Sabbatical Leave

OVERVIEW

The object of sabbatical leave is to enable a full-time academic employee to increase his/her professional efficiency and usefulness to the University by leave for study and research. In addition to fulfilling the time/service requirements, a condition for the granting of a sabbatical is the potential benefit the University will receive as a result of the sabbatical. When the employee is a research project director, program director, or principal investigator, approvals must be requested from the funding source.

APPLICABLE REGULATIONS

Employees

Louisiana State University and Agricultural and Mechanical College - By-Laws and Regulations - 3.1 - Sabbatical Leave
LSU Health Sciences Center - Employee Handbook - 3.10 Sabbatical Leave
LSU Health Sciences Center - Faculty Handbook - 3.1.2.9 Sabbatical Leave

ADDITIONAL REGULATIONS
Employees Who Are Recipients of Federal Research Grants (NIH, NSF, DOD, etc.) 
Public Health Service Grants Policy Statements (9505)
Postaward Administration Status or Absence of Program Director, Project
Director, or Principal Investigator

Employees Who Are Recipients of Awards Made by Foundations, Associations and Pharmaceutical/Device Companies
Policies, Procedures of Agency and/or Section of Contract Addressing Absence of Principal Investigator or Project/Program Director

POLICIES

Employees
Full-time academic employees at the rank of Instructor (or equivalent) or above, who have completed at least six (6) continuous years of service on the campus without having received leave with pay, may petition for sabbatical leave for study and research.

Only under unusual circumstances may sabbatical leave be approved for the purpose of seeking a higher degree.

Persons employed on a 12-month basis may be granted 12 months' leave with one-half pay or six months' leave with full pay.

Persons in positions supported by nonrecurring funds may qualify for sabbatical leave only if the guaranteed period of support for the position is sufficient to cover the period of leave and the required service subsequent to the leave.

Persons paid from grant or nonrecurring funds will usually need documentation that the cost of the leave is supportable by the funding source.

A member of the academic staff who is granted sabbatical leave shall be required to return to his University duties for at least a year before accepting employment elsewhere.

Persons may not accept employment during sabbatical leave unless such employment is approved in advance by the Chancellor and the President as supportive of the purposes of the leave.

ADDITIONAL POLICIES
Employees Who Are Recipients of Research Grants

Whenever there is to be a significant change in the level of participation in the approved project by the project director, program director, or principal investigator, as named on the Notice of Grant Award or in the contract, the grantee institution should notify the awarding office as soon as such information is known, but no later than 30 days before the expected date of departure or change in participation level.

Since approval of a project has, to some extent, been based on the participation and/or qualifications of the named program director, project director, or principal investigator, grantee institutions are required to notify the awarding office of the proposed alternative plans for conducting the activity.

If the arrangements proposed by the grantee institution, including the qualifications of any proposed replacement, are not acceptable to the awarding agency/association or business, the grant may be terminated. If the grantee institution wishes to terminate the project because it cannot make suitable alternate arrangements, it should notify the awarding office of its intent and the awarding office will forward closeout instructions.

DEFINITIONS

Award
The provision of funds, based on an approved application and budget, to an organizational entity to carry out an activity or project.

Grantee 
The organization awarded a grant or agreement by a federal agency, private association or for-profit business entity. This organization is responsible and accountable for the use of the funds provided and for the performance of the grant-supported project or activities. The grantee is the entire legal entity even if a particular component is designated in the award document. The grantee is legally responsible and accountable for the performance and financial aspects of the grant-supported project or activity.

Leave
Official permission to be absent from work for a specified period of time.

Prior Approval
Written approval from the designated Grants Management/Contract Officer of the funding agency is required for specified postaward changes in the approved project or budget. Such approval must be obtained prior to undertaking the proposed activity or spending of funds for such proposed activity.

