EMPLOYEE ORGANIZATION LEAVE
The Agreement between the State and the United University Professions, Inc. provides for the granting of employee organization leave (with pay), for designated employees to attend UUP meetings, process grievances and participate in negotiations with the State. Requests for employee organization leave shall be made in accordance with applicable implementing instructions.
Other leaves of absence as defined in Article XIII, Title F of the Policies of the Board of Trustees, are leaves granted to academic or professional employees "for the purpose of professional development, acceptance of assignments of limited duration with other universities and colleges, governmental agencies, foreign nations, private foundations, corporations and similar agencies, as a faculty member, expert, consultant or in a similar capacity, or for other appropriate purposes consistent with the needs and interests of the University. Leave of absence without salary may also be granted under appropriate circumstances for the purpose of child care.
Approvals: Leaves of absence at full or reduced salary are subject to the approval of the President and the Chancellor. Leaves of absence without pay require the approval of the President.
Applications: Requests for other leave should be submitted on the "Change of Status Request," Form HRM-3. Applications should be submitted through administrative channels and should include a statement of the purpose for which the leave is requested and its value to the applicant and the University. This statement will serve as justification for a leave of absence with pay in the event the President recommends approval of the leave to the Chancellor. Guidelines regarding leave of absence without pay for the purpose of child care are outlined below under the procedures regarding maternity leave.
Leave Credits: Employees on other leave are not eligible to earn or use leave credits during the period of leave.
Policy: Article XIII, Title E of the Policies of the Board of Trustees stipulates that the objective of a sabbatical leave "is to increase an employee's value to the University and thereby improve and enrich its programs. Such leave shall not be regarded as a reward for service nor as a vacation or rest period occurring automatically at stated intervals." Consistent with this policy, the Office of the Provost and Vice President for Academic Affairs has issued the following institutional procedures for sabbatical leaves:
- Eligible employees may apply to the Campus President for sabbatical leave through their applicable Department Chair, Dean, and the Provost and Vice President for Academic Affairs.
- To assist planning for both faculty members and the institution, applicants are strongly encouraged to submit proposals for sabbatical leaves to their immediate supervisor (typically the Department Chair or in some cases the Dean) as far in advance as possible, and in any event not later than October 15th for proposed leaves in the following academic year. As a result of the review and approval process, proposals initiated after October 15th will be less likely to be approved unless they relate to an unanticipated contingency – e.g., an unexpected prestigious fellowship, an unusual research result that requires more immediate follow-up.
- A complete application for sabbatical leave consists of the following: (a) a sabbatical leave request form (HRM-3); (b) a one or two-page statement of the activities to be conducted during the leave period, including a description of the outcomes of the proposed activities as well as their importance to the University’s educational program and the applicant’s professional development; (c) a statement identifying any proposed income other than salary from the campus while on leave; (d) a statement acknowledging an obligation to return to the University at Albany for a minimum of one year at the conclusion of the leave; (e) a copy of the applicant’s current curriculum vitae; and (f) where applicable, a copy of the report following the applicant’s last sabbatical leave and/or other statements describing the value of the last leave. Supporting materials – e.g., copies of invitations from host institutions for a period of residency, other letters of support – may also be attached as appendices. Incomplete applications will be returned to the applicant.
- Applications will be reviewed by the applicant’s immediate supervisor, who will provide a written statement recommending or not recommending the proposed leave. The immediate supervisor (normally a Department Chair or Dean) may ask for additional information and/or consult with others in evaluating the request. The immediate supervisor’s recommendation must address the impact of the leave on the applicant’s department or program – i.e., describe how the leave will benefit the institution. It will normally be expected that one-semester leaves will be recommended on a load absorbed basis.
- Applications will subsequently be submitted for review and endorsement to the applicant’s Dean. All applications will subsequently be sent to the Provost and Vice President for Academic Affairs, who will forward the application with his/her recommendation to the President. If the Dean and/or the Provost decline to endorse the proposal, the application form and supporting materials will also be forwarded to the President with a statement indicating the reasons for not recommending the leave; in such cases, a copy of the Dean and/or Provost’s statement will be transmitted to the applicant.
- The President will send the applicant a written notification of approval or disapproval of the sabbatical leave request. Normally notification will be provided by December 1st.
- Changes in approved sabbatical leave plans must be promptly communicated to the Provost through the applicable Department Chair and Dean.
- As required by Trustees Policies, the faculty member must submit an activity report as soon as possible following the leave, and no later than the end of the first full semester after return from the leave.
Eligibility: The following types of employees are eligible for sabbatical leave: academic employees having continuing appointment and managerial/confidential employees with the title of vice president or dean who have completed at least six consecutive years of service within the University or who, if they previously had a sabbatical leave, have completed at least six consecutive years within the University from the date of return from their last sabbatical leave. In computing consecutive years of service for the purpose of determining eligibility, periods of leaves of absence, other than vacation leave and sick leave with salary, and periods of part-time service shall not be included but shall not be deemed an interruption of otherwise consecutive service.
Terms and Conditions: There are two types of sabbatical leave as provided in Article XIII, Title E of the Policies of the Board of Trustees:
- Sabbatical leave for one year at up to half pay.
- Sabbatical leave for one-half year at up to full pay.
Employees on sabbatical leave may, with the prior approval of the President, accept fellowships, grants-in-aid, or earned income to assist in accomplishing the purposes of their leaves. In such cases, the President may adjust sabbatical leave salaries to reflect such income. In no case shall the sabbatical leave salary be reduced if total earnings are less than full salary.
Applications: As noted in the institutional procedures (see above), requests for sabbatical leave are to be submitted on the "Change of Status Request," Form HRM-3. As also indicated in the institutional procedures, applicants are strongly encouraged to submit proposals for sabbatical leaves to their immediate supervisor (typically the Department Chair or in some cases the Dean) as far in advance as possible, and in any event not later than October 15th for proposed leaves in the following academic year. When signing the application, applicants must agree to the following requirements:
- Applicants are required to file a statement outlining the program to be followed identifying any proposed income other than salary from the campus while on leave.
- Applicants are required to acknowledge an obligation to return to the campus for a minimum of one year at the conclusion of their leave. Where justified, the President may request a waiver of this condition, which must be reviewed and approved by the Chancellor.
- If the faculty member fails to return for the minimum period, then he/she is obligated to reimburse all salary paid during the leave.
- All changes to an approved sabbatical plan must be approved, in writing, by the appropriate campus officer as soon as such need is known. At the University at Albany this will be the Provost and Vice President for Academic Affairs.
- The faculty member is required to submit an activity report as soon as possible following the leave, and no later than the end of the first full semester after return from the leave.
- In the event of illness or other unplanned circumstances that interrupt an approved sabbatical, the faculty member will be placed on another leave as appropriate, when in the discretion of the President such action is in the best interest of the University and the employee.
Approvals: Requests for sabbatical leave are subject to approval by the applicant's department head, dean and vice president. Final approval is confirmed in writing by the President. Since the State legislature has placed restrictions on the granting of sabbatical leaves in the past, all letters confirming approval of sabbatical leave include a provision that approval is subject to possible statutory restrictions by the State legislature.
Leave Credits: Employees on sabbatical leave are not eligible to earn or use leave credits during sabbatical leave.