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Leaves and Sabbaticals

Leave Policy for Tenure-Track and Tenured Faculty

Applies to:  LSA Faculty
Related Policies:  N/A
Date Issued:  September 1, 2009
Date Revised:  June 15, 2016
Owner:  LSA Academic Affairs
Primary Contact:  Academic Affairs Senior Manager

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GENERAL INFORMATION

The College acknowledges the value of a leave of absence to maintain academic excellence. In addition to University policies on leaves, LSA’s policies are outlined below—both sets apply. No leave, including a sabbatical, is an entitlement.

Leave requests must be submitted via the Faculty Life Cycle Portal by the deadlines noted below.

LSA recognizes four types of leaves that are summarized below. Each one has specific eligibility requirements and obligations that are detailed on the following pages.

1.    Sabbatical Leave (SAB)

Tenured faculty may request a sabbatical leave to focus on research activity. The purpose of a sabbatical is to release faculty from teaching and administrative duties to pursue a new or ongoing research project. Faculty should consider the impact of the proposed sabbatical on their research agenda when submitting a request.

2.    Duty Off-Campus Leave (DOC)

In LSA, DOCs are used for junior nurturance leaves (see Appendix 1). These leaves are granted as compensation for administrative duty (Chair, Director, or Associate Dean), for participation in teaching abroad programs, or for conducting research outside LSA at the request of the Unit or College.

3.    Scholarly Activity Leave (SAL)

Faculty who have received a fellowship may request a SAL. Internal awards such as Humanities Institute Fellowships, Michigan Humanities Awards, and Frankel Institute Fellowships are also taken as SALs. Chair(s)/Director(s) may recommend the faculty member for a “topping off” award (TOA) to bridge the gap between the external fellowship stipend and the faculty member’s Academic Year full-time rate; faculty who receive a fellowship on the prestigious fellowship list will automatically receive a TOA. A TOA is not final until the appropriate Divisional Associate Dean has approved it, and the College Executive Committee has authorized the leave.

4.    Leave Without Salary (LWOS)

Faculty may request a LWOS for personal reasons, military service, government or public service, as well as for appointments as visiting instructors or visiting researchers, etc. The faculty member does not receive salary or benefits coverage.

The following criteria must be met for the above leaves:

  • A minimum of one year of active duty is required before a faculty member is eligible for a leave (paid or unpaid).

  • Timing of the leave must be approved by the Chair(s)/Director(s) of all the Unit(s) where the faculty member holds budgeted appointments and it should take into consideration the teaching needs of the Unit(s).

  • Leave requests must be approved by the College Executive Committee prior to taking the leave.

  • If you do not return from a paid leave and take a job at another institution, the University will seek reimbursement from your new institution.

  • While on paid leave, a faculty member’s obligations to graduate students and colleagues do not end.

 

1. SABBATICAL LEAVE (SAB)

Deadline for 2016–2017 sabbatical requests is Friday, January 8, 2016

Eligibility:

  • Only tenured faculty members with an active research program and 12 terms of active service (called equity) since their last sabbatical or date of hire may apply for a sabbatical.
  • A minimum of one year of active duty is required before a faculty member is eligible for this leave.
  • Sabbaticals may be taken on or off campus.
  • Sabbaticals may be taken for one term at full salary or two terms at half salary. Benefit coverage is included for both.
  • A sabbatical is not an entitlement. Both the Unit(s) and the College must approve the sabbatical and its timing.
  • Faculty may not teach or render service for compensation at U-M, at another institution, or in an enterprise while on sabbatical. This does not preclude acceptance of a research fellowship or appointment as a visiting researcher.
  • Equity is counted for each term the faculty member has an active assignment with pay. Equity is also accrued for terms spent on medical leave, modified duties, reduced appointment, and some duty off-campus (DOC) leaves (i.e., nurturance leave, a teaching abroad assignment, or research conducted elsewhere at the request of the Unit or College). Equity is not accrued while on sabbatical.
  • If faculty are asked to postpone their sabbatical for teaching, research, mentoring, or service needs in the Unit, College, or University, they may request preservation of their additional equity toward a future sabbatical by submitting a request to their Chair(s)/Director(s), who will forward the request to the appropriate Divisional Associate Dean for approval. A confirmation email will be sent to the Unit when the request has been approved by the Associate Dean and Academic HR.
  • Units hiring faculty with equity at their prior institution must include the relevant template language in the offer letter. This will serve as documentation for the Dean’s Office to obtain approval from Academic HR for U-M recognition of that equity. (See Duty Off Campus below.)

