Lecture on Sabbatical and Other Leave Policies

1. Lecture onSabbatical and Other Leave Policies www.AssignmentPoint.com www.assignmentpoint.com

2. Presence on Campus Policy • It is important that members of the faculty be regularly available to students, participating continuously in the educational programs of the University • Leaves of any type may result not only in reducing a faculty member’s contribution to the University but in disruption of instructional programs • Faculty members do not accrue vacation or sick leave www.assignmentpoint.com

3. General Leave Policy • Types of leaves: • Sabbatical • Administrator Leave • Leave Without Salary (LWOS) • Temporary Partial Leave • Period of Pure Research • Department chairs and the Dean have the authority to grant or deny leave, subject to any Provostial policy exception approvals www.assignmentpoint.com

4. General Leave Policy • Limitations : • Overall limit on leave • The total time spent on leave of ANY KIND should not exceed 24 months in 7 years • Limit on contiguous absence • Leaves may not exceed 24 contiguous months www.assignmentpoint.com

5. General Leave Policy • Exceptions: • Must be approved by the Provost • Only in rare circumstances with compelling justification such as: • Leaves for pregnancy disability • Other disability leave • Childcare leave • Family and Medical Leave • Workers Compensation leave • Leave for national service at a high level • Positive advantages to the University must outweigh the possible adverse impact on University programs www.assignmentpoint.com

6. Sabbatical Leave • Purpose: • To free faculty members from their normal University duties enabling them to: • Pursue their scholarly interests full time • Maintain their professional standing so that they may return to their post with renewed vigor, perspective, and insight Sabbatical leave is not automatic. It is granted by the Dean following the departmental chair’s approval of the leave request www.assignmentpoint.com

7. Sabbatical Leave • Accrual Rates • 100% FTE appointments accrue at a rate of 2.5 days/month of service • Part-time appointments at 50% FTE or more accrue on a pro rata basis • Accrual Limits • Maximum sabbatical eligibility, for School of Medicine faculty members (applying the 12 month schedule), is 360 days or 12 months • Maximum sabbatical eligibility, for clinicaldepartment chairs, is 540 days or 18 months • Accrual beyond the maximum is not permitted www.assignmentpoint.com

8. Sabbatical Leave • Sabbatical Duration: • Faculty, full time appointment: • Minimum: 1 month • Maximum: 12 months • Without regard to rate of sabbatical pay • Faculty, part time appointment: • Minimum: 1 month • Maximum: 12 months • Without regard to rate of sabbatical pay • Taken on a per month basis (counting continuous days) and irrespective of the faculty member’s appointment FTE and duty schedule • Clinical Department Chair: • Maximum: 18 months • Chair accrual must be used within 2 years after departmental administrative service ends • Without regard to rate of sabbatical pay www.assignmentpoint.com

9. Sabbatical Leave • Restrictions: • Faculty members are expected to serve at Stanford for at least 1 year following completion of a sabbatical • This year should not be a terminal appointment • Appointment end date must allow for adequate return to service • Sabbaticals may not be taken during the academic year immediately preceding retirement www.assignmentpoint.com

10. Sabbatical Leave • Sabbatical Salary: • One source of funds must be the sabbatical salary account • Federally funded account, is subject to periodical audits • Total compensation during a sabbatical leave should not exceed the faculty member’s full-time Stanford base + variable salary for the leave period • Administrative supplements are discontinued during sabbaticals www.assignmentpoint.com

11. Sabbatical Leave • Sabbatical Salary (cont.) • Projected earnings: • May be taken into account in the decision to grant sabbatical leave • In setting the percentage of salary to be received from the University • If the individual expects to receive income during the sabbatical period • A description of the activities generating such income, and the anticipated amounts, should be included (except for consulting activities performed in accordance with Stanford’s consulting policy) www.assignmentpoint.com

12. Sabbatical Leave • Sabbatical Salary (cont.): • Faculty may choose to fund less than 100% from sabbatical salary account and top salary up with funding from sponsored projects • Continuing involvement in sponsored research does not require an exception so long as the faculty member intends to have a presence on campus during sabbatical www.assignmentpoint.com

13. Administrator Leave • Definition: • Administrator leave allows clinical department chairs to prepare for a post-chair career • Departmentally funded leave www.assignmentpoint.com

14. Administrator Leave • Accrual: • 15 days/year or 1.25 days/month of departmental service • In addition to sabbatical accruals • Maximum: 6months • Limitations: • Must be taken within 2 years after the completion of departmental service • When taken in conjunction with a sabbatical, the administrative leave must precede the sabbatical www.assignmentpoint.com

15. Leave Without Salary • Definition: • Any period of leave that is completely without salary paid by or through Stanford • Decision to approve or deny is based on: • Purpose of the leave • The faculty member’s teaching responsibilities • Other contributions to the educational program of the University, including clinical responsibilities • Scholarly productivity • Previous leaves • Any special circumstances www.assignmentpoint.com

