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Procedure 504: MSUAASF Sabbaticals

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Administrative Affairs Procedure #504

Section 1. Authority

This procedure is established in accordance with the agreement between the Minnesota State Colleges and Universities Board of Trustees and Minnesota State Association of Administrative and Service Faculty affiliated with Teamsters Local 320.

Section 2. Purpose

The president may grant a sabbatical leave to an eligible MSUAASF employee who proposes to undertake additional study or other endeavors that will enhance the employee's contribution to the university.

Section 3. Effective Date

This procedure becomes effective upon the signature of the President and the Chief Human Resources Officer, and shall remain in effect until modified or revoked.

Section 4. Responsibility

Responsibility for implementation of this procedure is assigned to the Chief Human Resources Officer

Section 5. Condition

The granting of sabbatical leave shall be contingent upon the president's determination that funds are available for this purpose and that staffing requirements of the university can be met.

Section 6. Eligibility

See Article 15, Section C. subdivisions 1-10 of the MSUAASF Master Agreement for information on eligibility, duration, compensation and other provisions of sabbatical leaves.

Section 7. Procedures

1. Eligible employees who wish to be considered for sabbatical must submit a written request. Normally, requests for sabbatical leaves commencing during the following fiscal year should be submitted by February 1. The request shall include a description of the activity proposed, beginning and ending dates, and a statement relating the proposed activity to the enhancement of the employee's contribution to the university.

2. The employee shall agree in writing to return to the university for at least one (1) year of service after completion of the sabbatical leave. In the event the employee fails to fulfill substantially the plan upon which he/she was granted a sabbatical leave, or fails to return to the university for one (1) year of service, the faculty member shall refund to the university such funds awarded during that sabbatical period, except in the case where a layoff prevents the employee from returning.

3. Employees on sabbatical leave may accept scholarships, fellowships, grants or employment during the sabbatical leave provided the scholarships, fellowships, grants or employment provide experience which serves the purpose of the sabbatical leave. The request for leave shall include a statement of anticipated compensation in accordance with this provision.

4. The request for leave shall be forwarded to the employee's supervisor. The supervisor shall forward the request with his/her recommendation to the appropriate Vice President. The vice president shall forward his/her recommendations to the president.

5. The decision to grant a sabbatical leave will be made by the president.

6. Final approval or denial of the leave will be made within thirty (30) days of receipt of the employee's written request. Where sabbatical leave is denied, reasons shall be communicated to the employee in writing.

7. Within thirty (30) days of return from a sabbatical, the employee must submit a written report to the Provost or appropriate Vice President, indicating what s/he accomplished on the sabbatical leave and how the accomplishment related to the written plan. A copy of the report is also submitted to Human Resources for placement in the employee’s personnel file.

Section 8. Criteria for Review of Applications

May include:

1. How the activity may strengthen the employee's present job-related skills, knowledge and attitudes or how it may contribute to a future duty or responsibility.

2. Development of skills and knowledge in areas needed by the university.

3. Past job performance in assigned duties.

4. Past recommendations for improvement of job performance.

5. Staffing needs of the university.

6. The nature of the activity proposed.

7. Previous experience and preparation for the proposed activity.

8. Other information about how the proposed endeavor will enhance the employee's contribution to the university.

Section 9. Review

This procedure shall be reviewed at least every three years or as needed to comply with provisions of the collective bargaining agreement.

Section 8. Approval

Issued on this 17th day of March 2014.

Susan Raddatz, Interim Chief Human Resources Officer

Susan K. Hammersmith, President