University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

600.000 Leaves of Absence

The content of this page applies to UEA employees on the University of Minnesota, Crookston campus.


605.000 Military Leaves.

605.100 Eligibility.

he Employer shall provide a military leave to each Member who holds a full-time, nine month or more appointment in order to permit the Member to participate in required duties conducted by the National Guard or by any of the armed services reserve forces of the United States.

605.200 Compensation.

A Member to whom the Employer grants military leave shall be entitled to pay for up to two weeks of military leave during an academic year.

605.310 Procedure (UMC).

Each Member who wishes to be granted a military leave shall submit a written application to the head of the department in which s/he is employed as far in advance as possible of the date on which the military leave is to commence or immediately after the receipt of duty orders.

606.000 Appearance In Court.

606.100 Eligibility.

The Employer shall provide a leave with salary to each Member when s/he is required to testify before a court or before a legislative committee upon the request of the government of the United States or of the State of Minnesota or on behalf of the University of Minnesota; when s/he is subpoenaed to testify; when s/he is called to testify as an expert; or when s/he is required to serve as a juror or potential juror.

606.200 Procedure.

If a Member wishes to use leave for such a purpose, s/he shall notify the head of the department to which the Employer has assigned h/her as soon as s/he is aware of the possibility that s/he will be required to absent h/herself from h/her normal duties.

607.000 Holidays.

607.150 Listing of Holidays (UMC).

If any of the following fall during the period of a Member's appointment, it shall be a holiday for the Member: New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day and four other days designated by the Employer.

607.300 Holidays on Weekends.

If a day otherwise designated as a holiday falls on a Saturday, the preceding Friday shall be designated as the holiday. If a day otherwise designated as a holiday falls on a Sunday, the following Monday shall be designated as the holiday.

607.400 Religious Holidays.

When (1) a Member intends to observe a holiday designated as such by h/her religious affiliation but not otherwise designated herein as a holiday and (2) h/her observation of the religious holiday requires the Member to be absent from h/her normal duties to the Employer, the Member has an obligation to arrange for a substitute or make up instruction in a manner most convenient for all of h/her students. The Member shall notify h/her Department Head in writing of the Member's intent to be absent and of the arrangements made for such absence at least seven calendar days, except under unusual circumstances, before the religious holiday.

608.000 Vacations.

608.100 Vacation Policy.

Vacation eligibility, accrual, and usage for Members shall be governed by the Regents Policy: Employee Work Life and Personal Leaves as amended from time to time and the Administrative Policy: Vacation Leave for Faculty and Academic Professional and Administrative Employees, June 2010.

609.100 Sabbatical Leave (UMC).

609.110 Purpose.

The purpose of the sabbatical leave program is to provide additional income for tenured faculty who seek to enhance their ability in scholarship, creative work, teaching or service to the community. Sabbatical leaves provide for a development leave up to one year at one-half salary and full benefits. Sabbatical leaves are designed to provide faculty members with the opportunity to acquire new skills and knowledge, to enhance communication of knowledge to students and society, and to create new uses for the knowledge made available. UMC recognizes that rapid changes in the nature and number of tasks to be carried out by faculty members in their teaching, research, creative and outreach activities have made it necessary for them to acquire new skills and knowledge in order to discharge their duties in the best manner possible. Sabbatical leaves are designed to bring benefit to the individual, the students and the University of Minnesota (University); to the citizens of the state; and all who are affected by the research, teaching, creative activity, and service to society that are the University's mission. Sabbatical development leaves aid in attracting and retaining faculty dedicated to teaching, research and service/outreach; and ensure the future vitality and quality of the University.

609.120 Eligibility.

 

A tenured faculty member is eligible to apply for a sabbatical leave of up to one year after six academic years of service. A term faculty member may be awarded a sabbatical leave of up to one year after six academic years of service.

An academic or fiscal year of service must be earned within a regular faculty appointment or a term faculty appointment. Service credit is earned during periods of paid or unpaid approved leaves of absence except those noted, as long as the individual still fulfills the definition of an academic year of service or a fiscal year of service. Service credit is not earned during personal leaves taken for reasons that do not relate to the faculty member's discipline or University responsibilities, or time spent on a sabbatical leave. Although service credit is not accrued during these times, it is not considered a break in service. All other eligibility requirements as defined in this section must be met.

An academic or fiscal year of service toward a sabbatical leave must be earned within a regular faculty appointment or a term faculty appointment. Prior academic service at another university in which sabbatical or other developmental leaves are granted may be credited toward years of service for a new faculty in consideration of a sabbatical leave. Normally, no more than three years of credit may be granted for service at another institution.

All service credit toward eligibility is suspended in an appointment year where there is strong evidence that the faculty member's appointment will be terminated prior to what otherwise would be the end date of the period of the leave plus the required return to service period. Accumulation of years of service toward a sabbatical leave is lost upon retirement, resignation, notice of non-reappointment, or termination of appointment.

