LEAVES WITH PAY POLICY
#S99-18
(formerly A.S. Policy
#S81-18)
At its meeting of
A. Purpose and Types of Leaves With Pay
1. Purpose
The purpose of the leave with pay is to enable a faculty member to
undertake professionally related activities which cannot be undertaken in the
course of the person's full-time university responsibilities. Such leaves
should result in developing the skills, the understandings, and professional
satisfactions of the individual, thereby benefiting the university.
The leave with pay shall be granted for the purpose of research,
creative activity, general study and/or travel in connection with any of the
above. Other purposes with potential for service to the university are equally
appropriate. No one of the above mentioned purposes for a leave should be given
priority.
2. Types of Leaves with Pay Available
There are two types of leaves with pay available.
a. Sabbatical leaves may be granted for one semester with full pay; or
for two semesters with half pay.
b. Difference in pay leaves may be granted for one semester at a
difference in pay between the recipient's salary and the salary of instructor
step 1; or for two semesters at a difference in pay between the recipient's
salary and the salary of instructor step 1.
B. Regulations and Procedures for Application
1. Eligibility
To be eligible for a paid leave, the applicant must
have completed, by the time the leave period begins, at least six consecutive
years of full time employment in the California State University and Colleges
since the last paid regular leave and must have taught an average of
one-quarter time for the totality of the qualifying period (not including
creative/research leaves). (However,
Section 43001 of Title 5 allows under specified conditions, a maximum of one
year of authorized leave without pay to count as leave qualifying time.)
To be eligible for a sabbatical leave, the
applicant must have served full-time for six years at this campus in the preceding seven
year period prior to the leave and at least six years after any previous
sabbatical leave or difference in pay leave.
Credit granted towards the completion of the probationary period for
service elsewhere shall also apply towards fulfilling the eligibility
requirements for a sabbatical.
To be eligible for a difference in pay leave,
the applicant must have served full-time for six years at this campus in the
preceding seven year period prior to the leave.
Credit granted towards the completion of the probationary period for
service elsewhere shall also apply towards fulfilling the eligibility
requirements for a difference in pay leave. The applicant will be eligible for a
subsequent difference in pay leave after he/she has served full-time for three
years after the last sabbatical or difference in pay leave.
In conformity with the personnel rules adopted by the Board of Trustees
in January 1962, this university recognizes that non-teaching,
non-administrative academic personnel, including librarians and professional
student affairs personnel, are eligible for leaves with pay. The
university's policy shall be understood to prescribe that such personnel must
be considered for leaves with pay on an equitable basis with teaching faculty
as soon as a budget language makes the granting of such leaves possible.
2. Deadlines
The leave application is to be completed by the applicant and filed by October 1 in
the appropriate college office by the last
working day in October for submission of sabbatical
leave applications to the college or library Leaves With Pay
Committee or
in the department
office for submission of difference in pay applications to the department
Difference in Pay Committee.
The original copy of the application shall be forwarded to the Office of
the Provost/Academic Affairs who will certify eligibility of the applicant and
inform the college committee.
C. Filing of Bond or Waiver of Bond
Final approval of leave of absence with pay will not be granted until
the applicant has filed with the university a suitable bond indemnifying the
State of California against loss in the event the faculty member fails to
render one semester of service for semester of leave in the State University
and Colleges following the leave of absence. The bond shall be in the amount of
the total salary computed to become due the faculty member during the leave of
absence. The bond will be exonerated if the failure of the faculty member to
return and render the requisite service is caused by death, physical or mental
disability, or dismissal for cause. The obligation to file a bond may be waived
by the President after determining that the interest of the state will be
protected by a written agreement of the faculty member to return to the service
of the
D. Guidelines and Procedures for Granting Leaves With PaySabbatical Leaves
1. Criteria
a. The intellectual or creative significance of the proposed endeavor.
No proposal shall be considered to be of lesser merit because the proposed
activities bridge disciplinary lines as they are defined by the
departmental/college structure of this university.
b. The importance and effectiveness of the proposed endeavor in
furthering the applicant's professional development. This criterion may be
satisfied in many ways including, but not limited to, producing benefits for
instructional programs, enhancing the applicant's teaching competence,
improving the intellectual and/or creative reputation of the university, and
expanding the university's ability to serve the community.
c. The applicant's background relevant to determining the applicant's
ability to carry out the proposed project. This may include consideration of
the applicant's professional background, of the applicant's prior interest and
experience in the subject to which the project is devoted, and of the
applicant's overall ability and reliability in planning and carrying out
projects. Since professional development, as referred to in the above
paragraph, is not restricted to development through research/publication
activities, this criterion shall not be applied in such a way that applicants who
have had prior opportunity for research/publications necessarily enjoy an
advantage because of their greater experience.
