Academic Affairs and Personnel

Synopsis of Academic Personnel Manual Section 740

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I. Policy

Sabbatical leaves are granted in accordance with regulations established by the President and under principles affirmed in Regents Policy 2305, which is also outlined in APM 740.  For qualifying titles see APM-740-11.

 

II. Purpose

The purpose of sabbatical leaves is established by The Regents and is set forth in Regents Policy 2305  sections 5, 6, and 7 and are quoted in part below:

1. At the University of California, sabbatical leaves are granted and in the past have been granted to permit faculty members to maintain and improve teaching skills and scholarly ability and proficiency by engaging in periodic and intensive programs of research and study;
2. Sabbatical leaves of absence have been and continue to be granted in recognition of the fact that they are appropriate, helpful, and necessary to enable faculty members to fulfill their professional obligations to the University; and
3. Research or other academic accomplishment is and has long been expected of those members of the academic staff of the University of California who are given sabbatical leaves of absence.

 

III. Types

Sabbatical leaves are of two types, as provided in APM 740-8: 

1. Regular sabbatical leave provides salary at varying percentages of regular salary, depending on the amount of accrued sabbatical leave credit, and the option elected by the eligible faculty member (see charts on the following pages). One on such regular sabbatical is excused from all regular duties to enable the individual to devote full-time to research and/or study.
2. Sabbatical leave in residence at the University may be taken by a member of the teaching staff who is eligible for a regular sabbatical and who, in addition to a program of research and/or study at one of the University campuses, will teach at the home campus or another campus, one class which meets regularly at least three hours each week during each term of the sabbatical period; or will perform an equivalent amount of instructional service in a course or in a clinical setting regarded as essential to the program of that campus. One on sabbatical leave in residence shall be freed from all other teaching obligations and from all committee and administrative work.

 

IV. Qualifying Service

A. Credit Toward Eligibility

Credit toward eligibility to apply for sabbatical leave is accrued by an academic appointee for each full quarter or semester of half-time or more service. See APM-740-11-a for the list of qualifying academic titles.

B. Separation

Service with the University must be continuous to provide eligibility credit toward sabbatical leave. Any separation from the University, other than by approved leave of absence, interrupts continuous service.

Credit toward sabbatical leave accrued prior to an interruption of University service is not reinstated upon the return of an appointee to qualifying service.

C. Intercampus Transfer

Credit toward eligibility to apply for a sabbatical leave is in no way forfeited or otherwise affected by an intercampus transfer within the University.

D. Non-Accrual Periods

Credit toward eligibility to apply for sabbatical leave is not accrued during a period of:

1. Sabbatical leave;
2. more than half-time appointment to University - sponsored research programs as described in  APM 740-11(h). 
3. Leave of absence with pay for one quarter or semester or more except as authorized by the Chancellor at the time the leave is granted;
4. Leave of absence without pay; including leave to accept a fellowship or grant, to accept a visiting or other appointment in another university or college, to serve overseas on a technical assistance project not administered by the University, or to serve at the Lawrence Berkeley Laboratory, the Lawrence Livermore National Laboratory, or the Los Alamos National Scientific Laboratory;
5. less than full-time service while a registered student or degree candidate on any campus of the University; or
6. summer research or Summer Session teaching.

 

V. Restrictions

1. Accrued University service in excess of the amount required for the current sabbatical leave may be carried forward to apply toward eligibility for the next succeeding sabbatical leave. The maximum number of credits which may be accrued prior to any sabbatical leave is equal to the number of credits required for a maximum sabbatical leave plus one year of credit. For Academic-Year appointees, this maximum accrual is 30 quarters or 20 semesters and for Fiscal-Year appointees the maximum accrual is 40 quarters or 10 years. The Chancellor may approve deferral beyond the above-stated maximum.
2. A sabbatical leave normally shall be granted only at a time when it will not disrupt the teaching program or other vital operation of the University.
3. A sabbatical leave for an Academic-Year appointee shall be timed so that it starts and ends on dates established in the academic calendar for the beginnings and endings of quarters or semesters.
4. A sabbatical leave of absence shall be granted by the University and accepted by the recipient only with the understanding that the recipient, immediately following the leave of absence, will return to University service for a period at least equal to the period of the leave; except that, with the approval of the Chancellor, the return to service may be delayed during a period of leave without pay not longer than the period of the sabbatical leave. Failure to return to regular University employment after sabbatical leave for a period at least equal to the period of the leave shall create an obligation on the part of the appointee to refund the entire salary received for the period of a regular sabbatical leave, or two-thirds of the salary received for the period of a sabbatical leave in residence. This requirement for repayment may not be waived without the specific approval of the Chancellor.
5. A sabbatical leave shall not be approved for an individual who has been issued a notice of non-renewal or termination of appointment.
   
   A sabbatical leave should not be approved for an individual if there is strong evidence that the individual's appointment will be terminated prior to what would otherwise be the closing date of the period of a sabbatical leave plus the period of return to service, as required in the paragraph above. Such cases must be examined carefully by the appropriate academic administrative officers.
    
6. When sabbatical leave is granted to an eligible academic appointee who also holds an appointment in a research unit, state-supported sabbatical leave replacement funds shall not be used to employ a temporary replacement in the research unit concerned.

 

VI. Periods of Sabbatical Leave

The periods of sabbatical leave are determined by the appointment status (Academic Year or Fiscal Year) of the recipient and by the amount of credit accrued within a period of continuous qualifying service.

