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Chapter IV: Faculty Leaves Of Absence

Section A: Sabbatical Leave

A. Sabbatical Leave

Sabbatical leave is available to those members of the faculty who at the beginning of their proposed leave will have completed six years of actual service to the College since their initial employment or their last sabbatical leave and who hold the rank of assistant professor or above at the time of their application for leave. Any leave of two or more consecutive semesters interrupts “actual service to the College.” There shall be a minimum of three years of service between the end of one sabbatical and the beginning of another.

For one semester, the recipient shall receive full salary if there are no grants from outside sources. If there are grants from outside sources and no extraordinary expenses associated with plans for the leave, the recipient shall receive the difference between full salary and the grants from outside sources. If there are grants from outside sources and extraordinary expenses associated with plans for the leave, the recipient may request the Dean of Faculty to have the sum of the stipend received from the College and grants from outside sources exceed salary. In no case, however, shall the stipend from the College exceed salary.

For two semesters, the recipient shall receive eighty percent of salary if there are no grants from outside sources or if grants from outside sources do not exceed twenty percent of salary. If there are grants from outside sources exceeding twenty percent of salary and if there are no extraordinary expenses associated with plans for the leave, the recipient shall receive the difference between full salary and the grants from outside sources. If there are grants from outside sources exceeding twenty percent of salary and if there are extraordinary expenses associated with plans for the leave, the recipient may request the Dean of the Faculty to have the sum of the stipend received from the College and grants from outside sources exceed salary. In no case, however, shall the stipend from the College exceed eighty percent of salary.

Faculty members on sabbatical leave may not accept gainful employment without the express written consent of the Provost and Dean of the College in each instance.

Application for sabbatical leave is made in writing to the Chair of the department concerned by 15 October in the academic year preceding the year in which the leave is to be taken. The Chair then consults with the Dean of the Faculty, who brings his or her recommendation and that of the Chair to the Provost. Normally this procedure results in granting of leave. Candidates shall be notified by 1 February whether their leaves have been approved. Candidates under consideration for tenure shall be notified shortly after their tenure decision has been made.

The application shall contain a statement of plans for the leave and a report shall be delivered to the Office of the Provost and Dean of the College no later than 1 October following the expiration of the leave. The individual shall, at the same time, give copies of the report to the department Chair to be placed in the individual’s department files.

If, at the end of a six-year period of actual service to the College, postponement of a sabbatical leave is in the best interest of the efficient running of the individual's department, contribution to the College as a whole, or professional growth, such postponement may be granted without delaying the start of the subsequent six-year period of actual service.  The request for such postponement must be made in writing to the Chair of the department concerned by 15 October in the academic year preceding the year in which the leave would otherwise have been taken. The Chair then consults with the Dean of the Faculty, who brings his or her recommendation and that of the Chair to the Provost. Candidates shall be notified by 1 February whether their requests for postponement have been approved. Candidates under consideration for tenure shall be notified shortly after their tenure decision has been made.

Section B: Research Leaves for Tenure-track Faculty

Research leaves for tenure-track faculty are salaried leaves of absence which are granted to assistant professors, with the exception of assistant professors who have chosen to count three years of prior experience, in the Fall or Spring semester of the third year at the College. Tenure-track faculty who claim one or two years of full-time teaching experience prior to their tenure-track appointments may choose to take the semester research leave in the second or third year of their tenure-track appointments.

The duration of the leave is one semester; however, individuals are encouraged to seek outside funding for a second semester.

For one semester, the recipient shall receive full salary if there are no grants from outside sources. If there are grants from outside sources and no extraordinary expenses associated with the proposed research, the recipient shall receive the difference between full salary and the grants from outside sources. If there are grants from outside sources and extraordinary expenses associated with the proposed research, the recipient may request the Dean of the Faculty to have the sum of the stipend received from the College and grants from outside sources exceed salary. In no case, however, shall the stipend from the College exceed salary.

A statement of purpose shall be submitted to the department Chair and the Office of the Provost and Dean of the College by 1 February of the year preceding the research leave.

