Faculty Leave Information

Important Note: All information listed here was taken from the PPM or other central offices. Please confer with the AT YOUR SERVICE facts and checklists for additional information, or call your benefits representative with more complex questions. This page is to be used only as a helpful navigation tool. If any information here has been replaced or modified, UCSD and system-wide revisions supersede this document. 

Information

An academic appointee is considered to be on a leave of absence (LOA) any time he or she takes a leave from normal duties during the prescribed periods of service. Academic appointees who leave the campus prior to obtaining formal approval are in violation of University policy.

Academic appointees with academic-year appointments are expected to be in residence from the first day of the fall quarter through the last day of the spring quarter, except during official University holidays. The UCSD Academic and Administrative Calendar lists the actual quarter dates and official holidays. Academic-year appointees may not be absent during the periods between quarters without requesting an official leave, unless they are traveling on official University business.

For both academic-year and fiscal-year appointees, periods of academic recess (e.g., periods between quarters) include recess from formal classes, but not recess from research, committee and other administrative duties, or other University obligations.

To request a leave of absence, faculty must complete the online Request for Absence form. Academic Personnel Specialist Robin Ross will review the request and get in touch with you if additional information is needed. You will be notified when your request has been approved by the Chair, and if necessary, the Social Sciences Dean, depending on the length and type of leave. A paper version of the form can also be found in the mailroom next to the fax machine. 

Compensation from all sources may not exceed 100% of UCSD salary and must be approved in advance

An absence during exam week should be an exceptional request only, made at least one month in advance as it must be approved by the Department Chair, the Senior Vice Chancellor for Academic Affairs and the Committee on Educational Policy (CEP). Faculty request for a leave of absence during finals week do not require CEP approval unless the faculty member is instructor of record or mentoring an associate-in that quarter.

Further details: FACULTY REQUEST FOR LOA DURING FINALS WEEK 

Reference #9: Policy on Final Examinations

Academic Family Accomodation

Approval Timeline

  • Approval can take up to several months
  • Formal requests should be submitted at least one full quarter in advance of the leave
  • Exceptions to policy may take up to six months for decision to be made by the UC Office of the President

Leave with Pay

Intended Use: Any leave requested that involves the university paying salary, benefits or both.
Possible Duration: Variable
Restrictions/Constraints: Varies depending on type of leave
Affect Pay: Possibly
Affect Benefits: Possibly
Require Use of Sabbatical Credits: Refer to Extended Leave Policy

  • Compensation from all sources may not exceed 100% of UCSD salary and must be approved in advance

Leave without Pay

Intended Use: Any leave requested that stops the university from paying salary and benefits.
Possible Duration: Up to one year
Restrictions/Constraints: Leave without Pay will not be granted to faculty who accept permanent appointments outside of UCSD
Affect Pay: Yes
Affect Benefits: Yes (can affect service credits as well)
Require Use of Sabbatical Credits: No

Leave without Pay Fact Sheet

Absence Up to 14 Calendar Days

  • Leave requests (with and without pay) up to 14 calendar days or 10 service days
  • Requires advance approval of the Department Chair via e-mail 
  • Used to travel to conferences or to make presentations off-campus
  • Requires finding a replacement instructor for course coverage

Change of Work Location

  • 10 to 60 Service Day Absence During Non-Teaching Quarter
  • Normal duties (including mentoring and service) may be preformed from a remote location to facilitate conference attendance or research/teaching requirements
  • Official duties will not be reassigned
  • Typically may only occur during a non-teaching quarter
  • Request must be made to the Department Chair in writing and requires divisional approval

Sabbaticals

Intended Use: A leave requested as a research opportunity that requires the use of earned sabbatical credits.
Possible Duration: Up to one year
Restrictions/Constraints: Faculty must return to active duty immediately upon their return
Affect Pay: Possibly if sabbatical is below 100%
Affect Benefits: Possibly (can also affect service credits)
Require Use of Sabbatical Credits: Yes

Taking a sabbatical

For more details see Leave Greater than 10 Service Days section

Leave Greater than 15 Calendar Days

  • Leave request with and without pay for 15 caldendar days to one year, or sabbatical requests are at the Dean's Authority
  • Require completion of an Academic Leave of Absence/Sabbatical Form (ALAS) form (prepared by your Academic Personnel Specialist
  • Require approval of the Department Chair and Dean of Social Sciences 
  • The Excecutive Vice Chancellor retains authority for leaves in excess of one year and exceptions to University and campus policies
  • Require the following information e-mailed to your Academic Personnel Specialist:
    • Start and end dates of leave
    • Purpose of the leave (one-page maximum)
    • Location during the leave
    • Paid or Unpaid
    • If a sabbatical, full or partial?
    • Copy of any invitation received from an outside institution
    • Documentation of any proposed outside compensation

o    Between 11 and 30 Service Days

§  Involves forfeiture of sabbatical credit at a pre-set rate

§  Requires finding a replacement instructor for course coverage                    

o    Greater Than 30 Service Days (Sabbatical)

§  Require a written report of activities within 90 days of return to campus

§  Used for scholarly activities

§  Sabbatical credits accrued at the rate of one credit per service quarter in residence

§  Sabbatical credits expended at the rate of nine credits per 100% quarter on leave (partial sabbatical acceptable)

§  Normal pay and benefits are received (except in some partial sabbatical cases)

§  University service not required for the duration of the leave

§  Sabbatical-in-residence requires fewer sabbatical credits expended

§  Faculty will teach one course that meets at least 3 hours per week

§  A faculty member on sabbatical leave in residence who meets this teaching requirement shall be freed from all other teaching obligations and from all committee and administrative work

Greater Than 30 Service Days (Leave without Pay)

 

§  Used when receiving outside funding or opting for no UCSD pay for leave duration.  See CIO-Conflict of Commitment/Outside Professional Activities policy and APM 025

§  Require permission to Engage in Category I Activity

§  Benefits implications: faculty who will be accepting payment from an outside source during the leave may elect to continue UCSD benefits by paying for premiums, or may opt to discontinue benefits

Leave of Absence Form

Place your request online here.

A paper version can also be found in the Sociology mailroom next to the fax machine. For fastest processing time, please submit online at the link above.

You may refer to the Academic Leave Policy (PPM Online 230-10 Personnel-Academic) for more details.

You can also refer to the UCnet resources for some of the most common questions and answers regarding paid leave, leave without pay and sabbatical leave.