Credit is not accrued for future sabbatical leaves during the following approved leaves: 1) sabbatical leave; however, for any sabbatical leave of a semester's duration, the second semester (or second half of the year, as appropriate) shall be credited toward future single semester or sabbatical leaves; 2) approved leave of absence without pay, including, but not limited to a personal/family leave; a leave to accept a fellowship or grant; a leave to accept a visiting or other appointment in another university, campus or business; or a leave to serve elsewhere on a teaching or technical assistance project not administered by the University; or 3) approved leave of absence with pay other than an approved single semester leave or other unit development leave. Although service credit is not accrued during this time, it is not considered a break in service.

 

609.130 Accrual of Credit.

No more than six years of credit may accrue toward a sabbatical leave. Credit toward a sabbatical leave is accrued during continuous years of service. Such credit is for the purpose of a sabbatical leave and cannot be cashed out or traded for other benefits.

609.140 Process and Procedure.

 

The number of sabbatical leaves available at UMC is determined by the Senior Vice President for System Academic Affairs. Tenured faculty taking a sabbatical leave for nine months or longer may compete for supplementary funding, with review by the Department Head and Vice Chancellor for Academic Affairs. The Senior Vice President for System Academic Affairs, upon the advice of the Chancellor, grants supplementary funding. The Senior Vice President for System Academic Affairs funds two-thirds of the supplemental pool and UMC funds one-third. Faculty meeting eligibility for and interested in a sabbatical leave should submit applications to the Department Head by November 1st for consideration.

Sabbatical leaves for tenured faculty are awarded on the basis of years of service and review within the department and campus, subject to approval by the Chancellor. Sabbatical leaves for term faculty are awarded on the basis of availability of funds and approval by both the Department Head and the Vice Chancellor for Academic Affairs, in addition to years of service and review within the department and campus.

 

609.150 Approval.

 

The Chancellor grants final approval for sabbatical leaves. Sabbatical leaves shall normally be awarded and announced not later than January 16. Sabbatical leaves for faculty on academic year (nine-month) appointments shall begin and end so as to coincide with the beginning and ending of semesters; for faculty on fiscal-year appointments, leave shall be scheduled at times reasonable and convenient for the department and unit.

Although worthy sabbatical leaves may not be denied for administrative convenience, the Vice Chancellor for Academic Affairs may delay and restructure them for up to one year in order to relieve constraints upon department or campus budgets or to ensure that key courses remain available to students. Any delay or restructure will be announced not later than January 16. Such delay reduces by the same time the period of eligibility for a subsequent sabbatical leave.

Sabbatical leaves are compensated at one-half salary and full benefits. The salary during the leave is based upon the faculty member's regular University salary at the time the leave is initiated. The salary and benefits paid during a sabbatical leave are not to be regarded as additional compensation for services already rendered but as contemporaneous compensation for services rendered by the faculty member in developing professional knowledge and skill for subsequent service to students and the University.

For sabbatical leaves of one or two semesters (or five & a half or eleven months) for those on fiscal-year appointments, tenured faculty may request supplemental funds to cover an additional 30 percent of their recurring base salary (not including fringe), not to exceed $30,000. Procedures with regard to these requests are established by the campus.

Faculty members on sabbatical leave may augment their sabbatical income up to the level of their regular University salary, provided that the activities yielding the additional compensation are consistent with the purpose of the sabbatical leave. Permission must be obtained from the Department Head and the Vice Chancellor for Academic Affairs. In establishing the level of permissible sabbatical income, University-approved consulting activities in which the faculty member has been engaged, that do not conflict with the purposes of the leave, shall not be considered. Expenses related to the purposes of the leave may also be taken into account in determining the level of permissible income. Faculty members are encouraged to seek funding from non-University sources to cover the portion of salary not provided under this leave. Faculty members are to file with their department and campus a summary report addressing the results of the work done while on leave. The report is to be submitted within three months of their return from leave.

 

609.160 Length of Leave.

A sabbatical leave may be granted for one or two semesters for faculty on an academic year appointment, five and one-half months, or eleven months for faculty on a fiscal year appointment. A leave of more than one semester normally is taken in consecutive (fall, spring) terms. For choosing to take a sabbatical leave of one semester only, the privilege to the second semester (or second half of the year) is waived.

609.170 Obligations.

 

Faculty members granted sabbatical leaves must return to University service immediately following the leave for a period of time at least equal to the period of the leave, and at the percentage of appointment held during the leave. A delay to return to service may be granted by the Vice Chancellor for Academic Affairs, with concurrence of the Department Head, for a period without pay, not longer than the period of the leave. Faculty members who do not return or return for only a portion of the time due and have not been granted a written waiver must reimburse the University for all or a prorated amount of the salary, retirement contributions, and value of benefits received during the leave.

Term faculty members who do not receive a reappointment during the period of the sabbatical leave shall be granted a written waiver. The term faculty member is not required to return to the unit for a period at least equal to the period of leave and is not required to reimburse the University for the amount of salary, retirement contributions, and all other fringe benefits received during the leave.