Obligations:

  • Submit a sabbatical report to Chair(s)/Director(s) within 90 days following the sabbatical.
  • Return to the University to teach for at least one full year immediately following the sabbatical, or repay all salary and benefits received while on leave.  If you do not return from a paid leave and take a job at another institution, the University will seek reimbursement from your new institution.
  • While on sabbatical, obligations to graduate students and colleagues are expected to be met. If faculty will be away from the University, arrangements must be made to support graduate students.

Procedures:

  • Submit a Sabbatical Leave Request via the Faculty Life Cycle Portal.
  • Include a current CV (upload to the portal).
  • If taking the sabbatical over two terms at half salary, the faculty member should contact the Benefits Office at 615-2000 to discuss the implication of half pay on retirement contributions.
  • Faculty members who are eligible for a retirement furlough must wait four years following the sabbatical before taking the furlough.

For more information see:

 

NON-SABBATICAL LEAVES

Request due no less than three months prior to the beginning of the term of the leave

2.    DUTY OFF-CAMPUS LEAVE (DOC)

Eligibility:

  • A minimum of one year of active duty is required before a faculty member is eligible for this leave.
  • DOCs may be taken on or off campus.
  • DOCs may be taken for one term at full salary or two terms at half salary. Benefit coverage is included for both.
  • Nurturance leave, administrative leave for Unit Chair, Director or Associate Dean, assignment to teaching abroad programs, or assignment to conduct research elsewhere at the request of the Unit or College are all taken as DOCs.
  • Teaching releases do not release the faculty member from research and service obligations, and therefore do not qualify as a DOC or any of the other three leave types.
  • While on DOC, obligations to graduate students and colleagues are expected to be met. If faculty will be away from the University, arrangements must be made to support graduate students.
  • Effective 9/1/2009, administrative course releases may not be banked and will not qualify for a DOC.
  • A faculty member whose “duties require activity at a site away from campus for a period of one month or more” should request a DOC.
  • New faculty who have a combination of sabbatical equity from a prior institution and from
    U-M must take a DOC in lieu of their first sabbatical leave.
  • Sabbatical equity is accrued for the following types of DOCs: nurturance leave, assignment to teaching abroad programs, and assignment to conduct research elsewhere at the request of the College. Equity is not accrued for any other type of DOC.

Obligations:

  • Return to teach for at least one full year immediately following the DOC, or repay all salary and benefits received while on leave. If you do not return from a paid leave and take a job at another institution, the University will seek reimbursement from your new institution.

Procedures:

  • Submit a Non-Sabbatical Leave Request via the Faculty Life Cycle Portal.
  • If needed, include documentation in support of the leave request (upload to the portal).
  • If taking the DOC over two terms at half salary, the faculty member should contact the Benefits Office at 615-2000 to discuss the implication of half pay on retirement contributions.

3.    SCHOLARLY ACTIVITY LEAVE (SAL)

Eligibility:

  • SALs may be taken on campus or off campus.
  • A minimum of one year of active duty is required before a faculty member is eligible for this leave.
  • SALs are limited to one year in length and include benefit coverage regardless of percent effort.
  • The stipend granted with the prestigious fellowship must generally be equal to at least 25% of the faculty member’s Academic Year full-time rate.
  • No sabbatical equity is accrued while on SAL.

Obligations:

  • Return to teach for at least one full year immediately following the SAL, or repay all salary and benefits received while on leave. If you do not return from a paid leave and take a job at another institution, the University will seek reimbursement from your new institution.
  • While on SAL, obligations to graduate students and colleagues are expected to be met. If faculty will be away from the University, arrangements must be made to support graduate students.

Topping Off Award (TOA):

  • The College will define a set of highly prestigious fellowships that will be automatically topped off; the top off for other fellowships will be decided by the appropriate Divisional Associate Dean in consultation with the relevant Chair(s)/Director(s) on a case-by-case basis.
  • If the stipend attached to an award falls short of a faculty member’s Academic Year full-time rate (FTR), the Chair(s)/Director(s) may recommend a TOA. A TOA is not final until the Divisional Associate Dean has approved it, and the College Executive Committee has authorized the leave.
  • Stipend must generally be equal to at least 25% of the faculty member’s Academic Year full-time rate (FTR).
  • TOAs must be recommended by the Chair(s)/Director(s) and be approved by the Divisional Associate Dean.
  • For more details, see “Salary Supplements, aka Topping Off” at http://www.lsa.umich.edu/research/funding/lsafundingsources/salarysupplementsakatoppingoff_ci.  

Procedures:

  • Submit a Non-Sabbatical Leave Request via the Faculty Life Cycle Portal.
  • Include a copy of the award letter identifying stipend amount (upload into the portal).
  • University retirement contributions are only made on salary paid by U-M. If the faculty member is receiving less than full salary, then s/he should contact the Benefits Office at 615-2000 to discuss the implication of reduced pay on retirement contributions.