A report on the research leave shall be delivered to the Office of the Provost and Dean of the College no later than 15 September following the expiration of the leave. The individual shall, at the same time, deliver a copy of the report to the department Chair to be placed in the individual’s department file.

C. Faculty Fellowships

Faculty fellowships are salaried leaves of absence granted to regularly appointed tenured faculty.

Awards are made on the basis of (1) the applicant's demonstrated competence in the area of the projected research; (2) the value of this research as a contribution to the field of knowledge; (3) its benefit to the professional development of the applicant; and (4) its effect upon the academic vitality of the College. It is assumed that scholarly publication ordinarily follows.

The duration of the award is normally one to two semesters.

For one semester, the recipient shall receive full salary if there are no grants from outside sources. If there are grants from outside sources and no extraordinary expenses associated with the proposed research, the recipient shall receive the difference between full salary and the grants from outside sources. If there are grants from outside sources and extraordinary expenses associated with the proposed research, the recipient may request the Dean of the Faculty to have the sum of the stipend received from the College and grants from outside sources exceed salary. In no case, however, shall the stipend from the College exceed salary.

For two semesters, the recipient shall receive eighty percent of salary if there are no grants from outside sources or if grants from outside sources do not exceed twenty percent of salary. If there are grants from outside sources exceeding twenty percent of salary and if there are no extraordinary expenses associated with the proposed research, the recipient shall receive the difference between full salary and the grants from outside sources. If there are grants from outside sources exceeding twenty percent of salary and if there are extraordinary expenses associated with the proposed research, the recipient may request the Dean of the Faculty to have the sum of the stipend received from the College and grants from outside sources exceed salary. In no case, however, shall the stipend from the College exceed eighty percent of salary.

Application for a faculty fellowship shall be entertained by the Committee on Faculty Scholarship. Completed application forms, including the Chair's recommendation and a statement of plans, shall be submitted directly to the Chair of the Committee on Faculty Scholarship by 15 October for fellowships to be granted the following year. Notification of awards shall be given by 1 February.

The number of faculty fellowships granted in a given year depends upon the merits of the research proposals submitted, upon the availability of funds, upon the number of faculty scheduled for leave, and upon the needs of the departments concerned. Faculty fellowships may not be used to supplement sabbatical leave salary. Ordinarily, faculty fellowships are not granted in a year immediately before or after a year in which the applicant has received or expects to receive a College-funded leave.

A report on the faculty fellowship shall be delivered to the Office of the Provost and Dean of the College no later than 1 October following the expiration of the fellowship. The individual shall, at the same time, give copies of the report to the department Chair to be placed in the individual’s department file and to the Chair of the Committee on Faculty Scholarship.

 

Section D: Half-time Leaves

D. Half-time Leaves

The College permits half-time leaves in cases where such leave is to the mutual benefit of the College, the faculty member's department, and the faculty member in meeting his or her personal or professional needs.

Half-time leaves are not made with great frequency and in normal circumstances shall not exceed four years. The presumption is that a faculty member on half-time leave will teach part-time and fulfill institutional responsibilities and other professional requirements throughout the year, rather than alternating full-time one semester with leave of absence in the next.

Half-time leave counts 2 to 1 in tenure and sabbatical time-tables. For example, the maximum of four years part-time is the equivalent of two years full-time. One year half-time leave counts as one semester of service but does not alter the timing of the tenure decision, or the timing of the sabbatical leave.

Application for half-time leave is normally made in writing by 15 October to the Chair of the department concerned. This proposal shall include a specification of half-time teaching responsibilities and appropriate service commitments to the department and the College. The Chair then consults with the Dean of the Faculty, who brings the applicant’s recommendation and that of the Chair to the Provost. The candidate shall be notified by 1 February if the leave is approved for the following year; and by 15 November if the leave is approved for the second semester of the same year.

Faculty on half-time leave have their principal employment at the College of the Holy Cross.