 

609.200 Single Semester Leave (UMC).

609.210 Purpose.

Single semester leaves are designed to provide faculty members with the opportunity to acquire new skills and knowledge, to enhance communication of knowledge to students and society, and to create new uses for the knowledge made available. UMC recognizes that rapid changes in the nature and number of tasks to be carried out by faculty members in their teaching, research, creative and outreach activities have made it necessary for them to acquire new skills and knowledge in order to discharge their duties in the best manner possible. Single semester leaves are designed to bring benefit to the individual, the students and the University of Minnesota (University); to the citizens of the state; and all who are affected by the research, teaching, creative activity, and service to society that are the University's mission. Single semester development leaves aid in attracting and retaining faculty dedicated to teaching, research and service/outreach; and ensure the future vitality and quality of the University.

609.220 Eligibility.

 

Probationary and term faculty are eligible for a single semester leave after two academic or fiscal years of service in a University faculty appointment of 67 percent time or greater. Tenured faculty are eligible for a single semester leave after four academic or fiscal years of service in an appointment of 67 percent time or greater.

An academic or fiscal year of service must be earned within a regular faculty appointment or a term faculty appointment. Service credit is earned during periods of paid or unpaid approved leaves of absence except those noted, as long as the individual still fulfills the definition of an academic year of service or a fiscal year of service. Service credit is not earned during personal leaves taken for reasons that do not relate to the faculty member's discipline or University responsibilities, or time spent on a sabbatical leave. Although service credit is not accrued during these times, it is not considered a break in service.

All service credit toward eligibility is suspended in an appointment year where there is strong evidence that the faculty member's appointment will be terminated prior to what otherwise would be the end date of the period of the leave plus the required return to service period. Accumulation of years of service toward a single semester leave is lost upon retirement, resignation, notice of non reappointment, or termination of appointment.

 

609.230 Process and Procedure.

 

The number of single semester leaves available at UMC is determined by the Senior Vice President for System Academic Affairs. Up to four percent of the regular faculty at the probationary rank of Instructor or probationary and tenured ranks of Assistant Professor, Associate Professor or Professor can be authorized for single semester leaves
.
Competition for single semester leaves takes place at departmental and collegiate levels. Single semester leaves may be granted to term faculty holding the rank of Instructor, Assistant Professor, Associate Professor or Professor at the discretion of the Department Head, Vice Chancellor for Academic Affairs, and Chancellor.

Early in the academic year, the Vice Chancellor for Academic Affairs will issue a call for proposals for leaves to be taken during the following academic year. The call for proposals will include 1) number of single semester leaves available for the next academic year, 2) policy and procedures relating to faculty development leaves, and 3) application deadline of November 1st. Faculty meeting eligibility for and interested in a single semester leave should complete the appropriate application form and submit it prior to the deadline to the Department Head for consideration.

Single semester leaves for regular faculty are awarded on the basis of years of service and results of the review of the proposal by the Department Head and Vice Chancellor for Academic Affairs, subject to final approval by the Chancellor. Single semester leaves for term faculty are awarded on the basis of availability of funds and the review of the proposal and approval by the Department Head, Vice Chancellor for Academic Affairs, and the Chancellor, in addition to years of service.

 

609.240 Approval.

 

The Chancellor grants final approval for single semester leaves. Single semester leaves shall be awarded and announced no later than January 16. The time at which an approved single semester leave is taken is agreed to by the Department Head. Single semester leaves for faculty on academic year (nine-month) appointments shall begin and end so as to coincide with the beginning and ending of a semester; for faculty on fiscal year (greater than nine-month) appointments leave shall be scheduled at times reasonable and convenient for the department and UMC.

An approved single semester leave is at full salary and benefits. The salary and benefits paid during a single semester leave are not to be regarded as additional compensation for services already rendered, but as contemporaneous compensation for services rendered by the faculty member in developing professional knowledge and skill for subsequent service to students and the University. Faculty members are to file with their department and campus a summary report addressing the results of the work done while on leave. The report is to be submitted within three months of their return from leave.

 

609.250 Obligations.

 

Faculty members granted single semester leaves must return to University service immediately following the leave for a period of time at least equal to the period of the leave and at the percentage of appointment held during the leave. A delay to return to service may be granted by the Vice Chancellor for Academic Affairs, with concurrence of the Department Head, for a period without pay, not longer than the period of the leave. Faculty members who do not return or return for only a portion of the time due and have not been granted a written waiver must reimburse the University for all or a prorated amount of the salary, retirement contributions, and value of benefits received during the leave.

Term faculty members who do not receive a reappointment during the period of the single semester leave shall be granted a written waiver. The term faculty member is not required to return to the unit for a period at least equal to the period of leave and is not required to reimburse the University for the amount of salary, retirement contributions, and all other fringe benefits received during the leave.

 

609.260 Frequency of Leave.

Subsequent single semester leaves may be taken following four additional eligible years of service, in a University faculty appointment of 67 percent time or greater.