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Academic and Staff Leaves, and Sponsor Notification

Academic and Staff Leaves, and Sponsor Notification. With Mary Markel Murphy , Assistant Director of Administration, Research Laboratory for Electronics Erminia Piccinonno , Personnel Administrator, Biology Bernadette Vallely , Contract Administrator, Office of Sponsored Programs

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Academic and Staff Leaves, and Sponsor Notification

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  1. Academic and Staff Leaves, and Sponsor Notification With Mary Markel Murphy, Assistant Director of Administration, Research Laboratory for Electronics Erminia Piccinonno, Personnel Administrator, Biology Bernadette Vallely, Contract Administrator, Office of Sponsored Programs Jennifer Walsh, Senior HRO, Human Resources

  2. Leaves Sponsored Projects Administration (SPA)

  3. Tenured Faculty Sabbatical • When • Faculty member proposes sabbatical to Department Head • Requires 6 years full-time service between sabbaticals • Appointment action highlights change in faculty status • Department HR person submits the form to HR/Payroll • Keep in contact with other departments where faculty have their academic appointments • Options • ½ year at full salary; Full year at half salary Sponsored Projects Administration (SPA)

  4. Tenured Faculty Sabbatical funding and salary distribution • Sabbatical funding not drawn from general fund • HR administrator changes salary distribution to sabbatical account • Released salary funds • Forty percent returned to Department to help fund replacement teaching during sabbatical • Sixty percent returned to the Institute • If full year, half-pay and conducting research, PI can supplement salary through research projects, if allowable • May require sponsor approval • May require significant increase in effort, and so increase the personnel cost to the grant Sponsored Projects Administration (SPA)

  5. Tenured Faculty Sabbatical funding:Academic year cost sharing during sabbatical • Cost sharing plans may change based on sabbatical plans • Committed academic year cost sharing during sabbatical… • Fund cost sharing account from sabbatical account • Update cost sharing plans • Send new cost sharing template to OSP • Coeus feeds accounting information to SAP Sponsored Projects Administration (SPA)

  6. Non-tenured Faculty Paid junior faculty research leave • Eligibility • Tenure-track faculty • During years 2 – 6 of probationary period • Duration • One semester • Funded from sabbatical account • Released salary funds • Forty percent returned to Department • Sixty percent returned to the Institute Giving young scholars opportunity to make early career advances in research Sponsored Projects Administration (SPA)

  7. All Faculty Absences may require sponsor notification • Federal sponsor notification required (see RTC) when… • Absence longer than three months • Reduction of overall effort greater than 25 percent • Other sponsor-specific conditions may apply • True of named Key Personnel and PIs Sponsored Projects Administration (SPA)

  8. All Faculty Teaching and administrative relief • Newborn or new adopted/foster child • Paid relief, one semester • Continue thesis advising and research program • Or 50 percent appointment may be requested • Tenure clock extended one year • Either parent, regardless of gender Sponsored Projects Administration (SPA)

  9. FMLA and sick leave are different All Employees Family and Medical Leave Act Sick leave Benefit provided by MIT Protects against lost wages when faced with most normal absences resulting from sickness • 1993 law that protects employees • Protects the job when an employee has to be absent for a defined set of reasons FMLA protection and sick leave benefits can run concurrently Sponsored Projects Administration (SPA)

  10. All Employees Situations: FMLA applies • Employee's serious health condition • Including conditions related to pregnancy and childbirth • Birthand care of the employee's newborn child (within 12 months of birth) • Placement of a child with the employee for adoption or foster care (within 12 months) • Serious health condition of the employee's child, parent, or spouse* requiring the employee's participation in care. Sponsored Projects Administration (SPA)

  11. All Faculty Sick leave There is no formal method of sick leave accrual or accounting for members of the Faculty or for academic, research, or administrative staff. A reasonable number of justifiable absences are paid in full. • Faculty medical leaves may be considered “personal leave” and/or Family and Medical Leave Act leaves MIT Policies and Procedures Sponsored Projects Administration (SPA)

  12. Other academic and staff Sick leave • All staff • After four months, receives long term disability materials • At five months, evaluate ability to return to work • Track absence after 5 days • Support staff • Full-time: up to 12 sick days / year • ‘Extended sick leave:’ After sick leave exhausted, up to 26 weeks (at 75 percent pay) • If partially paid on sponsored research funds, can get salary relief after one month • SRS and administrative staff • Track absences in FMLA/sick leave database • After 4 weeks, eligible for relief from an employee benefits pool account • Notify HRO of absences longer than 30 days Sponsored Projects Administration (SPA)

  13. Sick leave special case: Fellows • Fellows are not MIT employees • Sick leave policy • Every sponsor is different • Review the award and discuss with OSP • In many cases, fellowship may authorize the fellow’s home institution sick leave policy • May permit collecting stipend while on leave, e.g., maternity leave • May permit extending the period of the fellowship to account for time lost while on leave Sponsored Projects Administration (SPA)

  14. All Faculty Professional leaves • Unpaid • Purpose • Professional development • Public service • Typically up to one year • Salary returned: • 40 percent to Department • 60 percent to Institute • If research, notify sponsor Sponsored Projects Administration (SPA)

  15. All Faculty Personal leaves • Unpaid • Up to 12 weeks / 12 months • Longer leaves subject to approval and documentation • May be used for same reasons as FMLA leaves • May be used for medical and sick leave, as well as other reasons subject to approval • May run concurrently with FMLA • Impact on tenure • Personal leave not included in tenure clock Sponsored Projects Administration (SPA)

  16. Non-academicand other academic Unpaid leave • Leave of absence • Normally for education or public service • Up to one pay period with supervisor approval (once / calendar year) • Longer: Approved by department head and human resources officer • If job is not held for the person, requires approval by the vice president of human resources Sponsored Projects Administration (SPA)

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