Salaries and pension contributions are calculated pro rata; all other benefits described in Chapter V. of the Statutes of the Faculty are maintained.

Section E: Unsalaried Leaves of Absence

The College makes every effort to cooperate with faculty members who are in a position to secure, from outside agencies, grants for research or post-doctoral study. To increase the ease with which such arrangements can be approved, the faculty member shall discuss plans for leave with the department Chair as early as possible.

Ordinarily a member of the faculty is not granted an unsalaried leave of absence for more than two consecutive academic years (four semesters).

A tenure-track faculty member shall declare by September 15 following the expiration of the leave whether or not she or he chooses to include the year in the probationary count by submitting a statement to the Provost and Dean of the College, with a copy sent to the department Chair.

Section F: Faculty Leaves for Parental and Family and Medical

Parental and Family and Medical leave are available to full-time faculty who hold an appointment of at least one year and who have completed at least one semester of the appointment.

1. Parental Leave

a. Parental leave is available when a child under eighteen years of age or under the age of 23 if the child is mentally or physically disabled, joins the family, e.g. through birth or adoption. Parental leave may be taken by the primary caregiver only. In the case of parental leave, either parent is eligible for primary caregiver status. 

Ordinarily the leave shall be granted for the semester in which the child joins the family (or the semester immediately following, if arrival occurs after the last day of classes and prior to the start of the subsequent semester). A request for parental leave is made in writing by the faculty member to the Dean of the Faculty with a copy to the Chair of the department concerned. In order to facilitate course scheduling, requests shall be made as soon as the faculty member recognizes her or his need.

b. The faculty member shall receive a two-course reduction at full pay in the academic year the leave is taken. The faculty member shall be relieved of all research and service duties for one semester. Should the faculty member elect an additional course release in the academic year of parental leave, the faculty member shall receive a total of 5/6 of her or his yearly salary.

c. Illness or medical disability associated with childbearing shall be considered in accordance with the College’s policy on medical disability.

d. During the leave period, fringe benefits and credit toward sabbatical leave shall continue, and normal salary increments shall be in effect.

2. Family and Medical Leave

a. Purposes for family and medical leave are defined in the College’s Employment Manual (Chapter 3.27). A request for family and medical leave or reduced work load is made in writing to the Provost through the Dean of the Faculty with a letter of recommendation from the faculty member’s department Chair. Requests shall be made as soon as the faculty member recognizes his or her need, preferably at least six months prior to the start of the leave period.

b. Family and medical leave is an unsalaried leave of absence. For a one- or two-semester leave, fringe benefits, credit toward sabbatical leave, and salary increments are handled as for other unsalaried leaves of absence (see Chapter IV.E.). For a workload reduction, compensation shall be commensurate with the level of teaching and service responsibilities retained, while fringe benefits and credit toward sabbatical leave shall continue.

3. Effect of Leaves on Probationary Period Prior to Tenure Decision

Any faculty member granted a parental, or family and medical leave may choose to delay the tenure review by one year. A tenure-track faculty member shall declare by September 15 following the expiration of the leave whether or not she or he chooses to include the year in the probationary count by submitting a statement to the Provost and Dean of the College, with a copy sent to the department Chair.

Section G: Leaves: Other Considerations

For the duration of any approved leave which results in complete cessation of teaching responsibilities, the faculty member shall vacate all positions held on councils, general, standing, and appointed committees of the faculty, and ad hoc committees as described in the Statutes of the Faculty, Chapter III.
 
If the academic leave for parental, childrearing and family emergencies does not result in complete cessation of teaching responsibilities, the faculty member may elect to retain or relinquish his or her place(s) on some or all committees as listed above.
 
Pension contributions for all leaves resulting in a reduction in salary are calculated pro rata. The faculty member on leave retains rights to other faculty and employee benefits and receives the normal salary increments. Before departing from the College on any leave, the individual shall make arrangements with the office of Human Resources for deductions for medical (health and dental) and retirement contributions to TIAA/CREF or Fidelity.