Administrative Renewal Leaves and Sabbatical Procedures

Statement of Purpose
The Renewal Leave and Sabbatical Procedure for employees in exempt administrative positions at Antioch New England Graduate School is designed to fulfill several purposes: first, to provide a vehicle for renewal and rejuvenation (personal and/or professional) –that is, to temporarily halt the daily grind of normal job responsibilities to allow “recharging of batteries” from rest or the undertaking of a special project; second, in doing so, to thereby contribute to an administrator’s professional growth and development; and third, to acknowledge and reward sustained, dedicated service to the graduate school and lessen the chances of professional burn-out.

Definitions of Leave Categories
Renewal Leave may be defined as release from normal administrative duties for a period of four calendar weeks. Renewal leave may be taken for the purpose of rest and rejuvenation only, or may be project-based (see examples under Sabbatical definition).

Sabbaticals may be defined as release from normal administrative duties for a negotiated percentage of an administrator’s time — e.g., quarter time, half-time, full-time — for up to a semester’s duration. Sabbaticals are by definition project-based, but cover projects/goals where a longer period of time than the renewal leave period is required for accomplishment. Examples of projects or purposes for which sabbatical may be used — (examples are for illustrative purposes only and are not meant to be limiting in any way):

  • multiple-week, residential training programs such as HERS or NTL
  • the opportunity to research and write an article for publication
  • the final writing phase of a dissertation or master’s project
  • a volunteer project for an environmental, educational or cultural organization
  • research on organizational practices (e.g. development, alumni affairs, compensation models, automated registration, etc.) that may involve travel to other schools
  • development of a course or training module

Because of the potential impact on the institution, sabbaticals will be granted by the President only in exceptional circumstances, and may involve only partial salary and benefits during the leave (see Terms section).

Eligibility
Persons holding exempt administrative positions at the graduate school for a minimum of seven years are eligible to apply for renewal leave or sabbatical. The order in which leaves and sabbaticals will be granted is according to length of service, and must be scheduled to have the least adverse impact on the graduate school. The Administrative Council will work with its members without staff backup on problem- solving, resource-sharing and temporary coverage arrangements to facilitate the taking of leaves.

Those eligible for leave/sabbatical are not guaranteed to receive one, as many factors (enrollment, personnel changes, etc.) need to be considered in granting leave. However, in general, exempt employees are eligible for consideration and may expect to receive one — either leave or sabbatical, not both — once every four years. All renewal leave or sabbatical requests must have the approval of the department head and the President or his/her designee.

Terms and Conditions of Renewal Leave and Sabbaticals
Those on Renewal Leave (4 calendar weeks) will receive full salary and benefits.
Departments having exempt administrative employees on leave will develop a plan addressing how the department will cover essential functions of the position. It is imperative that all participating in the leave/sabbatical program commit to providing support and resources to their colleagues.

Eligible employees applying for sabbaticals (5 to 16 calendar weeks) will negotiate with the unit/department head and President concerning the type (quarter, half, full-time) of sabbatical requested. Percentage of salary paid will be determined from the length of the sabbatical requested — but generally, the longer the duration or higher percentage of time requested, the more likely a reduced percentage of salary will be paid (e.g. FT sabbatical for 16 weeks at 50% salary). Savings to the operating unit’s budget from the reduced salary may be used to hire additional temporary help to assist the work of the unit/department.

Those returning from sabbatical must commit to staying at the graduate school for one full year or repay his/her salary earned during the sabbatical.

Expectations for sabbatical outcome will depend on the nature of project undertaken. Examples of outcome include: written report, oral presentation, or product, such as an article, paper or training module. At a minimum, administrators are expected to share their experience with colleagues in an appropriate forum.

Procedures
Employees in exempt administrative positions interested in applying for leave must file a written request with their supervisor specifying:

  • type of leave requested (renewal or sabbatical);
  • if sabbatical is requested, the duration and percentage of time applied for;
  • purpose of leave, anticipated outcomes, dates of leave requested, and
  • anticipated impact on work of the department.

Renewal leaves and sabbaticals should be requested at least six months in advance of the time requested. The supervisor will forward the application with recommendations to the President for the final decision. Once approved, the supervisor must complete a Payroll Form and submit it to the Office of Human Resources to place in the employee file. The Administrative Council will be a clearinghouse for coordinating schedules of leaves for administrators to have the minimum impact on graduate school operations and problem-solving on coverage issues. Exempt Administrative employees working in academic departments will submit their applications to their department chair, with final approval by the President.

Faculty Sabbaticals
Faculty Sabbaticals are an essential ingredient in promoting and supporting faculty professional development. Antioch New England believes that faculty who have made a primary commitment to Antioch New England should be offered this opportunity.

The following guidelines reflect school-wide parameters for sabbaticals. These guidelines represent the minimum expectations for the management of the sabbatical process. Departments, however, may establish different practices within these general guidelines. The entire sabbatical policy for both the school and departments will be reviewed in a few years.

Faculty Eligibility
Faculty are eligible for a sabbatical after being a core faculty member at ANE for five years. Both part and full-time core faculty are eligible. The number of faculty who can be granted a sabbatical in any one year will be determined by each department and will be based on faculty seniority as well as additional department determined criteria.

Faculty eligible for a sabbatical are not guaranteed to receive a sabbatical as many factors need to be used in granting a sabbatical. In general, however, after faculty are initially eligible to receive a sabbatical, they can expect to receive a semester sabbatical every four years.

All sabbatical requests must have the approval of the department chairperson and the President or his/her designee.

Faculty Support While on Sabbatical
Faculty receive their salary while on sabbatical. They may qualify, also, dependent on department resources, for an additional stipend to help them take a trip, attend a long seminar, secure an advance to write and/or promote a book.

Timing of Sabbaticals
Sabbaticals can be granted (depending on department guidelines) for summer, fall or spring semesters. Four months is a typical expected time frame. Although we recognize that there are actual differences in the amount of time available for summer vs fall and spring semesters, we are arbitrarily defining all semesters as equivalent. Each department will locally define the exact time frame for each semester.

Although local options vary, faculty requesting a sabbatical will need to time their sabbatical request for their easiest semester (e.g., one in which they teach fewer courses or have less administrative, student or intern responsibilities to manage) so that the other core faculty can cover more easily for the person granted a sabbatical.

Although faculty on sabbatical are not expected to perform their normal faculty duties (i.e., internship supervision, dissertation advisement, etc), they are expected to complete their faculty responsibilities for the semester prior to their sabbatical semester.

Departments will generally identify faculty who plan to be on sabbatical for up to one year in advance so that students can plan their studies around the faculty who will be on sabbatical.

Sabbatical Requirements
Faculty interested in being granted sabbaticals must complete an application process determined by their department. Applications and selection criteria will differ across departments. Applications may be written or oral. Once approved, the supervisor must complete a Payroll Form and submit it to the Office of Human Resources to place in the employee file.

Department expectations for sabbatical outcome will differ, also. Some departments may expect a written report or inservice or product. Other departments may expect an oral report or shared presentation. Each department is responsible for managing its own requirements.

Minimum sabbatical outcome expectations are that the faculty member returning from a sabbatical will share his/her experience with colleagues and/or students and stay at ANE for at least one full year.