objectives to be accomplished during the leave period.
- Outline the project steps or program of study for each semester on leave.
- State the anticipated result of the project or study.
- Add other information, which may be helpful in assessing the value of the leave.
Financial Arrangements for Sabbatical Leave
Salary payments to employees on sabbatical leave will be made on the following basis: full salary for one semester’s leave or 5/9 for a one-year leave.
The University continues to pay for all benefits to which the employee is eligible.
Any employment undertaken by the employee on sabbatical leave must be central to the leave project.
Employee Commitment and Expectations for Those Taking Sabbaticals
A faculty member may receive no outside remuneration during the period of sabbatical leave unless such remuneration is a central part of the project or with special permission from the Dean.
For the duration of the sabbatical, faculty will not be expected to perform any administrative duties that are normally part of their jobs. Arrangements should be made prior to the sabbatical to assign these duties to others during the time of the sabbatical.
Faculty members who accept paid sabbatical leave agree to return to full-time employment at SU for the year that follows the leave. Violation of this agreement for a minimum of one year of service makes the recipient of the leave responsible for all salary and financial benefits provided by SU during the period of the sabbatical leave. The Executive Vice President for Academic Affairs may grant exceptions.
NOTE: Faculty granted sabbaticals are expected to give a presentation to the campus community during the year following the sabbatical leave. This presentation should describe the project conducted during the sabbatical and methodology and/or results and also discuss how the sabbatical experience contributed to the faculty member’s intellectual or professional growth. If desired, the faculty member, as part of this presentation, may also address how the work conducted has informed/enhanced his/her approach(es) to teaching.
Educational Leave General Guidelines
SU is committed to retaining and building an excellent faculty. One measurement of excellence is to have a very high percentage of faculty that hold the highest degree in their respective disciplines. A way of achieving this goal is to recruit faculty who hold “terminal” degrees. Another equally important procedure is to support current faculty members in their efforts to complete the degrees they are seeking. For this reason, SU offers a program of educational leave. Occasionally, a faculty member may also use educational leave to prepare for new teaching assignments.
To be eligible for an educational leave, a faculty member must complete a minimum of two years full-time teaching at SU. A faculty member may be granted more than one educational leave; however, only one leave can be accompanied by salary benefits. Approved university leaves-of- absence do not constitute a break in service nor are they credited towards the seven full consecutive years required for granting sabbaticals. Sabbatical and Educational Leave time may not be credited for time served to determine eligibility toward promotion. No
candidate may apply for promotion and sabbatical/educational leave in the same year, nor may a faculty member apply for promotion while on sabbatical/educational leave.
Criteria for Granting Educational Leave
Priority for educational leave will be given to applicants who seek support to complete a thesis or dissertation, fulfill a clinical experience, fulfill a residency requirement, or accomplish another objective to which full-time teaching is an obstacle. The number of educational leaves granted is subject to the availability of sufficient funds.
Procedure for Requesting Educational Leave
Faculty members applying for educational leave should submit a letter of application to their immediate supervisor one week prior to the start of classes of the spring semester of the fiscal year prior to the fiscal year the sabbatical would be effective. Two weeks after submission of the application to the immediate supervisor, the immediate supervisor will forward the application to the appropriate School Dean with a written recommendation. The School Dean will review the application and the immediate supervisor’s recommendation and add the dean’s recommendation. The School Dean will forward the application and the recommendations to the Executive Vice President for Academic Affair’s office three weeks after the School Dean has received the application from the immediate supervisor. The Executive Vice President for Academic Affairs will make the application and the recommendations available to the Promotions Review Board. This written application must clearly and fully explain the specific objective of the leave and request an appropriate level of institutional support (see below). The recommendation of the immediate supervisor should address both the feasibility of the proposal and the benefits that will ultimately accrue to the department. The recommendation of the School Dean must explain the departmental impact of the leave and the manner and cost of covering for the classes that will be left vacant if the leave is approved.
