Sabbatical Process - Non-Tenure Earning
Faculty and Academic Affairs

Clinical Educator, Scientist Educator, and Research Scientist Pathways

Effective August 1, 2005

 

2014-2015 Information

Application
Timeline

Policy

Scope and Purpose
Eligibility for Award

Policy Cont'd

Support Available
Conditions of Award
Award Criteria
Application and Review Process
Notification Process
Employment during a Sabbatical

 

Scope and Purpose

The University of South Florida Vice President for Health and Dean of the Morsani College of Medicine authorizes a College sabbatical leave program with pay for eligible faculty not covered by the USF Faculty Rule, 6C4-10.104(17)(a).

This policy affects full-time, Core Faculty of the University of South Florida Health, Morsani College of Medicine at the rank of Associate Professor or Professor, who are non-tenure-earning, excluding those in administrative positions at the level of chair/director and above. Faculty may be either on the Clinician Educator or Research Scientist pathway.

Sabbaticals are granted to faculty to increase a faculty member's value to the University through enhanced opportunities for professional renewal, educational travel, study, formal education, research, writing or other experience of professional value, not as a reward for service.

The Office of Faculty Affairs will announce the sabbatical application process in the spring. Each year, one sabbatical will be awarded for each 40 eligible, non-tenure earning faculty members on a clinical or research pathway. Eligible faculty must have at least six (6) years' full-time service with the University.

Faculty members considering applying for a Sabbatical Leave should confirm with the USF Health Human Resources Office, MDC 28, (813)-974-9354, that any reduced salary as the result of the Sabbatical will not negatively impact their employee-paid benefits.

In accordance with the College Faculty Bylaws, the College Appointment, Promotion and Tenure Committee (APT Committee) will review all applications for sabbatical and make recommendations to the Dean for approval or non-approval.

Refer to the Timetable for the application process schedule.

Return to top

 

Eligibility for Award

Full-time members of the Core Faculty with the rank of Associate Professor or Professor, who are non-tenure-earning and who have at least six (6) years of full-time employment with the University of South Florida, Morsani College of Medicine, or the equivalent, are eligible to apply for Sabbatical Leave. This policy does not apply to "Visiting" faculty and those in administrative positions at the level of chair/director and above. Eligible faculty may also apply for subsequent Sabbatical Leave after each additional six (6) years of full-time service.

A non-tenure-earning faculty member who is compensated, in part, through a contract or grant may receive a sabbatical only if the contract or granting source specifically allows a sabbatical in the conditions of award or funding agreement and the faculty member meets all other eligibility requirements.

Return to top

 

Support Available

The Dean will provide funding to guarantee a salary payment during the sabbatical that will be calculated based on an annual salary of $40,000 or one half of the College average tenured salary, whichever is greater for a maximum of four months. Here are some examples:

  • A four month sabbatical is approved for an eligible faculty member whose annual salary is $35,000. His/her salary for the duration of the sabbatical would be 1/12 of $40,000 (or the average college tenured salary whichever is greater) which equals $3,333.33 per month times four months for a total of $13,333.

  • A four month sabbatical is approved for an eligible faculty member whose annual salary is $55,000. His/her total salary for the duration of the sabbatical would be 1/12 of $40,000 (or the average college tenured salary whichever is greater) which equals $3,333.33 per month times four months for a total of $13,333.

Upon mutual agreement between the faculty member and his/her department chair/supervisor, the sabbatical may be requested for one to four months.

The faculty member must arrange any other salary support, other support and the payment of fringe benefits from other sources, if and as applicable. No moving expenses or other expenses will be provided by the Morsani College of Medicine or USF Health

Compensation from the Academic Support Fund and related UMSA benefits are not provided during a Sabbatical Leave and must be arranged by the faculty member with his/her department Chairperson or program on an individual basis relative to contributions to the Department or program and are not to be considered an entitlement.

Return to top

 

Conditions of Award

Sabbatical leaves are considered assigned duties. Faculty members should be evaluated while on such leave in a manner appropriate to the assigned duties involved. It is the responsibility of the faculty members to provide data for evaluation of their performance while on leave, consistent with the purpose of the sabbatical.

Within 30 days after returning from the sabbatical, the faculty member must provide to the Dean and the Vice President a concise written report of accomplishments during the sabbatical. This report shall include information regarding the activities undertaken during the sabbatical, the results accomplished during the sabbatical as they affect the employee and the College, and research or other scholarly work produced or expected to be produced as a result of the sabbatical.

Faculty members who accept the benefit of a Sabbatical Leave are expected to return for full-time employment at the University of South Florida Health for a minimum of one full year (12 months) following completion of the sabbatical. If there are to be agreements to the contrary, they must be reduced to writing prior to participation. In those instances in which the faculty member neither returned to College duties for a least one year nor had a written agreement to the contrary, the faculty member may be required to return to the College the salary received during the program.

