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Granting Professional Development and Transitional Leaves for Academic Professional and Administrative Employees

Effective: March 2006
Last Updated: May 2008

Responsible University Officer:

  • Vice President for Human Resources

Policy Owner:

  • Director, Human Resources Policy Development

Policy Contact:

Policy Statement

Professional development and transitional leaves are provided by the University of Minnesota (University) as an opportunity to develop or enhance knowledge, skills and performance of academic professional and administrative (P&A) employees and to prepare senior administrators to assume or resume faculty or professional roles following a significant period of administrative service. Professional development leaves under this policy include mini-, short term, and extended leaves. Leaves pursuant to this policy are not entitlements and do require approval. Eligibility varies according to job classification, type of leave, and years of service.

Units are expected to offer opportunity for professional development to eligible P&A employees and to have guidelines and procedures that provide more specific detail regarding leave opportunities.

Provisions and Terms

Scope

This policy governs the provision for professional development (93xx, 96xx, and 97xx) and administrative transitional (select 93xx) leaves for academic professional and administrative employees. This leave benefit is not provided to academic professional and administrative employees in the professionals-in-training sub-group (select 95xx job codes) or to graduate assistants (select 95xx job codes).

Professional Development Leaves

  1. Types of Leaves

    1. Mini-Leave - A development leave of up to six weeks.
    2. Short-Term Leave - A development leave of seven to 20 consecutive weeks.
    3. Extended Leave - A development leave of 21 to 48 consecutive weeks.

    Refer to Appendix A. Chart: Professional Development Leaves for Academic Professional and Administrative Employees.

  2. Basis of Award

    Professional development leaves are awarded based on years of service, criteria established within each unit, and approval by the responsible administrator. Criteria are to include standards by which to evaluate the merits of the proposal and an assessment of the availability of resources to support the leave.

  3. Eligibility for Leave

    1. Mini-Leave, Short-Term Leave, and Extended Leave: May be granted to professional and administrative employees with a notice of appointment that is (1) a minimum of nine months at 100 percent time; or (2) twelve months at 75 percent time or greater.
      • Mini-Leave: After one year of service.
      • Short-Term Leave: After four years of service; an additional four years of service must be provided by an employee between each short-term leave.
      • Extended Leave: After six years of service; an additional six years of service must be provided by an employee between each extended leave.
    3. Counting Years of Service. Refer to the Procedures section in this policy for specific information

  5. Frequency of Leaves

    Except for mini-leaves, P&A employees may be awarded a professional development leave no more than one every four years.

  6. Income and Benefits During Leave

    Salary and Benefits:

    • Mini-Leave: Full salary and full benefits.
    • Short-Term Leave: One-half to full salary (at unit discretion) and full benefits
    • Extended Leave: One-half salary and full benefits.

    Income Augmentation: With the approval of the responsible administrator, P&A employees on an extended leave may augment their income approximately to the level of their regular University of Minnesota salary, provided that the activities yielding the additional compensation are consistent with the purpose of the leave. University-approved consulting activities that do not conflict with the purposes of the leave and comply with University policy shall not be included in determining the level of permissible income. Expenses related to the purpose of the leave may also be taken into account in determining the level of permissible income.

    Grants and Scholarship: While on a professional development leave, P&A employees may accept grants or scholarships to defray travel, study or research expenses.

  7. Obligations

    1. P&A employees granted a professional development leave must return to the unit granting the leave for a period of time equal to the period of the leave, unless waived by the responsible administrator.
    2. P&A employees who do not return or return for only a portion of the time due and have not been granted a written waiver by the responsible administrator must reimburse the University for all or a prorated amount of the salary, retirement contributions, and value of benefits received during the leave. A written waiver at the time of notice shall be granted P&A employees receiving a notice of non-renewal during the period of the professional development leave. In such cases, employees are not required to return to their unit for a period at least equal to the period of leave and are not required to reimburse the University for the amount of salary, retirement contributions, and all other fringe benefits received during the leave according to administrative policy and procedures. (Refer to Section I., Subd. 9.)
    3. Upon request and within one month after the conclusion of the leave, a summary report of leave activities is to be submitted to the responsible administrator.

  8. Activities Undertaken During Leave

    Activities undertaken during a professional development leave must be demonstrably related to the betterment of the P&A employee's unit or professional competence. Development activities may include:

    • Study: Studies substantially related to the position or positions;
    • Internships: (a) Exchange and/or loan programs or (b) Unpaid internships;
    • Research: (a) Leading to or resulting in publishing and (b) Contributions to the field of applicant's current employment; and
    • Other: special studies, investigations, research, scholarly writing, artistic projects, and curriculum development.