4.    LEAVE WITHOUT SALARY (LWOS)

Eligibility:

  • A minimum of one year of active duty is required before a faculty member is eligible for this leave.
  • LWOS may not exceed one year.
  • LWOS will not be granted to faculty who hold an offer or are being recruited from another institution.
  • Faculty do not receive salary or benefits from U-M while on LWOS and should contact the Benefits Office for guidance on what benefit options are available.
  • No sabbatical equity is accrued while on LWOS.

Obligations:

  • Return to teach for at least one full year immediately following the LWOS.
  • Before going on leave, faculty must make arrangements to support graduate students.

Procedures:

  • Submit a Non-Sabbatical Leave Request via the Faculty Life Cycle Portal.
  • Because there is no U-M salary paid to the faculty member, there will be no benefits coverage or retirement contributions while on LWOS.
  • LWOS for fall or winter term results in a six-month period without pay or benefits (July 1–December 31) or (January 1–June 30). Faculty members should contact the Benefits Office directly at 615-2000 for guidance on what benefit options are available.

For more information on non-sabbatical leaves see:

Summary Table

 

Type of Leave   Eligibility Sabbatical equity accrued Benefits coverage Retirement contributions
Sabbatical   Tenured faculty with 12 active terms and an active research program No Yes Yes
Duty Off Campus:  

Nurturance leave

Tenure-Track faculty Yes Yes Yes
 

Assigned teaching abroad

Tenure-track/tenured faculty

Yes

 

Yes Yes
 

Assigned research abroad

Tenure-track/tenured faculty Yes Yes Yes
 

Assigned duties away from campus

Tenure-track/tenured faculty Yes Yes Yes
 

For administrative service

Tenure-track/tenured faculty No Yes Yes
Scholarly Activity With Topping Off Awards Tenure-track/tenured faculty with a prestigious external award No Yes Yes
Scholarly Activity   Tenure-track/tenured faculty with a Michigan Humanities Award or a Humanities Institute Fellowship or a Frankel Institute Fellowship No
Yes
Yes
Leave Without Salary   Tenure-track/tenured faculty No No No*

*Note: University retirement contributions are only paid on salary received from U-M; faculty receiving less than full salary should contact the Benefits Office at 615-2000 to discuss the implication of reduced pay on retirement contributions.

APPENDIX I

Nurturance Leaves for Junior Faculty

Nurturance leaves are included in the offer package for all new Assistant Professors to allow time to focus on their portfolios for their upcoming tenure review. These leaves are normally taken in the fourth year following a third year review.

In some disciplines it has proven useful for the faculty member to take the nurturance leave prior to the third year review. A request for an early nurturance leave must be accompanied by Unit assurance that a successful third year review is anticipated, and must be approved by the appropriate Divisional Associate Dean. Early nurturance leave requests should be sent to Mandy Harrison (amvogel@umich.edu), who will handle the approval process in the Dean’s office.

While on nurturance leave the faculty member is released from all teaching and service obligations so that they can focus on research and writing, and address recommendations that came out of the third review. If the third year review finds deficiencies in the faculty member’s teaching record, then the nurturance leave can be used in part to work with CRLT or others to improve teaching.

The nurturance leave is taken administratively as a Duty Off-Campus leave either for one semester at full pay or two semesters at half pay. A leave request is required (even if the faculty member chooses to work on campus) and should be submitted to LSA Divisional Affairs (Mandy Harrison, amvogel@umich.edu, 2150 LSA). Faculty members continue to accrue sabbatical equity during this period.

Faculty Leave Matrix

Applies to:  LSA Chairs, Directors, and Chief Administrators
Related Policies:  N/A
Date Issued:  2009
Date Revised:  July 25, 2016
Owner:  LSA Office of the Dean
Primary Contact:     Academic Affairs Senior Manager

Printable Version

Leave Type Life Cycle Workflow Task Memo to Divisional Associate Dean Regents' Communication Accrues Sabbatical Equity Retirement Contribution Health Benefits MPathways Workflow PAR Paperwork
Sabbatical
(SAB)
Yes Yes–if asking for exception to policy No** No Yes Yes Yes–by AHR/LSA HRTT
Duty Off
Campus
(DOC)
Yes Yes–if asking for exception to policy No** Only for nurturance and assigned teaching abroad or assigned research off campus Yes Yes Yes–by AHR/LSA HRTT
Scholarly
Activity (SAL)
Yes Yes–if asking for exception to policy No** No Yes–based on % of UM salary paid Yes Yes–by AHR/LSA HRTT
Leave Without Salary (LWOS) Yes No Yes–if asking for leave beyond one year** No No No Yes–by AHR/LSA HRTT
Modified Duties (not a leave) Yes No No Yes Yes Yes Yes - DBE
Medical Leave* No (medical release form needed) No No Yes Yes Yes Contact Work Connections and Deb Erskine prior to completing paperwork

*Work Connections must be contacted if any absence exceeds 10 work days.