d. The relative importance of the above criteria may be expected to
differ from school to school. Therefore, when this policy is initially applied,
each college or library Leave With Pay Committee, in
conjunction with the college dean, shall specify the relative weighting of each
criterion in the decision process. This information should be available in
writing to all members of the college. The relative weightings of criteria for
the college shall remain in place unless changed by the college/library Leave With Pay Committee in conjunction with the college dean or
by a majority vote of those faculty members in the college who are eligible to
vote for representatives to the Academic Senate. In case the relative
weightings of criteria are changed, faculty members must be so notified in
writing at least thirty days prior to the date on which applications for leaves
with pay are due.
2. Principles of Distribution Within the
University
In no case shall the campus grant fewer sabbatical leaves than the
number of leaves budgeted in the 1991-1992 CSU budget (27). Every effort will
be made to increase the number of sabbaticals granted, in accordance with the
budgetary resources of the University. No later than the date on which
applications for leaves with pay are due in the college office, the Provost
will determine the projected number of leaves with pay for the following year.
The projected leaves will be distributed to the respective colleges and library
according to the following principles and guidelines:
Sabbatical leaves will be granted based upon the intellectual or
creative significance of the applications as established through elected peer
review committees in the colleges and library and the university (see "D.1
Criteria" section). Sabbatical leaves will be granted by the President,
following consideration of the recommendations from the College/Library
Sabbatical Leave Committees and with the concurrence of the
respective college dean, University Sabbatical Leave Committee, and the
Provost. The principle of equitable and representative distribution of
sabbaticals across colleges and the library will guide the allocation of
leaves.
Candidates who hold joint appointments in more than one college or hold
an appointment outside their home college will apply to, and be counted in the
number of eligible faculty of the college in which they have accrued the
majority of their instructional time or primary responsibilities which makes
them eligible for a leave with pay. Candidates who have half-time appointments
in two colleges will choose the college to which they apply and will be counted
in the number of eligible faculty in that college. Allocation of sabbatical
reimbursements to colleges will be made on a pro-rata basis depending on the
faculty's time in each college, regardless of the college through which the
joint appointee applies.
The President or his/her designee shall report to the Academic Senate
the distribution of sabbatical leave awards on an annual basis.
3. The College Committees
Each college and the library shall elect a Leave With
Pay Committee composed of five tenured faculty members who are elected by
majority vote of the college or library. No more than one faculty member shall
come from one department or program, unless there are less than five
departments or programs in the college or division. Initially three members
shall serve for two years and two for one year to stagger the terms.
Thereafter, each member shall be elected for a term of two years. The members
of the college committee will elect a chair that will serve for one year.
4. The University Sabbatical Committee
The University Sabbatical Committee (USC) shall consist of one tenured
faculty representative elected from each college and library unit. Initially
five USC members shall serve for one year and four members shall serve for two
years to stagger the terms. Thereafter each elected USC member shall serve a
two-year term.
Under Academic Senate supervision, USC shall meet in late October to
elect a USC chair who will serve for one year. By early November, USC shall
convene to review the applications and recommendations independent from the
Office of the Provost. USC shall make independent recommendations, based on the
stated policy criteria for granting sabbatical leaves, to the Provost.
The University Sabbatical Committee's recommendations and those of the Provost
shall be forwarded by the Provost to the President for granting the final
awards.
5. Procedure for Granting Sabbatical Leaves
The procedure for granting sabbatical leaves shall be implemented as
follows:
Application
↓
College/Library Committee
↓
College Dean/Librarian
↓
↓←←←←←←
→→→→→→↓
|
University Sabbatical
Committee |
Academic Affairs (Provost) |
→→→→→→↓↓←←←←←←
↓
Provost
↓
President
a. The college or library committee and the college dean/director each
shall draw up a ranked list of all candidates for leaves with pay. The
college/library committee and the college dean/director shall prepare
rationales for each ranking. These rationales shall be preserved as information
for the candidates, as evidence of the basis on which the college awards leaves
with pay, and for purposes of appeals, adjudication, and grievances.
b. If the college/library committee and the college/library
dean/director disagree in their rankings, they will attempt to work out their
differences. The college/library committee and the dean/director must
initially meet to discuss their rankings before submitting the recommendations
to the next level of review. If agreement is not reached, the matter will go to
adjudicative review by the University Sabbatical Committee.
c.