    Involvement in professional organizations, including attending and presenting at local, regional, or national meetings, is an expectation of P&A employees and does not constitute professional development leave under this policy.

  9. Duties

    While on leave, P&A employees are relieved of all regular University duties. It is the responsibility of the unit granting the leave to determine if and how funding and replacement costs will be provided. No central monies are available.

  10. Implications of Notice of Non-Renewal During Leave

    If a notice of non-renewal is received during the time of the professional development leave P&A employees are not required to return to their unit for a period at least equal to the period of leave if one or more of the following apply:

    • The notice period is shorter than the period of the leave;
    • The P&A employee, if eligible, opts to participate in the Academic Staff Non-Renewal Program; or
    • The P&A employee resigns during the period of the leave or during a return to service time prior to the end date of the appointment. Under this circumstance, the P&A employee is not required to reimburse the University for the amount of salary, retirement contributions, and all other fringe benefits received during the leave.

  11. Rescinding a Leave

    A professional development leave may be rescinded if P&A employees are given notice of non-reappointment (for an academic professional employee on a probationary [H] appointment) or termination of appointment.

Administrative Transitional Leaves

  1. Type of Leave

    The administrative transitional leave is designed to allow eligible senior administrators to prepare to assume or resume faculty or professional roles within the University at the conclusion of a significant period of administrative service. Maintaining or increasing expertise in rapidly changing fields, both in teaching and research, is an important outcome of the administrative leave to the individual, students, and the institution.

  2. Basis of Award

    Administrative transitional leaves are awarded when consistent with the overall goal of this type of leave and upon approval of the responsible administrator and the president or delegate. The overall goal of a transitional leave is to provide for opportunity to refresh and increase expertise in teaching and research in the individual's discipline.

  3. Eligibility for Leave

    Administrative transitional leaves may be granted to senior administrators appointed in the 9300-9330 job classifications. (Refer to Appendix B. Senior Administrator Job Classifications.) Generally these include key administrative officers who also hold tenured faculty appointments in academic units or continuous appointments as academic professionals. Normally, transitional leaves are awarded only to those who have had at least three consecutive years of administrative service in central campus, collegiate, or administrative offices. The president or delegate may extend this leave opportunity to other administrators such as collegiate department heads as appropriate.

  4. Length of Leave

    An administrative transitional leave provides eligible senior administrators opportunity for a transitional leave, normally not to exceed twelve months, most being from three to six months in length.

  5. Income and Benefits During Leave

    1. Salary and Benefits: Salary and benefits are typically paid at the level of the assumed or resumed faculty or professional position rather than at the administrative salary level. They may be negotiated between the individual and the responsible administrator of the unit where the individual will work, subject to approval by the unit administrator.
    2. Additional Pay: While on leave, the individual may continue to engage in University-approved consulting activities, but may not receive additional pay beyond that received for University-approved consulting for performing duties associated with the faculty or academic professional position. Any exceptions to this provision shall only be granted by the president or delegate.

  6. Obligations

    1. Administrators granted a leave shall be required to return to their respective faculty or academic professional position for a period at least equal to that of the leave.
    2. Administrators who do not return or who return for only a portion of the time must reimburse the University for all or a prorated amount of the salary, retirement contributions, and value of benefits received during the leave unless provided a written waiver by the president or delegate.
    3. Administrators granted a leave shall provide upon request documentation of their leave activities to the responsible administrator to whom the person reports following their leave.

  7. Activities Undertaken During Leave

    Appropriate activities to be undertaken during the leave are similar to those of the faculty or P&A professional development leaves: special studies, investigations, and research.

  8. Restrictions

    The administrative transitional leave cannot be combined with any of the following leaves except with permission of the president or delegate.

    • Administrative Policy: Phased Retirement Program
    • Faculty and P&A development leaves under the Board of Regents Policy: Employee Development, Education, and Training

Reason for Policy

Professional development opportunities for employees are provided by the University to bring benefit to the individual, the students, the unit, and the institution. This leave benefit is important for attracting, hiring, and retaining highly competent P&A employees. This policy gives further definition to the Board of Regent Policy: Employee Development, Education, and Training.