**Or if any combination of leaves exceeds one year. This does not include modified duties or medical leaves.

Impact of Faculty Leaves on Benefits Contributions

Applies to:  LSA Chairs, Directors, and Chief Administrators
Related Policies:  N/A
Date Issued:  2009
Date Revised:  July 25, 2016
Owner:  LSA Office of the Dean
Primary Contact:  Academic Affairs Senior Manager

Sabbaticals, Duty Off Campus, and Scholarly Activity Leaves

When faculty members are receiving full salary during their leave:

If faculty members are taking a Sabbatical, Duty Off Campus, or Scholarly Activity Leave with full salary, their benefits will continue as normal if they continue to pay their employee contributions.

When faculty members are receiving less than full salary during their leave:

  1. Contact HR/Payroll Service Center at 615-2000 AND
  2. Discuss implication of reduced pay on benefits coverage & retirement contributions.
    1. University retirement contributions are only made on salary paid by UM. When faculty members are receiving outside funding to bring their salary up to their normal full time rate, contact the funding agency to verify if their award monies can be run through UM. IF YES - prepare a PAF (Proposal Approval Form) and check with your Financial contact at UM. This will ensure that the University will continue to make the normal retirement contributions on the faculty member’s behalf.
    2. If the faculty members are on a Scholarly Activity Leave without salary, they are responsible for making arrangements to pay their portion of benefits by contacting the HR/Payroll Service Center at 615-2000.

Leaves Without Salary

When faculty members are not receiving any salary during their leave:

For an approved leave, faculty members may be eligible to continue benefits at their expense, but no retirement contributions are made for faculty on Leave Without Salary (LWOS). They should contact the HR/Payroll Service Center directly at 615-2000 for guidance on what options are available to them.

Since all university year faculty members are paid on schedule 1, salary and benefit coverage for a fall term LWOS will stop on July 1, prior to the start of the leave, and resume on January 1 (assuming a one term leave). Salary and benefit coverage for a winter term LWOS will stop on January 1 and resume on July 1(assuming a one term leave).

Additional Information

Check out the Benefits website.

Forms For Faculty with Tenure home outside of LSA

These forms are for use only if your Administrative home is outside of LSA.  All others should use the Lifecycle Tool.  

Prestigious Fellowships Award

This is a list of LSA Prestigious Fellowships which have been previously supported by the College and which will be automatically topped off. This list does not comprise all highly prestigious awards available to our faculty; it includes prestigious awards received by more than one UM faculty member since the 2010-11 calendar year. In cases of single-recipient high prestige awards, upon approval of support for a second recipient, that award will be moved to this published list.

Awards not on this list may be topped up; such cases will be reviewed on a case by case basis.

Source Name   Position / Award Name
American Academy in Berlin  

Fellowships at the American Academy in Berlin

American Council of Learned Societies-ACLS  

ACLS Fellowships

American Council of Learned Societies-ACLS

 

Ryskamp Fellowships

American Council of Learned Societies-ACLS

 

ACLS International and Area Studies Fellowships

American Council of Learned Societies-ACLS/National Humanities Center

 

ACLS Burkhardt Fellowships

Fulbright  

Distinguished Chair Awards

Guggenheim  

Guggenheim Fellowships

Humboldt Foundation

 

Humboldt Research Awards

Huntington Library

 

Robert C. Ritchie Distinguished Fellowships

Huntington Library

 

Dibner Distinguished Fellows

Institute for Advanced Studies

 

Memberships at the Institute for Advanced Study

Japan Society for Promotion of Science

 

JSPS Postdoctoral Fellowships

Mellon Foundation

 

Mellon Distinguished Scholars in Residence

Mellon Foundation

 

Mellon New Directions Fellowships

National Humanities Center

 

Fellows of the National Humanities Center

National Endowment for the Arts - NEA

 

National Endowment for the Arts Fellowships

National Endowment for the Humanities-NEH

 

National Endowment for the Humanities Fellowships

Simons Foundation

 

Simons Fellowships

Sterling and Clark Art Institute

 

Clark/Oakley Fellowships

Wissenschaftskolleg zu Berlin, Institute for Advanced Study

 

Wissenschaftskolleg Fellowships

Woodrow Wilson International Center for Scholars

 

Woodrow Wilson International Center for Scholars Fellowships