Significant Change
When the project will continue without any active direction of that individual during any continuous period of more than 3 months (as documented by official leave from the institution) or when that individual either withdraws from the project entirely or proposes to devote substantially less effort to the project than was anticipated at the time of award

PROCEDURES

Employees

1.The Employee must complete Form INSTRUCTIONS FOR SABBATICAL/EDUCATIONAL LEAVE REQUEST (distributed from the Office of Academic Affairs) giving adequate justification for the sabbatical and setting forth plans for the sabbatical leave.
2.The Department Chairperson must submit this form on behalf of the employee to the Office of Academic Affairs by the annual institutional deadline (contact the Office of Academic Affairs for exact date).
3.The Chancellor will make recommendations for sabbatical leave to the LSU President by the annual System's deadline (contact the Office of Academic Affairs for exact date).
4.After notification of System's approval, the Office of Academic Affairs will distribute an annual list of faculty on sabbatical to the following departments:
Human Resource Management
Office of Research/Office of Grants Administration
Department Heads
Office of Business and Reimbursements/Grants Accounting
5.The employee's department chairperson will submit a Personnel Status Change (PER) to Human Resources reflecting sabbatical leave for 6 months with full pay OR a PER to Human Resources reflecting sabbatical leave with salary change for 12 months with half pay. The PER will reflect the appropriate changes in funding sources. This PER must be submitted in time to receive approval prior to the sabbatical leave "start date."
6.The employee will submit a completed copy of the institutionally approved PER to the Office of Academic Affairs prior to the sabbatical leave "start date."
7.Upon return to duty, the employee must submit a report to the Office of Academic Affairs within 30 days. This report must describe the accomplishments of the employee during the granted leave.

DEADLINES/TIMEFRAME 
(Based on Academic Year Calendar)

Contact the Office of Academic Affairs for the specific deadline dates. Exact dates change yearly based on the deadlines issued from the LSU System's President. The following are the annual approximate dates.

December 1 - Request in the Office of Academic Affairs for Institutional Review 
January 1 -    Request in the Systems Office
March 15 -     Systems Office Sends Approval/Rejection Notices to Campuses
July 1 -          Sabbatical Begins after Procedure #6 Completed (Office of Academic Affairs Receives                     Copy of Approved PER)

Additional Requirements:
Employees Who Are Recipients of Research Grants Must Comply with Earlier Deadlines and the Following Additional Requirements in Procedures 5 and 6:

1.The employee must present to Grants Administration at least 40 days prior to sabbatical leave "start date" a letter in draft form notifying the granting agency of the sabbatical leave and plans for research activity and funding during the leave. This letter, which may include a change in responsibilities of the individual approved as project director or principal investigator, will request approval from the sponsoring agency.
2.Grants Administration will review this draft for adherence to funding agency guidelines, route the revised letter for institutional signatures and return the approved, signed letter to the employee.
3.The employee will send the signed and dated letter to the funding agency.
4.Then the employee will submit copies of the letter of response from the funding agency to the following offices: Research/Grants Ad ministration, Business and Reimbursements/Grants Accounting, Academic Affairs and the applicable Department Chairperson. This letter will indicate approval or denial of the plan for research and funding during the sabbatical leave.
5.The employee's department chairperson will submit a Personnel Status Change (PER) to Human Resources reflecting sabbatical leave for 6 months with full pay OR a PER to Human Resources reflecting sabbatical leave with salary change for 12 months with half pay. The PER will reflect the appropriate changes in funding sources per institutional and funding agency guidelines. A copy of the letter of response from the funding agency will accompany the PER.
6.Then the employee must distribute copies of the institutionally approved PER to the following offices prior to sabbatical leave "start date:" Grants Administration, Grants Accounting and Academic Affairs. This PER should reflect the change of source of funds as detailed in the letter from the funding agency and institutional guidelines.

EARLIER DEADLINES/TIMEFRAME
REQUIRED BY EMPLOYEES WITH FUNDED RESEARCH OBLIGATIONS

1.No later than 40 days prior to sabbatical leave "start date" send a draft of the official notification letter addressed to the funding agency to Grants Administration for review.
2.No later than 30 days prior to sabbatical leave "start date" send official letter to funding agency.
3.All procedures must be completed prior to sabbatical leave "start date."