Procedures

Forms/Instructions

  • UM 1633: Professional Development Leave for Academic Professional and Administrative Employees (Word, PDF)
  • UM 1632: Administrative Transitional Leave (Word, PDF)

Additional Contacts

Subject Contact Phone Fax/E-mail
General Information or Procedural Assistance
  • Primary: Responsible administrator/supervisor
  • Secondary: Local campus, college, or administrative unit HR administrator
  • Other (as needed): Office of Human Resources specialist or consultant
 Office of Human Resources Specialist and Consultant List Office of Human Resources Specialist and Consultant List
Document Processing
  • HRMS Key Contact
  • Office of Human Resources Call Center
 HRMS Key Contact List (pdf)

Definitions

Academic Professional and Administrative Employee
In the context of this policy an employee whose primary position at the University is classified within the 93xx, 96xx, or 97xx job code and title series.
Benefits
Medical, dental, life, and disability coverage and contributions to the employee's retirement plan.
Responsible Administrator
The individual to whom the person reports.
Salary
The P&A employee's regular University salary at the time the leave is initiated.
Senior Administrator
Appointees in classifications 9300 - 9330. Refer to Appendix B. Senior Administrator Job Classifications.
Unit
The campus, college or administrative unit that employs the person.
Unit Administrator
The administrator who is charged with leadership and oversight of the campus, college or administrative unit.
Year of Service
An academic or fiscal year of service as a P&A employee and as documented in the individual's annual Notice of Appointment. An academic year shall mean the equivalent of two semesters of employment at 67 percent time or greater. A fiscal year shall mean the equivalent of more than two semesters of employment at 67 percent time or greater.

Responsibilities

Professional Development Leave

Unit
  • Make opportunities for professional development leaves available to eligible P&A employees.
  • Establish unit criteria and procedures to be used in application, consideration and approval for professional development leave requests.
  • Provide for review and approval of professional development leave requests.
  • Submit annual summary report on leave activity as required.
P&A Employee Requesting Leave
  • Apply for a professional development leave if eligible and interested in accordance with established procedures.
  • Prepare and submit a report on the activities of the leave as requested and in accordance with unit guidelines.
Responsible Administrator
  • Award professional development leaves.
  • Review and approve any income augmentation requests in conjunction with a short-term leave of less than full salary or an extended leave as outlined under Procedures.
  • Determine how the responsibilities of the person on leave will be covered.
  • Under special circumstances, provide for a written waiver covering reimbursement of salary, retirement contributions, and value of benefits received during leave.

Administrative Transitional Leave

Senior Administrator Requesting Leave
  • Apply for an administrative transitional leave and submit request and plan to the responsible administrator.
  • Upon request, provide within one month of the conclusion of the leave some form of documentation or report on the activities and outcomes of the leave to the responsible administrator of the non-administrative position.
Responsible Administrator for the administrative position
  • Approve administrative transitional leave request in conjunction with the president or delegate.
  • Negotiate the length of the leave with the administrator requesting the leave.
Responsible Administrator for the faculty or academic professional position
  • Negotiate with the individual the salary and benefits of the faculty or academic professional position.
Unit Administrator for the faculty or academic professional position
  • Approve the salary and benefits of the faculty or academic professional position.
President or Delegate
  • Approve administrative transitional leaves in conjunction with the responsible administrator.
  • Grant any exceptions to the additional pay provision as provided for in this policy.
  • Under special circumstances, grant any waivers covering the reimbursement of salary, retirement contributions, and value of benefits received during an administrative transitional leave.
  • Under special circumstances, grant permission to combine an administrative transitional leave with restricted leaves as noted in this policy.
Board of Regents
  • Approve and negotiate terms of an administrative transitional leave for the president.

Appendices

In support of this policy, the following appendices are included:

Frequently Asked Questions

Is a P&A employee eligible for a professional development leave as defined in this policy while on disability leave?
No, a professional development leave cannot be granted while the faculty member is on disability leave.

Related Information

History

Amended:
May 2008 - Policy converted to the new University-wide format for administrative policies.
Adopted:
March 2006 - Language contained in the Administrative Policy: Granting Professional Development and Transitional Leaves for Academic Professional and Administrative Employees incorporates policy information previously contained in the Board of Regents Policy: Professional and Administrative Staff Development Leaves, the accompanying Administrative Guidelines and Procedures, and the Board of Regents Policy: Administrative Transitional Leaves. This policy supports a new single Board of Regents Policy: Employee Education, Training, and Development that supercedes the several Board policies concerning development leaves.

The Extension Study Leave was eliminated as a separate leave, leaving the other three P&A professional development leaves to cover the purpose of the study leave.

Provision for an administrative transitional leave was extended to an additional classification 9330 Director (University-wide) in addition to adding language that allows the president or delegate to extend this leave opportunity to other administrators such as collegiate department head.

Forms were developed for both the professional development leave and the administrative transitional leave.

Effective: March 2006

To obtain a copy of a historical policy, e-mail the U Policy Librarian at policy@umn.edu or call 612-624-4372.

Office of Human Resources