Faculty Sabbaticals and Leaves

• Sabbaticals

• Exceptions

• Post-chair administrative leave

• Leave without Salary

• Other leaves - handouts

Sabbatical - Theory

Professoriate Members (MCL, UTL, NTL) take a sabbatical to focus on research:

• Duration – several months• Required return to duty: 1 year between sabbaticals• Normal duties – completely relieved of all usual

responsibilities (clinical, teaching, administrative)• No administrative supplement (no administrative duties)

Sabbatical – Practice (SoM)

Professoriate Members (MCL, UTL, NTL) take a sabbatical to focus on research:

• Duration: >= 1 month• Required return to duty: = time on sabbatical • May need exceptions to policy to allow continuation of

clinical, teaching, or admin duties• If continuing admin duties (e.g. Chair, Chief, Director),

may request exception to continue admin supplement

Sabbatical Accrual (Faculty)

• MCL, UTL, and NTL faculty (“Professoriate”) accrue sabbatical – 2.5 days per month or 30 days per year at 100% FTE– If working at reduced FTE, accruing sabbatical at

that FTE (30 days/yr * %FTE)– No accrual while on LWOS or sabbatical– Accrual Limit: 360 days = 1 year (12 years of

accrual)

Sabbatical Accrual (Chairs)

• Department chairs accrue sabbatical at same rate (30 days/year, 2.5 days/mo)

• Accrual limit: 540 days = 18 years of accrual

• Clinical chairs also accrue 30 days per year of “post-chair administrative leave” up to limit of 6 months

Post-Chair Administrative Leave

• Clinical department chairs may, at the end of their term as chair, take up to 18 months of sabbatical (if accrued) plus up to 6 months of post-chair administrative leave

• Note: post-chair administrative leave funded by department

Sabbatical - Use

• Sabbatical is used up at 30 days per month (any month, even February) at full pay (100% b+v)

Dr. Bronte requests sabbatical for 12 months at 100% pay. 12 months * 30 days/month = 360 days used.

• If faculty member takes partial pay from sabbatical fund, sabbatical is used up at partial pay rate

Dr. Eyre requests sabbatical at 80% pay for 12 months. 12 months * 30 days/month * 80% = 288 days used.

NOTE: Sabbatical must be 50% pay or more.

Sabbatical - Funding

• Faculty salary: base + variable (+ admin supplement)

• Base + variable charged to sabbatical account• Admin supplement always paid by dept (never

sabbatical fund)• Partial pay from sabbatical fund OK• Partial support from grants OK

Funding level != “% time off duty”

Sabbatical – Example 1

Dr. Angelou requests 9 months of sabbatical at 100% pay. She normally receives an administrative supplement because she is a Division Chief.

• How is she paid? 100% salary (base+variable only!) is charged to sabbatical fund.

• How much sabbatical does she use? 9 months * 30 days/month = 270 days.

Note: She does not receive administrative supplement as she has delegated her normal responsibilities to others.

Sabbatical – Example 2

Dr. Rowling requests sabbatical for 6 months at 80% pay. She will draw 20% salary from her grants.

• How is she paid? 80% salary (b+v) charged to sabbatical fund, 20% salary (b+v) charged to grant funding.

• How much sabbatical does she use? 6 months * 30 days/month * 80% = 144 days

Note: she is receiving 100% pay, but only 80% is charged to sabbatical fund, so she uses up sabbatical at 80% of normal rate.

Sabbatical - Exceptions

Policy Who Grants Exception

Relieved from clinical duties Senior Associate Dean for Academic Affairs (Dr. Stevenson)

Relieved from administrative duties Dr. Stevenson

No administrative supplement Dr. Stevenson

Relieved from teaching duties Provost (Dr. Etchemendy)

Return to duty for same or greater amount of time as on leave

Provost

No sabbatical during final year of appt Provost

Time limits (2 years contiguous, 24 months in 7 years)

Provost

Cannot “borrow” accrual Provost (for junior faculty only)

Sabbatical pay 50% or more Provost

“Exception to Policy?”

