Article 19 of the AFUM collective bargaining agreement grants Sabbatical Leaves to unit members. Faculty members, department heads, Deans, and other administrators or staff should utilize the information referenced below when planning or coordinating sabbatical leave requests to ensure adherence to all university and system policies or procedures.
Article 19(B) of the AFUM Collective Bargaining Agreement
B. Sabbatical Leaves
1. Sabbatical leaves with pay shall be granted on the following basis:
a. Sixteen (16) University sabbaticals shall be available in each year of this agreement. The allocation of these sabbaticals to each campus shall be as follows: UM 5, UMA 2, UMF 2, UMFK 1, UMM 1, UMPI 2, USM 3.
Unused University sabbaticals shall carry forward to the next academic year and will be allocated to campuses in rotational order based on descending campus size, which shall be determined by the number of unit members with six (6) or more years of full-time service at each campus.
b. In addition to the University sabbaticals (a. above) the campuses shall make available at least the following number of campus sabbaticals: UM 20, USM 12, UMPI 1, UMA 1, UMF 1.
c. In addition to university and campus sabbaticals (a and b above), if a department, division or other appropriate unit can provide coverage for the costs associated with a sabbatical so that no additional costs are incurred by the University, then the department, division or other appropriate unit may, with the approval of the chief administrative officer or his/her designee, allocate and recommend the award of additional sabbaticals.
d. The University agrees to the preservation of existing sabbaticals at campuses that become a regional, branch, or part of, another campus.
2. Unit members may make an application during their sixth year for a sabbatical leave.
3. a. Applications for these sabbaticals shall be submitted to the chief administrative officer of the campus or his/her designee in accordance with procedures established at each campus which shall include a review and recommendation by the department, division or other appropriate unit. The selection of those who will receive these sabbaticals shall be based on a program proposal which includes a statement of intent and on benefits of the proposed sabbatical to the individual, the campus and the profession. All other things being equal, time since last sabbatical shall be considered a relevant factor in the awarding of sabbaticals.
b. Upon request of a unit member who has been denied a sabbatical leave, the chief administrative officer or designee shall discuss his or her decision with the unit member. If requested, the chief administrative officer or designee shall then promptly furnish written reasons for the decision to the unit member.
c. Applications for sabbaticals shall be submitted no later than six (6) months prior to the proposed effective date of the sabbatical and in accordance with campus procedures. In unusual circumstances this requirement may be waived. Unit members will be notified of approval or disapproval of sabbatical applications by the chief administrative officer no later than three (3) months prior to the proposed effective date of the sabbatical.
d. The Association shall be furnished annually a list by campus of unit members applying for, receiving and being denied sabbaticals.
4. a. Sabbatical salaries shall be one-half pay for the academic or fiscal year; or full pay for one semester or half year. Fiscal-year or 10.5-month employees opting the academic-year basis for sabbaticals shall be paid by prorating the fiscal-year or 10.5-month salary to the academic-year
equivalent and then receiving one-half pay for academic-year awards or full pay for one-semester awards.
b. The unit member must return to the University for at least one academic or fiscal year following the sabbatical, or for one 10.5-month work year for those faculty on 10.5-month appointments. Agreements to the contrary must be in writing prior to participation. Salary received during the sabbatical must be returned to the University where neither of the above is satisfied.
c. The unit member must provide a brief written report of the participation in the program to the chief administrative officer or his/her designee.
d. Unit members shall be eligible for another sabbatical leave after completion of six (6) years of full-time service since the last sabbatical except unit members in the rank of Professor or equivalent shall be eligible for another sabbatical leave after completion of five (5) years of full-time service. Calculation of service for this purpose shall begin at the time the unit member returns from the last previous sabbatical. Exceptions may be made if a proposed program is deemed of exceptional value to the individual, campus or the profession and there are unfilled sabbaticals.
e. If a unit member defers an approved sabbatical at the request of the University, the length of the deferral shall apply toward eligibility for the next sabbatical.
