APPLICATION FOR SABBATICAL LEAVE AND LEAVE OF ABSENCE GUIDANCE NOTE Applications to the Principal acting on behalf of the Staff Policy Committee, for sabbatical leave, unpaid leave, or leave on part-pay for periods of one month or more, whether in term- time or vacation (excluding annual leave), should be submitted in the format set in the attached papers. Completed applications should be forwarded to the Head of Department or Division who should complete the proforma and attach it to the application form. In the case of Clinical Academic Staff holding NHS contracts, the Head of Division is asked to make known to the Principal acting on behalf of the Staff Policy Committee, the view of the NHS provider. The Heads of Department or Division should then forward the completed application and attached pro-forma to the Secretary to the Staff Policy Committee (currently the Director of Personnel) for processing. REQUEST TO THE STAFF COMMITTEE FOR SABBATICAL LEAVE OR LEAVE OF ABSENCE TO BE COMPLETED BY THE APPLICANT Name: Dept/Division: Appointment: Date first appointed: Type of Leave requested : Sabbatical leave/Unpaid Leave/Other (Please specify) Period of leave :from: :to: Purpose of leave : Where will you be based : Will you be employed by another Institution? (If so, please give the financial terms of the appointment). Will you be undertaking any teaching or other duties elsewhere during the period of leave? If so, please give details. Please describe the exact nature of the work you plan to do during your leave, giving details of intended publication(s) and how it relates to earlier or present work? Please list all previous periods of leave (whether paid or unpaid) since joining the College:- Period Type of Leave Work accomplished/ Relevant publications Signed: ...................................................... Dated: - ...................................................... REQUEST TO THE STAFF COMMITTEE FOR SABBATICAL LEAVE OR LEAVE OF ABSENCE STATEMENT BY HEAD OF DEPARTMENT/DIVISION Name of Applicant: I support/do not support* the application for leave. Please give reasons, including details of the applicant’s previous published work: Please explain how the Department/Division will provide for the applicant’s teaching, administrative, examining and supervisory duties if leave is granted. Heads of Department/Division are expected to ensure that leave is planned so that the effective operation of the Department/Division is assured. Please explain any budgetary implications. Signed: Name: Department/Division: Date: * delete as applicable GUIDANCE NOTE ON LEAVE OF ABSENCE [This document should be read in conjunction with Appendix 1 (attached) to the Conditions of Service for Academic Staff: Sabbatical Leave and Leave of Absence] 1. Leave of absence, particularly where salary is continued and the time is to be devoted to research, is an important feature of College life and follows directly from the College’s Mission Statement. It serves not only to reward and motivate staff, but above all to promote the College’s research output, which is vital to the College’s future. It is therefore important that leave should be granted on a fair and equitable basis across the College. 2. Leave of absence is defined as a period during which a member of staff is released from all normal duties to concentrate on particular work, which will normally have been described in the application for leave. The staff member is normally free to work anywhere and is not required to attend College. Leave of this kind may, however, be subject to a requirement to perform certain duties or tasks. 3. Members of staff may be required to carry out College duties elsewhere for example, attendance at certain conferences or meetings, international student recruitment trips, research activity funded by grants paid to the College (such as physicists working at CERN in Geneva or astronomers visiting overseas telescopes). Strictly speaking, such visits of reasonably short duration do not constitute “leave of absence” at all, but they do require the Head of Department/Division’s approval, which should be properly recorded in writing and filed. Heads should be careful not to confuse such “approved absences” with cases where leave of absence is required. 4. Leave of absence of all kinds (paid and unpaid) can be granted only by the College, except for periods of one month or less, where it is a matter for the Head of Department (see further para. 6 below). All other requests and applications must therefore be considered by the Principal acting on behalf of the Staff Policy Committee. In no circumstances is the granting of leave in excess of one month delegated to Heads of Department/Division, even where replacement teaching/cover for other duties is not required. 5. There are three kinds of leave of absence: (i) Leave without pay [see para.7 below] (ii) Leave with pay to which the member of staff is entitled (“sabbatical leave”) [see para. 8 below]. (iii) Leave with pay outside the member of staff’s entitlement [see para 9 below]. In addition, there is the Head of Department/Division’s power to reallocate duties [see para. 11 below]. 6. Leave of absence of one month or less may be granted at the discretion of the Head of Department/Division, whether on full pay or without pay. Any case where pay is to be continued and the individual is to be remunerated by another body for any activity during the period of leave should be referred to the Principal for approval. The power of the Head of Department/Division to grant leave of up to one month should not be used in such a way as to circumvent the role of the Principal acting on behalf of the Staff Policy Committee by, for example, granting several periods of a month’s leave in quick succession. 7. Leave of absence without pay may be granted to enable the member of staff to pursue a research project funded by another body, to undertake a paid position elsewhere, e.g. as visiting professor or on secondment, or for personal or compassionate reasons. The Principal acting on behalf of the Staff Policy Committee will have regard to the value to be derived by the individual and by the College following the period of leave, the needs of the Department, the length of leave requested, and any previous periods of leave, paid or unpaid. It is not the case that an application for unpaid leave will necessarily be successful because the College makes a saving on the salary. Where an application is to be submitted to an outside body for support that will give rise to an application for unpaid leave, it is essential that this should be discussed with the Head of Department/Division prior to submitting the formal application to the outside body. The Head of Department/Division may wish to consult the Principal informally. Payment of National Insurance and USS contributions during a period of unpaid leave are covered by paragraph 2.5(iv) of Attachment B. 8. Leave of absence on full pay may be granted to enable the member of staff to pursue research (or, rarely, a course of study). Members of the academic staff are entitled to such leave - “sabbatical leave” - but approval is subject to “the academic merits of the application”. This refers not only to the quality of the proposed project but also the applicant’s ability, based on past performance, to complete the project satisfactorily. The Committee will normally expect to see a successful track record of research and publication before granting sabbatical leave. Those who have held demanding administrative or managerial posts, such as Head of Department/Division, Academic Dean or Vice-Principal, will have this taken into account in dealing with an application. Although it is not open to the Principal acting on behalf of the Staff Policy Committee to reject an application for sabbatical leave that comes within the entitlement and which meets these academic criteria, he may determine its timing in the light of the Department’s needs. 