Return to top

 

Award Criteria

The criteria for awarding Sabbatical Leave to eligible faculty are:

  • A completed application is submitted with all required documentation;

  • The proposed course of study and academic enrichment will substantially benefit the professional knowledge and/or skills of the faculty member in areas relevant to his/her career development at USF,

  • It will substantially benefit the teaching, research, and/or clinical programs of the involved department and contribute to its further development, and

  • It is consistent with the Mission, Vision, Values, Goals and Objectives of the College and USF Health.

Return to top

 

Application and Review Process

The application for this Morsani College of Medicine Sabbatical Leave policy for faculty on the Clinical Educator and Research Scientist pathways may be obtained from the USF Health Office of Faculty Affairs website and shall be submitted as outlined in this policy.

  • Eligible faculty complete a USF Health Application for Sabbatical Leave Form, including a detailed outline of their planned sabbatical program, and submit it along with a current Curriculum Vitae to their Department Chair.

  • When the sabbatical involves assignment at another institution or organization, include a letter of acknowledgement from that institution or organization verifying the assignment.

  • The Department Chair evaluates the request and writes a letter of endorsement or non-endorsement to the Dean, outlining the potential impact the leave will have on the faculty member, the department and the College, including a statement about whether or not a staffing hardship will result that should warrant denial of the sabbatical for this year, as well as a statement of departmental funding commitment, if applicable.

  • The Department Chair forwards his/her endorsement or non-endorsement letter with the faculty member's request to the Associate Dean for Academic Affairs for submission to the College APT Committee for review and recommendation.

  • The College APT Committee will determine if the application is complete and the application package contains all required documents. If an application is judged to be incomplete, it will be returned to the applicant with a specific written statement of the deficiency. To expedite the process, the Committee Chair/designee will telephone the applicant, in addition to sending the written statement of deficiency. A resubmitted application must be received by the APT Committee Chair/designee no later than one week from the date of the receipt of the notification of deficiency in order to be reconsidered.

  • The College APT Committee shall consider the following factors in the review of sabbaticals:

    • Length of service since previous sabbatical or initial appointment.

    • Leaves of Absence from teaching, research, or clinical assignments.

    • The benefits of the proposed program to the faculty member, the department, and the profession. The sabbatical must increase the faculty member's value to the University through enhanced opportunities for professional renewal, planned travel, study, formal education, research, writing, acquisition of clinical skills, or other experience of professional value.

    • Consistency with the Mission, Vision, Values, Goals and Objectives of the College and USF Health.

    • The ability to accomplish on sabbatical a task that otherwise could not be accomplished and the overall likelihood of success.

    • The completeness of the sabbatical work plan, including a timeline.

  • The College APT Committee submits the complete application package and Committee recommendations to the Associate Dean for Academic Affairs, MDC 49. All applications forwarded to the Associate Dean for Academic Affairs for review must contain a statement of endorsement or non-endorsement by the department Chair, a statement from the Chair regarding the impact on the department/unit staffing conditions, funding commitments, if any, and all other required documentation, including the statement from the College APT Committee.

  • The Associate Dean for Academic Affairs reviews the application packages and College APT Committee recommendations, and endorses or does not endorse each one on behalf of the dean.

Return to top

Notification Process

When possible, the Associate Dean for Academic Affairs or designee will send out notification of sabbatical awards within one week of making a final determination.

A selected faculty member should notify the Associate Dean for Academic Affairs of acceptance or rejection of a sabbatical. A decision on acceptance or rejection of a sabbatical, or at least an expression of intention, should be made no later than two weeks after receiving notification, provided that those whose sabbatical plans are depending upon other factors (supplemental income, grant decisions, etc.) may indicate a conditional acceptance.

Prior to taking a sabbatical leave, the leave request must be approved in advance in writing by the Dean/designee.

Upon approval of the Application for Sabbatical Leave, the department prepares an Appointment Status form to begin the faculty member's leave, even if the leave is with full pay, and submits it to the Office of Faculty Affairs, Maildrop MDC 53.

Return to top

 

Employment During a Sabbatical

Employment unrelated to the purpose of a sabbatical is subject to reporting of outside activities in advance on the prescribed University form.

Salary from sources other than the University received by a faculty member on sabbatical normally will result in reduction of the University salary to bring the total income to a level comparable to the faulty member's normal salary. However, in consideration of certain extenuating circumstances, i.e., salary received from an entity for work that is fundamental to the accomplishment of sabbatical purposes, the faculty member may request consideration of waiver of this requirement.

Faculty on sabbaticals may receive salary from USF grants or contracts at a level that would make total compensation equal to the faculty member's full-time salary for the sabbatical period. In order for a faculty member to use grant/contract funds to supplement salary while on sabbatical the following conditions must be met:

  • the nature of the grant/contract activity must be congruent with the proposed sabbatical activities and participation in the grant/contract activities must contribute to the accomplishment of sabbatical objectives;

  • the granting/contracting agency must allow for such an arrangement;

  • gross salary drawn from the grant/contract during the sabbatical period cannot exceed the amount not covered by sabbatical pay;

  • the faculty member must be named in the grant/contract and appear as a budgeted salary line item;

  • the faculty member's chair/director must submit written verification to the Dean and the Office of Faculty Affairs that the above conditions have been satisfied.

Return to top