Leaves of Absence

GUIDELINES FOR EXPECTATIONS WHILE ON LEAVE AND APPLICATION FORM

April 2014

APPLICATION FORMS for:

Attached is the application form necessary to apply for a leave during the 2015-2016 academic year. As you contemplate your leave of absence from Carleton, clarification of what you should expect from the College while on leave is necessary in order to help you in your planning. All leaves must be approved by the Board of Trustees, and you should make every effort to meet the deadline of October 1, 2014. Once your leave has been approved, any changes in plans MUST be reported to the Dean of the College.

  1. Office Space. As everyone is aware, office space remains at a high premium on the Carleton campus. Unfortunately, we can not offer any assurance that you will be able to keep your office while you are on leave. It may be necessary to make it available to a visiting faculty member. If you remain in Northfield for your leave and feel you need to use your office space during that time, be sure to discuss this as soon as possible with your department chair and with Associate Dean Fernán Jaramillo. Every effort will be made to accommodate requests to keep offices during a leave period, or to provide alternative space, but it cannot be guaranteed.
  2. Benefits. Depending upon the nature and length of your leave, your eligibility for some of the College’s benefits may change. Be sure to contact Human Resources (x5989) if you have any questions. (Example: If you are on the College payroll for half-time or more in a given academic year, you retain full eligibility for all benefits for the full year. If you are on unpaid leave for two or more terms, you will not be eligible for benefits during those terms.)
  3. If you are taking a leave without pay for two terms or more, you should discuss continuation of your Professional Development Account (PDA) with the Dean of the College. If the purpose of your leave is to pursue scholarly activity while on leave, your PDA will almost certainly be continued; however, if you hold employment at another institution, you will likely not receive the PDA.
  4. Administrative Support. Your department assistant will continue to support your College business-related needs (i.e., letters of recommendation, reviews of departments or tenure candidates for other institutions, etc.). However, support for current courses and the department chair will take precedence.
  5. Scholarly Expenses. You will most likely be off for one, two, or three terms pursuing your own scholarly or creative interests. Copying, administrative support services, or other expenses for your personal scholarly activity during leaves should be paid from your PDA. If you have further needs, you may apply for a small Faculty Development Endowment Grant (deadline is September 12) or a Dean’s Discretionary grant (letter to the Dean of the College). Such expenses should not be charged to the regular departmental budget.
  6. Participation in Colleagues’ Third-Year and Tenure Reviews. If you are tenured, you will be expected to participate in a junior colleague’s tenure review while you are on leave. You will normally be asked to participate in third-year reviews, as well, especially in a small department; if you don’t participate you must be explicitly excused by the Dean of the College. Please make advance preparation for participation by discussing logistics with your chair and arranging to make the necessary class visits, etc. If you are out of town, the candidate’s dossier will be sent to you at the appropriate time and all costs of mailing will be covered by the Dean’s Office.
  7. Other responsibilities to the College, your department, and students while on leave. It is always difficult to separate yourself completely from the life of the College and the department when on leave. This is especially true for faculty remaining in residence during a leave. Requests from students to write recommendation letters or to advise comps or independent studies and requests to participate in departmental hiring or other activities are inevitable. Keep in mind that with the exception of item 6 above, you are under no obligation to take on such duties. It is your choice whether or not to comply with such requests. Be sure, however, to communicate in a timely fashion with students about your decision regarding their requests for recommendations and with colleagues.
  8. Sabbatical Eligibility. You do not continue to accrue sabbatical eligibility during terms you are on leave for any reason.

The hope is that your planning will lead to a refreshing and productive leave in all the ways you want it to be. Please contact the Dean of the College (x4303) if you need any help.