9. Leave of absence on full pay to which the staff member is not entitled, or in excess of the entitlement, may be granted in exceptional circumstances. 10. The granting of leave of absence of any kind has no automatic implications for a replacement or for the provision of funds for supplementary teaching or to provide cover for any clinical service responsibilities. The general expectation with respect to paid leave is that neither a replacement nor additional funds will be provided, but there may be circumstances when a replacement or some bought-in teaching will be necessary. Each case will be considered on its merits. In cases of unpaid leave, Heads of Department/Division are advised to consult their sectoral Vice-Principal first on the subject of any replacement teaching or supplementary funds before making a recommendation to the Principal acting on behalf of the Staff Policy Committee. 11. Heads of Department/Division have the power so to allocate teaching and other duties at a particular time that a staff member is given more time to devote to a particular research project or piece of writing. For example, a staff member may have a heavier teaching load in one term to permit a lighter load, or even no load, in another. A member of staff benefiting from such a re-allocation of duties is nevertheless expected to continue administrative duties, supervision of research students and to attend at the College for departmental meetings and the like. There is thus a very clear distinction between leave of absence, which only the College can grant, and a re-allocation of duties to allow additional research time, which lies within the normal discretion of a Head of Department/Division. 12. Heads of Department/Division are encouraged to make use of this flexibility in order to maximise department/division’s research output. 13. Applications for leave of absence of more than one term should formally be made at least two terms in advance. Subject to this, applications may be submitted to the Personnel Office at any time. Decisions of the Principal acting on behalf of the Staff Policy Committee will be reported to the Committee at its meeting in the second term. 14. At the end of the period of leave, a report summarising the work / research undertaken should be submitted to the Secretary to the Staff Policy Committee (Director of Personnel). The report is due within 3 months of the end of the agreed period of leave. Sabbatical Leave and Leave of Absence Appendix 1 to the Terms and Conditions of Academic Staff [ 1. Entitlement The College regards sabbatical leave as most important to the personal and career development of members of the Academic Staff. Academic staff on indefinite contracts may apply for sabbatical leave which will benefit teaching and/or clinical activity through scholarship and/or study. Approval of Sabbatical Leave and Leave of Absence is at the discretion of the Principal acting on behalf of the Staff Policy Committee. Subject to approval being granted on the academic merits of the application, a member of staff may apply to take sabbatical leave such that the total does not exceed one year in every seven year period commencing on appointment. 2. Financial Arrangements (i) Sabbatical leave is normally granted on full pay, on condition that the member of staff is not in receipt of other remuneration. (ii) Applications for leave of absence with or without pay, or on part-pay, other than sabbatical leave, which are in excess of one month, shall be subject to the approval of the Principal acting on behalf of the Staff Policy Committee and shall be considered on the basis of their academic merit, the individual's length of service and previous periods of leave. Applications should be submitted to the Secretary of the Staff Policy Committee together with a recommendation of any replacement teaching requirements. (iii) During periods of part pay the College will meet the member's share of USS contributions. (iv) During periods of unpaid leave the College will meet the member's share of USS as required by current legislation. (v) Applications for leave of absence from Heads of Departments (non-medical) should be accompanied by a statement from the Academic Dean. (vi) Applications for leave of absence from Directors of Institutes, School of Medicine and Dentistry should be accompanied by a statement from the Warden. (vii) Where applications are received from within the School of Medicine and Dentistry, there will be a need to ensure that, if NHS duties cannot be covered from reallocations of staff within the Clinical Academic Unit, it may be necessary to explore with the Trust how to make financial arrangements for locum cover during the period of leave. 3. Current Procedures 3.1 The procedures, which currently apply to consideration of applications for sabbatical leave, are as follows: - 3.2 The timing of sabbatical leave and any replacement teaching provision should be approved by the Principal acting on behalf of the Staff Policy Committee on the recommendation of the Head of Department/Director of Institute. 3.3 Leave of Absence: Leave of Absence with pay or on part pay or without pay may be granted in addition to or instead of sabbatical leave. 3.4 Procedure for Approval: i) For periods of one month or less, leave of absence will be granted at the discretion of the Head of Department/Director of Institute. ii) For periods longer than one month applications should be submitted to the Secretary of the Staff Policy Committee together with the recommendation of the Head of Department/Director of Institute and a statement of any replacement teaching requirements. iii) Applications for absence of more than one term should normally be made at least two terms in advance. (iv) All applications for Sabbatical Leave and Leave of Absence should be submitted indicating explicit dates for the proposed period of absence.