The ranked list of applicants recommended by the College/Library Leave with Pay
Committee and the dean/director will be forwarded to the University Sabbatical
Committee for review and recommendation to the Office of the
Provost/Academic Affairs. Both the
University Sabbatical Committee's recommendations and those of the Provost
shall be forwarded by the Provost to the President for granting the final
awards. Leaves will be granted
in conformity with the "Principles of Distribution" specified
above.
d.
No one who is applying for a leave with pay may serve on any committee which
makes recommendations for granting professional pay leaves.
6E. Guidelines and Procedures for
Granting Difference in Pay Leaves
Difference in Pay Leaves may be granted to
qualified faculty upon certification by the department chair (or equivalent)
and by the dean of the availability of funding and of the capability of the
department to maintain a quality program in the absence of the candidate for
the Difference in Pay Leave. With the exception of the
guidelines and procedure enumerated under the section entitled "Guidelines
and Procedures for Granting Sabbatical Leaves" above, applicants for
Difference in Pay Leaves shall follow all of the guidelines and procedures in this
document including the procedures described below for the faculty members after
granting the leave.
1. The faculty member shall
submit a request for a difference in pay leave.
The application shall include a statement of the purpose of the leave; a
description of the proposed project; the CSU resources, if any necessary to
carry it out; and a statement of the time required.
2. A Department Committee
composed of tenured faculty, and elected by probationary and tenured
faculty,
shall review difference in pay leave applications. This review shall consider
questions related to the quality of the proposed difference in pay leave. The recommendation ensuing from such a review
shall be submitted to the college dean/university librarian.
3. The department chair/equivalent
unit director shall
provide a statement to the college dean/university librarian regarding
the possible effect on the curriculum and the operation of the
department should the faculty member be granted a difference in pay leave.
4. Prior
to making a recommendation to the President, the college dean/university librarian shall consider the
department’s recommendation and program needs.
5. A faculty member applying
for a difference in pay leave shall not serve on a departmental difference
in pay review
committee.
EF. Procedures for Faculty Member After Granting Leave With Pay
Once a Leave With PaySabbatical or Difference in
Pay Leave has been granted, the faculty member shall be obligated to
honor the following procedures and requirements:
1. Service required following Leave With Pay
An individual faculty member granted a leave with pay must
return to the service of The California State University to render one term of
service for each term of leave granted.
2. Compensation to the state in the event of non-tenure or incomplete
service to the university following leave
Faculty members must understand that failure to return to the
university to honor the above obligation will result in forfeiture of bond or
in a legal action on the part of the university to recover appropriate
compensation. Such action will be waived, however, if failure of the employee
to return and render the requisite services is caused by the death or physical
or mental disability of the employee.
3. Additional income while on Leave With Pay
The following regulations apply to permissible earned income while on
Leave With Pay.
a. Full pay, one semester leaves.
Individuals on full pay, one semester leaves, are informed that during
their periods of leave, only incidental outside earnings are permissible
(incidental earnings which are incidental of the Leave With
Pay project itself).
b. Differences in pay and half-pay academic year leaves.
Individuals on half-pay or difference in pay leaves for a full academic
year should not accept other employment elsewhere, although they may receive a
research grant or a Fulbright, etc., or may accept payment for expenses
connected with the Leave With Pay project. However,
the burden of proof should be on the individual to defend the exceptional circumstances
and to demonstrate the worth of such employment. Individuals are not precluded
from accepting any employment, but any such employment should be minimal and
purely incidental to the Leave With Pay project. Those
intending to earn additional income while on leave under this section must
receive prior permission in writing from the Provost. No time or dollar values
have been or will be established, but employment unrelated to the project and
designed primarily to increase income is contrary to policy.
Faculty members who are interested in working rather than carrying out
the provisions of the Leave With Pay requirements
should request to go on leave without pay.
4. Check out procedures for faculty members going on leave
a. Under normal circumstances, faculty members going on leave shall
vacate their university office prior to departure. In the event the faculty
member's pay leave is to be taken in the immediate vicinity of the university,
the faculty member may petition for access to his/her office during the time of
the leave. Permission to use the office will be given only if the candidate can
demonstrate that such use does not inconvenience the regular programs of the
university. These faculty members will be permitted to retain
their keys. Library privileges will also remain with the faculty member while
he/she is on Leave With Pay.
b. Faculty members shall give written instructions to the departmental
secretary concerning the disposition of mail.
5. Submission of the Leave With Pay report
upon return
The faculty member must submit to the University President the final
report on his/her leave which should:
a.
Certify to the completion of the project as originally
proposed, or modified with approval.
b. Specify the manner
in which the project benefits the university and its students.
c. Specify the value
of the project to other institutions and/or the general welfare.