Institutional Support for Educational Leave
An eligible faculty member may apply for an educational leave of one semester with full compensation or one full year with 5/9 salary and full benefits. Alternative forms of support (e.g., reductions in teaching loads or other responsibilities) to assist in the completion of degrees may be arranged without the above procedures; however, these options are never automatic and must receive support from the immediate supervisor, School Deans, Executive Vice President for Academic Affairs, and the President. Faculty members must not have other employment while on educational leave without the written authorization of the Executive Vice President for Academic Affairs. Faculty members may not be promoted while on educational leave, and the leave period does not count toward the professional experience minimums required for promotion.
For the duration of the educational leave, faculty will not be expected to perform any administrative duties that are normally part of their jobs. Arrangements should be made prior to the sabbatical to assign these duties to others during the time of the sabbatical.
Faculty members who accept paid educational leave agree to return to full-time employment at SU for two years following the leave. This requirement in no way alters any other contractual term such as the length of the contract, although the President of SU does have the discretion to waive or alter the length of service required of a faculty member following educational leave. The recipient’s violation of this agreement for a minimum of two years of service makes the recipient of the leave responsible for all salary and financial benefits provided by SU during the period of the educational leave. The recipient is responsible for repayment based on the formula that one-year return service equals one half of the salary and financial benefits provided by the university.
Faculty Conference Funding Guidelines and Application
1. Full-time faculty are eligible to receive funding to either attend or participate in professional conferences. Part-time faculty are eligible to receive funding only if they are participating in a professional conference. Faculty on Sabbatical or Educational Leave are eligible to receive funds while on leave. Funds may be requested for conferences, conventions, or workshops. There is no geographic limit on the requests that may be considered. NOTE: Funding cannot be granted under this program for purely informal travel, graduate work, course tuition for university credit, membership fees, research, or equipment expenses.
2. Faculty who desire funding MUST formally apply prior to the conference by submitting the CONFERENCE FUNDING APPLICATION FORM (FOR FACULTY DEVELOPMENT). No funding will be provided unless this form has been approved.
3. Faculty who wish to receive a paper copy should contact the Associate Vice President for Academic Affairs, or the appropriate SU portal page.
4. Academic administrators (including School Deans, Associate Deans, Department Chairs, and Program Coordinators) do not receive funding through this source. Professional development funds for these academic administrators are allocated in the department and School budgets.
NOTE: If a faculty member is attending a conference at the request of an academic administrator to further an administrative initiative, funding should come through the department or School budget, not through this source.
5. Funding: As of October 2011, the funding limits shown below have been set. Please contact the Associate Vice President for Academic Affairs to confirm that they have not changed.
Up to $1000 for attendance at a professional conference/workshop/convention.
Up to $1500 for participating* in a professional conference.
Up to $1250 for participating* in a professional conference.
Participating in a conference means the applicant is presenting a paper, giving a poster presentation, or participating in a panel discussion.
6. There is no limit to the number of events an applicant can attend; however, the total amount that may be allocated to a full-time faculty member cannot exceed the maximum for the year of $1000 (or $1500 for giving a presentation). A part-time faculty member cannot exceed the maximum for the year of $1250 for presenting at a conference or conferences.
7. Expenses that can be reimbursed are: registration fees, travel expenses, hotel accommodations, meals, personal auto, and other specified expenses.
8. For expenses to be reimbursed, the applicant MUST provide ALL receipts. These include sales receipts, checks, and credit card receipts. The Business Office has the final judgment on the acceptability of all receipts. It is the responsibility of the applicant to collect and submit all receipts.
9. If the applicant’s personal automobile is used, a record of the mileage must be kept and noted on the reimbursement form. Applicants must able to state their departure and destination locations. Mileage is distance to place minus normal commuting miles to work. The reimbursement rate is subject to change (check with the Business Office).