A sabbatical leave in residence on other than the home campus shall require the approval of the Chancellors of both campuses.

A regular or in residence sabbatical leave for an appointee shall never exceed one year at full salary, regardless of the amount of credit accrued.

 

VII. Compensation During Sabbatical Leave

Sabbatical leave salary shall be based on the rate of the appointee’s regular salary for the appointment held during the period for which the leave is scheduled or at varying percentages of such regular salary as specified in the charts following APM 740-99 (pdf).

Please see APM 740-18 (pdf) for the policy on compensation during sabbatical leave.

 

VIII. Other Employment During Sabbatical Leave

Sabbatical leave shall not be used as a means of augmenting personal income. Except as provided in APM 740-18 (pdf), a recipient shall not accept gainful employment during a sabbatical leave.

1. This restriction applies even to some employment permissible when not on sabbatical leave, such as employment by University Extension (see APM-662, 663), and applies also to outside employment including full-time or part-time employment by or consulting for another university, domestic or foreign, excepting only appointment to a government-sponsored exchange lectureship as indicated below.
2. This restriction does not apply to:
   1. For an Academic-Year appointee, the period between the last day of the Spring term and the first day of the Fall term;
   2. The vacation period accrued by a Fiscal-Year appointee during the period of the appointee's sabbatical leave. See also APM 740-4-f;
   3. Acceptance of a fellowship, personal grant, or government-sponsored exchange lectureship for the period covered by the leave if such acceptance promotes the accomplishment of the purpose of the leave and is approved in advance by the Chancellor. (The fellowship or grant given to an individual in recognition of the individual's distinguished achievement without stipulation as to work or service expected is to be distinguished from the stipend or compensation for service performed on a research project.)
   4. Acceptance of nominal honoraria in connection with lectures delivered as part of the sabbatical leave project. Formal lectures, whether or not accompanied by honoraria, shall be included in the report of the visits to institutions prescribed by APM-740-97-a.

 

IX. Authority

All Deans have authority to approve sabbatical leaves:

1. All full and partial sabbatical leaves;
2. Approval of changes in terms of approved sabbatical leaves; and
3. Approval of sabbatical supplementation from non-19900 funds.

A sabbatical leave in residence on other than the home campus shall require the approval of the Chancellors of both campuses.

 

X. Application

Application for sabbatical leave shall be submitted to the Department Chair for recommendation of approval to the Dean. The request should indicate:

1. A brief history of the project, from inception through progress to date and projection as to completion date. This history shall include a description of the applicant's preparation and any significant contributions already made in the field of activity with which the project is concerned;
2. Significance of the project as a contribution to knowledge, to art, to a particular profession; or as an expected contribution to the applicant's increased effectiveness as a teacher and scholar;
3. Name(s) of the location(s) or institution(s) where the project will be carried on, and the names of authorities, if any, with whom it will be conducted;
4. Assurances of cooperation, or authorization to conduct the project, received from individuals, institutions, or agencies;
5. Description of all financial support expected during the sabbatical leave, including any fellowship, grant, government-sponsored exchange lectureship, or payment for contract research. See also APM 740-18 and 740-19.

Once the Dean has approved the Sabbatical Leave, forward supporting documentation and appropriate form to the Academic Affairs and Personnel Office.

 

XI. Report of Results

Within ninety calendar days following return from leave, the recipient of a sabbatical leave shall submit to the Chancellor a concise report of the results of the leave, to include the following:

1. Account of activities during the leave, including travel itineraries, institutions and locations visited, persons with whom there was extensive consultation or collaboration, and any formal lectures delivered;
2. Statement of progress made on the project as proposed in the application;
3. Explanation of any significant changes in the project;
4. Appraisal of the relationship between the results anticipated in the leave project statement and those actually achieved; and
5. Statement of future activity related to the project, including plans for completion of the project and publication of results.

The report shall become a part of the supporting materials submitted with any proposal for subsequent promotion or merit increase.

 

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Sabbatical Leave Credit for Academic-Year Appointees on the Quarter System

Academic Personnel Manual Section 740

Chart I

 

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Sabbatical Leave Credit for Fiscal-Year Appointees on the Quarter System

Academic Personnel Manual Section 740

Chart II

 

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Sabbatical Leave Credit for Academic-Year and Fiscal-Year Appointees  on the Semester System

Regular Sabbatical (Off-Campus)

Academic Personnel Manual Section 740

Chart III

[1] Academic-Year appointees accrue three quarters of sabbatical leave credit per calendar year, excluding periods of leave of absence without salary.

[2] Salary is an average which may be paid unequally in different terms of leave.

[3] Or regular salary if sabbatical leave is taken in residence.

[4] Fiscal-Year appointees accrue four quarters of sabbatical leave credit per calendar year, excluding periods of leave of absence without salary.

[5] Salary is an average which may be paid unequally in different terms of leave.

[6] Or regular salary if sabbatical leave is taken in residence.

[7] Fiscal-Year appointees accrue sabbatical leave in half-yearly intervals, excluding periods of leave of absence without salary. Six months or one year sabbatical leave credits apply to Fiscal-Year appointees only.

[8] Salary is an average which may be paid unequally in different terms of leave.

 

 

 

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Revised 10/13/99

Web page updated 7/19/22