Administrative Sabbatical Leaves

#TRG0002

Date approved: August 23, 2001

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Purpose: To clarify eligibility criteria, participation requirements and implementation processes for administrative sabbatical leaves.

Affected Campuses: All MnSCU Campuses and Office of the Chancellor

Authoritative References: Personnel Plan for MnSCU Administrators (1.12 Career Development) and MnSCU Board Policy 4.7 Sabbatical Leaves

Required Form(s): None

Responsibility for Implementation: It is the responsibility of the college/university president or, in the Office of the Chancellor, the appropriate vice chancellor, to ensure that recommended administrative sabbatical leaves are consistent with these guidelines.

Introduction: All administrative sabbatical leaves require the approval of the Chancellor.

Interpretive Guidelines:

An administrator is eligible for a sabbatical leave to secure additional education, training, or experience which will better prepare him/her to carry out his/her management responsibilities.

A sabbatical leave may be granted for any period up to one (1) year at no pay, partial pay, or full pay.

Eligibility Criteria: A sabbatical leave may be granted if the following criteria are met:

• The administrator has at least six (6) years of MnSCU service in a sabbatical leave-eligible position;
• The administrator has submitted a written plan to the president or appropriate vice chancellor or Chancellor showing how the leave will serve the purpose described above;
• The president or vice chancellor has recommended approval of the plan to the Chancellor;
• The Chancellor has granted prior approval of the plan;
• The organization=s functions and goals can be carried out during the administrator=s absence;
• Funds are available for this purpose; and
• The administrator agrees, in writing, to return to MnSCU employment following completion of a paid sabbatical leave for the amount of time specified by the Chancellor at the time the leave was approved and agrees to repay the amount of sabbatical compensation if s/he does not return for the agreed upon time.

Implementation process:

• Requests for administrative sabbaticals are reviewed by the college/university president or, in the Office of the Chancellor, the appropriate vice chancellor, and a recommendation for approval/non-approval is made.
• The sabbatical request is then forwarded to the Associate Vice Chancellor for Personnel or his/her designee to verify that the eligibility criteria are met and that the proposal is in keeping with the sabbatical provisions of the Personnel Plan for MnSCU Administrators.
• The Associate Vice Chancellor for Personnel or his/her designee forwards the sabbatical plan to the appropriate vice chancellor for review of the merits of the plan and to determine if the amount of effort is appropriate to the requested leave period and compensation. The vice chancellor reviews and returns the approved/non-approved sabbatical plan to the MnSCU Personnel Office.
• The Associate Vice Chancellor for Personnel or his/her designee forwards recommendations of Presidents/Vice Chancellors to the Chancellor for review, action, and signature.

Accrual/Maintenance of Fringe Benefits:

• While on sabbatical leave, the administrator shall be eligible to retain state-paid insurance benefits for which s/he is otherwise eligible while on sabbatical leave.
• There is no accrual of vacation or sick leave while on sabbatical leave.

Documentation: A copy of the signed sabbatical agreement shall be retained in the administrator's personnel file at the institution/Office of the Chancellor.

The administrator is required to submit a report of sabbatical leave activities within the time period specified in the letter of approval from the Chancellor. A copy of this report must be sent to Human Resources at the MnSCU Office of the Chancellor.

Original approval: January 12, 1999
Revised: August 21, 2001