Sabbatical leave

The School of Informatics is committed to an equitable and systematic policy of sabbatical leave. Eligible members of staff are encouraged to take advantage of sabbatical leave periodically to refresh and revitalise their research work. The decision of whether or not to grant sabbatical leave is at the discretion of the Head of School.

Definitions

Sabbatical leave is a paid form of leave, intended to allow members of academic or academic related staff a break from the regular duties of teaching and administration, so that they can conduct study and research relevant to their job. That is, the salary (and superannuation) of the staff member is still paid in full by the University. This has the consequence that no cash is freed to pay for a temporary replacement, so the duties of the member on sabbatical have to be covered by existing staff members. Sabbatical leave is explicitly not for the preparation of teaching materials, although research into teaching or education is eligible.

Official Constraints

A staff member should usually have at least 4 years service already before applying. Sabbatical leave cannot happen in the final year of employment by the University.

A period of absence should be ``in multiples of one semester'', and should not normally exceed two semesters. Service earns leave at the rate of one semester for each four years of service within an eligible grade. Unpaid leave does not count towards sabbatical entitlement. Where someone has accumulated two semesters of sabbatical entitlement, they will be allowed to take leave for a 12 month period beginning at the start of Semester 1 or Semester 2.

The restrictions on taking on other employment are the same as if the person were still on normal duties; i.e. engagements such as consultancy are allowed, but a full salaried position is forbidden.

Staff are responsible for setting and marking all examinations associated with courses they have taught up to the time of their sabbatical leave. For non-honours courses, this means both the regular exam (December or May) and its resit.

For sabbaticals commencing 1 September, staff are responsible for marking any MSc projects they have served as supervisor on in the period up to their sabbatical.

Anyone returning from sabbatical leave prior to or at the start of Semester 1 is responsible for proposing 4th year (honours) projects to be carried out in Semesters 1 and 2. Such proposals are normally made in the previous Spring Semester.

Anyone returning from sabbatical prior to or at the start of Semester 2 is responsible for proposing MSc projects to be carried out starting in Semester 2. Such proposals are normally made right at the start of Semester 2.

Application Procedure

Within the School of Informatics, the procedure for applying for sabbatical leave is as follows. The applicant should send to the Informatics HR team a proposal stating:

  1. the duration of sabbatical leave requested, and preferred period for it to occur;
  2. the research or study to be carried out during the sabbatical period, at most 2 pages of A4, preferably shorter (the university expects less than a page eventually);
  3. the reasons why this proposal should be supported at this time, and the rationale for the choice of duration/period of leave (about half a page) (this is for School use only);
  4. an indication of what practical issues would arise from the leave (courses to be covered, etc.) and, where possible, arrangements which the applicant has made to handle these; this is for School use only;
  5. an up to date curriculum vitae.

The proposal will be forwarded to the Sabbatical Leave Committee, which will make recommendations to the Head of School. The Sabbatical Leave Committee consists of the Head and Deputy Heads of School, the professoriate of Informatics, and the Directors of the Graduate School and of the Teaching Organisation (or their Deputy Directors), if not members of the professoriate.

Duties

Duties which a person on sabbatical should not be expected to undertake:

  • lecturing; tutoring; demonstrating; setting or marking coursework;
  • setting, marking or moderating exams (except for those associated with courses for which s/he had responsibility prior to the sabbatical);
  • undergraduate project supervision;
  • MSc project supervision - (except for those projects for which s/he was first or second supervisor prior to the sabbatical);
  • attendance at School committees; administrative duties such as course organising, convening committees, audit/QA/RAE activities, sitting on University committees, etc.;
  • exam invigilation; teaching lab development/management; staff training; internal PhD examining; student induction; student advising and directing of studies; new staff mentoring.

Periods of Leave

Except for new staff who have not yet accumulated two semesters of sabbatical leave, one semester sabbaticals will be discouraged, as academic responsibilities are designed around a one-year period and leave periods of one semester off-load more than one semester's work on other staff members.

Criteria

Sabbaticals can be used for teaching, research or knowledge exchange activity with each case being considered on merit.  There are no absolute criteria (apart from meeting the University regulations) but the following aspects will be taken into account: timeliness, significance, novelty and feasibility of research plans; likely output in form of research papers, research grant applications, etc; amount of leave allocation accumulated; amount of unpaid leave taken recently; re-establishment of research after period of heavy administrative or teaching load; practicality of covering the applicant's duties.