Who do I ask?• Sabbatical “exceptions” requested through Academic Affairs• Request exception from Dr. Stevenson: if Provostial approval also

required, OAA staff will request it• Email is OK

What do I say?• Request must come from dept chair• Briefly explain purpose of sabbatical, exception needed• Why exception is needed• How much time it will take up• Exception, if granted, will not interfere with faculty member’s ability

to take advantage of sabbatical.

Exception to Policy – Example Request 1

Dr. Grisham is requesting a six month sabbatical at 100% pay from January 1, 2011 to May 31, 2011. He is planning to write a book and several research papers based on his recent research.

I am requesting an exception to the policy that requires that faculty be relieved from all clinical duties. Dr. Colbert has a highly specialized monthly clinic that receives referrals from all over the West Coast. We have no one who can replace him there and we do not want to lose continuity of care for these fragile patients. If granted, he will attend in clinic one half day per month so it will take up less than 5% of his time.

Exception to Policy – Example Request 2

Dr. Alcott is requesting a three month sabbatical at 100% pay, from December 1, 2010 to February 28, 2011. She is the Division Chief of Specialized Medicine in our department.

I am asking for an exception to the policy that faculty must be relieved of all administrative duties to allow her to continue her work as Division Chief while on sabbatical. There are three searches that are nearing completion in her division and it is important for continuity’s sake that she stay active in those recruitments. Also there is no other senior faculty member available to take over. This will take no more than 10% of her time.

I would also like to request an exception to allow her to receive her administrative supplement while on sabbatical, as she will be performing her administrative duties.

Troubleshooting with Sabbaticals

• Does faculty member have sufficient sabbatical? (hint: ask OAA)

• Does their current appointment end within a year (or within a year of the dates requested)?

• Are they in the reappointment or promotion process?• Are they in their final year at Stanford or as faculty?

(retirement, change in line, terminal year)• Do they receive a supplement for administrative duties?

Troubleshooting – read the form…

• Front page filled out completely?• Purpose of sabbatical filled out (preferably more than one sentence)?• Teaching duties noted and delegated to others?• Student advising duties noted and delegated?• Clinical duties noted and delegated?• Admin duties noted and delegated?• Outside compensation, if any, noted, and total compensation not

greater than b+v salary?• Form signed by faculty member and chair?• Attachment A and Financial Impact of Leave form included?• Memo from chair to request any exceptions?

…and, of course, start date at least 30 days ahead!

Leaves without Salary

• Requested with same leave form• Can be complete or partial

100% - % LWOS = % on duty• May extend tenure clock/promotion decision

deadline• No more than 24 months contiguous• No more than 24 months in 7 years (pro-rated)

Leaves without Salary

• Can affect benefits depending on percentage

• If more than 2 years of partial leave desired, “reduce billet FTE” instead or in addition

• Faculty should not work for Stanford during unpaid time

Leave Without Salary – Examples

• Dr. Poe wants to take two years of LWOS at 100% FTE (completely unpaid) to work in industry.

• Dr. Kipling wants to go on a permanent leave at 20% to care for his aging parents.

• Dr. Potter wants to take 18 months of 80% LWOS to work in industry and will be paid by the company.

LWOS - Troubleshooting

• Conflict of Interest/Commitment• Pay• Time limits• Benefits• Medical privileges

The Test

What questions would you ask?• Department chair wants to take sabbatical.• Faculty member who is being reappointed wants 50%

sabbatical, is unclear about what duties are being delegated.

• Faculty member who is retiring, but being recalled to active duty, wants sabbatical in final year.

• Faculty member wants 70% sabbatical, 30% from sabbatical fund, 40% from grants.

• Faculty member wants to take one month on, one month off sabbatical for six months.