16. Leave Without Salary • Restrictions: • A faculty member on leave without salary: • May not take a regular faculty or administrative position at another institution of higher education • Remains subject to policy on Conflict of Commitment and Interest (http://med.stanford.edu/coi/) www.assignmentpoint.com

17. Leave Without Salary • Effects: • Extends an appointment for a period equal to the duration of the leave • Periods of leave without salary stop the tenure clock on a proportional basis • Benefits: • Notify the Benefits Office in advance of the leave to determine the impact on benefits • Sabbatical eligibility accrual stops while on leave • Faculty member on LWOS may not continue as PI on Sponsored Projects www.assignmentpoint.com

18. Temporary Partial Leave • Definition: • A temporary reduction ineffort AND salary • NOT a reduction in appointment FTE • Not to be used in lieu of “discretionary time” • Faculty members are allowed 30 days/year • Factors for approval or denial, restrictions & effects are the same as for LWOS • Effect • Sabbatical eligibility is accrued on a prorated bases www.assignmentpoint.com

19. Periods of Pure Research • Definition: • Leave from regular teaching and other institutional responsibilities • Period of time during which the faculty member’s entire compensation is paid through Stanford from sponsored research • Effect: • Sabbatical eligibility does not accrue during periods of pure research. www.assignmentpoint.com

20. Leave Form • Used for all types of leave (including disabilities) • Must include: • A complete description of the activities planned (disabilities excepted) • A description of the arrangements to cover: • The faculty member’s instructional responsibilities • Supervision of his or her dissertation students and advisees • Departmental administrative duties for which he or she is responsible (if applicable) • Post approval substantial changes in leave plans and/or supplemental income require approval by the department chair and dean www.assignmentpoint.com

21. Process • Faculty Member’s Responsibility: • If planning sabbatical verify with Faculty Affairs Administrator (FAA): • Accrual • Applicability of leave limits • Discuss with the cognizant department chair or division chief issues such as: • The proposed type of leave • Length of leave • Leave activities • Sources of leave income/funding • Administrative responsibility coverage (if applicable) • Clinical coverage (if applicable) • Mentoring • Teaching coverage (if applicable) • PI Coverage www.assignmentpoint.com

22. Process • Faculty Member’s Responsibility (cont.): • Complete the Faculty Application for Leave of Absence form • Allow adequate time for the review process • Submit the form to the Department’s FAA • Work with the Research Management Group (RMG) to inform sponsoring agencies of any changes necessitated by the proposed leave (e.g. PI, effort, etc.) www.assignmentpoint.com

23. Process • Department Chair’s Responsibility: • Consider the following before approving or denying a requested leave: • Proposed leave activities • Proposed length of leave • Applicability of the two limitations • Overall limit of 24 months in 7 years • Limit of 24 months of continuous absence • Proposed sources of leave income/funding • Impact the proposed leave may have on the department’s ability to fulfill its administrative, clinical, and/or pedagogical responsibilities. www.assignmentpoint.com

24. Process • FAA’s Responsibility: • Know the sabbatical and leave policy • Confirm accrued sabbatical eligibility with Academic Affairs • Identify issues such as: • Appointment end datein relation to sabbatical leave dates • Approaching or exceeding limits on leave • Continued administrative service and compensation • Continued clinical care • Expiring appointment www.assignmentpoint.com

25. Process • FAA (continued): • Route the request to the Departmental Finance Administrator (DFA) who completes a fiscal impact assessment to be attached to the faculty member’s leave request form • Route the leave request to the department chair to obtain his/her approval www.assignmentpoint.com

26. Process • FAA (cont.) • If exception requests are needed, ensure the Department Chair has written a comprehensive explanatory memo to the Senior Associate Dean for Academic Affairs that includes: • Justification • Description of planned sabbatical activity • Addresses conflicts between the proposed exception and the proposed sabbatical duties • Endorsement • Submit the form to Academic Affairs www.assignmentpoint.com

27. Process • Office of Academic Affairs (OAA): • Review the leave request form • Confirm the faculty member’s leave eligibility and revise the accrual record as needed • Route the forms for review : • Senior Associate Dean for Academic Affairs • Faculty Compensation • Finance • Research Management Group • Senior Associate Dean, Finance and Administration • Submit exceptions to the Provost www.assignmentpoint.com

28. Routing • Faculty Compensation and Finance • Looks for issues related to compensation, administrative supplements and sources of funding • Requires approval from both the Faculty Compensation Manager and the Chief Financial Controller • Research Management Group • Looks for issues related to faculty member’s sponsored projects • If the faculty member is taking a leave without salary, he/she may not continue to serve as PI during the leave • Leave form must be routed to RMG even if the faculty member does not have any active grants www.assignmentpoint.com