10. The fiscal year runs from July 1 to June 30. All reimbursement information (forms and receipts) MUST be received by July 15. No reimbursement can be made if forms and receipts are received after the budget is closed out.
Applications will be considered on a first-come, first-served basis, but with preference being given to applications from faculty who are presenting at conferences and to faculty who have not yet received conference funding for the year.
12. To receive the funds awarded, the completed “Request for Reimbursement Form” (with all receipts attached) should be submitted to the Associate Vice President for Academic Affairs, no later than three weeks after the end date of the conference attended.
13. A faculty member who has been awarded funding and is unable to use the approved funds, should immediately notify the Associate Vice President for Academic Affairs.
Instructions for Applicants
1. Complete the Conference Funding Application Form (for Faculty Development) and sign and date it where indicated in Section E. If a copy of the conference program is available, please attach it to your application.
2. Take the completed form to the immediate supervisor (department chair or program coordinator). Discuss the request and, if the supervisor approves the activity, have him/her sign the form in the space provided in Section F.
3. Submit the completed application form to the School Dean, who will evaluate the application according to the following criteria:
• Does the requested conference/workshop (or related formal activity) contribute to the School or University as a whole
• Will it enhance the faculty member’s professional ability?
• Will it be useful in curriculum development?
• Will the request help the applicant improve teaching-related skills?
4. If the School Dean approves the activity, have him/her sign the application in Section G.
5. Send the signed, approved form to the Associate Vice President for Academic Affairs and retain a duplicate copy of the form. Applicants will be notified in writing of the amount of funding approved and will be sent a “Request for Reimbursement” form to submit along with receipts (and, for those who are presenting, a copy of the program listing the presentation) after the conference.
6. Within three weeks after the conclusion of the conference, submit the Request for Reimbursement form with receipts to the Associate Vice President for Academic Affairs, who will then send it to the Business Office for processing.
Reimbursement covers only amounts for which there are receipts (up to the maximum funding awarded).
Outside Professional and Employment Activities for Full-Time Faculty
Outside professional activities are activities related to the faculty member’s academic discipline, and which are administered or sponsored by persons, entities, or governmental agencies other than the University. Outside activities are encouraged by the University where such activities give the faculty member experience and knowledge valuable to professional growth and development and do not conflict with the faculty member’s obligations to the University. These activities may help the faculty member to make worthy contributions to instructional programs or to make a positive contribution to the University or the community. Examples of acceptable “outside professional activities” include:
- Practicing a profession on a part-time basis;
- Providing professional, managerial, or technical consulting services to an outside entity;
- Serving on a committee, panel or commission established by an outside entity;
- Testifying as an expert in administrative, legislative or judicial hearings;
- Participating in or accepting a commission for a musical, dramatic, dance or other artistic performance or event sponsored by an outside entity;
- Acting as a reviewer or editor for professional journals or book manuscripts;
- Presenting occasional lectures or papers at meetings of an outside entity; and,
- Serving on a corporate or non-profit board.
Before engaging in outside professional activities, the Executive Vice President for Academic Affairs must be apprised of such activities in writing so that they may be duly recognized and documented by the University.
The following University facilities may be used by faculty members in connection with “outside professional activities” without prior approval or reimbursement:
- Personal office space, excluding personal client interaction;
- Local telephone calls;
- E-mail accounts;
- Personal computers, if available.
No outside professional activity shall be undertaken that might interfere with a faculty member’s primary responsibilities to the University. While the faculty member is encouraged to engage in outside professional activities, such activities must be clearly subordinate to his/her teaching, advising, scholarship, and University service responsibilities. Each faculty member is required to receive written permission from the Executive Vice President for Academic Affairs prior to taking on significant other outside activities and/or employment that suggest a conflict regarding the faculty member’s obligations to Stevenson University (such as teaching at another institution).
The individual faculty member’s contract shall take precedence over anything contained in this policy.