Dean's Office contact: Ivy Mason

Sabbatical leave. The Dean's Office distributes information and application instructions concerning sabbatical leaves (formerly paid professional leave) to departments at the beginning of Autumn Quarter. The total percentage of leaves with pay in any one year is limited by the Legislature. Applications are prepared by the individual faculty members and are approved or denied by the department chair; the approved applications are forwarded to the Dean's Office for competitive review. There is one consideration period for review of leave applications by the Dean's Office, normally occurring at the end of Autumn Quarter (see Calendar of annual due dates).

A faculty member is eligible for a sabbatical leave not earlier than the seventh year of service to the University or not earlier than the seventh year after return from a previous sabbatical leave. Assistant Professors are not eligible for paid sabbatical leave until they have been reviewed and approved for promotion and tenure.

A complete sabbatical leave consists of one of the following options:  (1) one quarter of leave at 100% salary, or (2) two quarters of leave at 75% salary, or (3) three quarters of leave at 66.67% salary.

The leave may be spread out over more than one academic year (e.g., one quarter in each of three successive years); the faculty member then is eligible for an equivalent amount of leave (e.g., one quarter) seven years after the year in which the initial portion of the leave was taken. When a leave is intended to be spread out over more than one academic year, a new leave application should be submitted for each year.

Leave of absence without salary. A faculty member may apply for a full or partial leave of absence without salary. Applications should be submitted in Workday by the faculty member or the unit's Academic partner - for details, please see the Leave of Absence - Leave Without Pay user guide. Note that you must enter the leave percent as a comment on the initial absence request and then, once that has been approved, the Academic Partner must enter the associate time off for the employee to reach the correct paid FTE.

A partial leave of absence without pay may be requested when a faculty member receives a fellowship or award that does not pay full salary or when he/she is working outside the University at less than 100% time.

When a full leave without pay is taken, the faculty member should consult with the Benefits Office about insurance coverage during the leave. The retention of at least 5% of University salary will allow the person to stay on University-paid benefit programs. The University duties to be performed for the paid portion should be negotiated with the department chair and should be stated on the leave application form or in an attached memo.

If an Assistant Professor takes a leave of absence without salary that is (1) more than 50% time and (2) six months or more in length during an academic year, the mandatory promotion/tenure date is extended by one year. Note that this extension must be initiated in Workday by the unit's Initiate 2 or Academic Partner - for instructions, please see the Maintain Promotion Clock user guide.

Faculty members are expected to be in residence during the year of their mandatory review for promotion/tenure. No leaves will be approved by the Provost's Office for Assistant Professors during the sixth year of appointment.

Sick leave. The University's faculty sick leave policy may be applied for a faculty member's personal illness or for the care of a faculty member's child under 18 years old where treatment or supervision is required. The policy provides for up to 90 days per academic year of sick leave, with salary and benefits continued during periods in which the person normally receives salary. If unable to return to work after this time, the faculty member should apply for long-term disability and may request a leave of absence without pay for up to six months, renewable for up to two years (and will have to self-pay benefits). This process should be initiated by the employee.  For more information, see the user guide or visit the Academic HR website.

Family leave. The Family and Medical Leave Act (FMLA) is a federal law which provides job protection and benefits coverage to eligible employees. FMLA may cover employees for up to 12 weeks of unpaid, job-protected leave from work during the applicable 12-month period because of:

  • An employee’s own serious health condition that makes the employee unable to perform the essential functions of her/his job
  • To care for an eligible family member’s serious health condition
  • The birth of a son or daughter or placement of a son or daughter with the employee for adoption or foster care
  • A qualifying exigency arising out of the fact that an employee’s eligible family member is a covered military member on “covered active duty”  or call to covered active duty status.

FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period.

This process should be initiated by the employee.  For more information, see the user guide or visit the Academic HR website.