f. Compensation during the sabbatical shall include contributions made by the University to retirement programs, Social Security programs, and insurance programs under the University policy.
g. Annual leave and sick leave shall continue to accrue during the period of the sabbatical on a pro-rata basis.
h. While on sabbatical leave, a unit member shall be permitted to receive travel and moving expenses, fellowships, grants-in-aid or financial assistance from sources other than the University, provided there is no requirement to perform duties detrimental to or which interfere with the objectives for which the sabbatical has been granted.
i. Grievances under this section may be appealed through Step 5 of the grievance procedure, except that academic judgments regarding the selection of unit members to receive these sabbaticals shall not be grievable.
Timeline & Funding
- The application process for central University sabbatical funding occurs once per year, with a deadline in late February.
- While the AFUM bargaining agreement stipulates only a six-month notice for sabbatical requests, you should work with faculty members to encourage prompt notice of the intent to apply for a leave.
- There will be no central funding for spring-semester sabbatical requests that miss the February deadline, even if the request meets the AFUM deadline.
- Central funding typically covers a fraction of the cost of replacement teaching during a sabbatical. Additional funding will be supplied by the College so that necessary replacement costs are covered.
- A written report of sabbatical activities and accomplishments is required after return from a sabbatical.
Process & Approvals
- Faculty members must attach a written statement to their Sabbatical Educational Leave request describing, in detail, their proposed leave program, its contribution to their professional improvement, and addressing the following questions:
- If you previously had a sabbatical leave, what specific changes occurred in your professional activities as a result?
- What will your proposed leave accomplish, specifically, for you?
- What is there about this proposal that would require a leave?
- What are the expected benefits to the University?
- If your leave is in cooperation with another institution or organization, include documentation of the preliminary arrangements with the host institution or organization.
- A peer committee recommendation is required for sabbatical requests. It is not required for unpaid leaves or for paid administrative leave awarded at the end of a chair’s term.
- Providing a detailed plan for coverage of the faculty member’s responsibilities is crucial to the support of the sabbatical leave request. The department head should consult with the applicant and the administrator at the next academic/administrative level in developing a plan for how the applicant’s responsibilities, especially for how teaching, research, public service, student advising and other areas will be handled during the proposed leave period. This written plan should accompany the sabbatical/leave request.
- The Request for Sabbatical or Unpaid Leave of Absence for Professional Improvement or Educational Purposes form must be completely filled out and signed by the employee, department chair/school director, and dean. The completed form and accompanying documentation (detailed written statement from faculty member outlining their planned leave program, peer committee recommendation letter, written plan for handling responsibilities of the faculty member) should be emailed to firstname.lastname@example.org.
Policy on Department Chair Leaves
Upon receipt and approval of an acceptable plan of study and/or research, chairpersons shall be eligible for leave at full pay for up to one year after five or more consecutive years as chair, including any interim appointment. The one-year paid chair leave is for the purpose of obtaining professional development opportunities to facilitate return to the role of a full-time teacher/scholar/researcher.
The chair should complete the Sabbatical or Unpaid Leave of Absence for Professional Improvement or Educational Purposes form including the questions on the proposed leave program. It is strongly advised that the dean address a written plan for handling responsibilities of the faculty member and that a peer committee recommendation be attached to the leave request. The application should be submitted no later than six months prior to the proposed effective date of the leave.
Upon completion of the leave, the leave recipient is required to submit a written report regarding the leave period and to return to the campus for a minimum of two years of service after the leave period. Should they not return to the University, the salary received during the leave period must be returned to the University.
The recipient of a chair leave shall be eligible to apply for a regular sabbatical leave after completion of six years of service following the chair leave except those in the rank of professor who shall be eligible to apply for a regular sabbatical after five years of full-time service following the chair leave.
Leaves for less than one year shall be governed by existing sabbatical policies.
Questions regarding this policy should be directed to the Office of Human Resources or the Provost’s Office.
Policy Effective Date: May 1998
Policy Initiated by: Executive Vice President for Academic Affairs & Provost