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AA/PPS 04.02.02 - Faculty Development Leave

Faculty Development Leave

AA/PPS No. 04.02.02 (8.02)
Issue No. 3
Effective Date: 4/04/2018
Next Review Date: 4/01/2022 (E4Y)
Sr. Reviewer: Associate Provost

  1. POLICY STATEMENTS

    1. The Texas Legislature has established a program of faculty development leave “to improve further the higher education available to the [students] at the state-supported colleges and universities and to establish this program of faculty development leaves as part of the plan of compensation for the faculty of these colleges and universities.” See V.T.C.A. Education Code, Chapter 51, Subchapter C.The Texas Legislature has not, however, funded a faculty development leave program.

    2. Faculty development leave is intended to enable faculty to accomplish work not possible at the home institution or concurrent with normal duties. Examples of such work include:

      1. completing or advancing a research project to the point of submission and publication in scholarly journals;

      2. completing a scholarly book;

      3. conducting laboratory research, documentary, or study at a remote location not possible at the home institution;

      4. completing creative activities comparable to exhibition or performance;

      5. writing or submitting a substantial grant proposal for external funding; and

      6. other scholarly activity of comparable importance.

  2. ELIGIBILITY

    1. The statute defines a faculty member as, “a person who is employed by an institution of higher education on a full-time basis as a member of the faculty or staff and whose duties include teaching, research, administration, including professional librarians, or the performance of professional services. However, the term does not include a person employed in a position which is in the institution’s classified personnel system or a person employed in a similar type of position if the institution does not have a classified personnel system.”

    2. At Texas State University, eligibility to take development leave is currently limited to tenured faculty members. At the time the development leave period begins, faculty must have completed six or more years of service at this university, at least two of which must be consecutive. The service must be full-time duty but does not have to include teaching. As required in Section 04.08, previous recipients of development leave must have submitted final written reports from these leave periods. Previous recipients must have completed six years of service since the last development leave. The academic year in which any prior development leave was taken counts as a year of full-time service.

    3. Faculty Senate members are not eligible to apply for development leave during their senate term.

    4. Department chairs and school directors may apply for development leave by submitting their request in writing to their dean. If the dean approves the research leave, the dean will forward the request to the provost for final approval.

    5. As stated in the enabling legislation, faculty may request research leave to engage in study, research, writing, and similar projects for the purpose of adding to the knowledge available to the applicant, the institution and its students, and society in general. Development leave is not available to support completion of an advanced degree.

  3. PROCEDURES FOR APPLICATION AND SELECTION PROCESS

    1. Faculty Senate will distribute an annual notice of the application deadline and cycle calendar. By September 15, the faculty member must meet with his or her chair or director to discuss the proposed leave period, project goals, and the benefits and impact on the department or school, including coverage of the faculty member’s usual teaching and service workload assignments. The deadline for faculty to complete and submit the online application is generally October 1 of the year prior to the leave. Consult the Faculty Senate website for specific dates. The faculty development leave calendar for the current cycle is also available on the Office of the Provost and Vice President for Academic Afffairs website.

    2. The online application will be available via the Faculty Requests portal from September 1 to the stated deadline. Applications will include:

      1. requested application information;

      2. a brief abstract indicating the specific goals of the leave period and contribution to the applicant’s discipline;

      3. the development leave proposal narrative;

      4. a list in table or bullet point format of anticipated outcomes from the requested leave and anticipated new scholarly achievements and research proposals;

      5. a brief description of the substantial expected impact of the developmental leave on the applicant’s research or scholarly activity;

      6. a related letter of support if an off-site entity or collaborator is involved in the proposed developmental leave project;

      7. an up-to-date Texas State curriculum vitae;

      8. the most recent final report submitted, if the applicant has previously received a development leave; and

      9. the Supplemental Award application (see Section 06.), if the applicant is applying for this award.

    3. Completed online applications will be routed to the appropriate chairs or directors to verify each applicant’s eligibility and that the applicant has complied with the September 15 meeting described in Section 03.01. The chair or director will enter additional information and comments and forward department and school applications to the college dean. The dean will review the applications and add comments before they are electronically routed to the Faculty Senate.

    4. Requests for faculty development leave will then be peer reviewed by the Faculty Senate, which will then submit its recommendations in rank order to the provost and vice president for Academic Affairs no later than six weeks after the application deadline. Review criteria includes:

      1. clarity and comprehensibility of the proposal to the broader university faculty audience;

      2. expected transformative impact of the development leave on the applicant’s research or scholarly work;

      3. anticipated new scholarly achievements and research proposals;

      4. if applicable, evidence of support by an off-site entity or collaborator for completion of the proposed work related to faculty development leave; and

      5. a record of achievement that supports the proposed project.

    5. The provost and vice president for Academic Affairs will discuss the faculty development leave applications with the Council of Academic Deans (CAD) for their comments and recommendations.

    6. The provost and vice president for Academic Affairs will make recommendations to the president based upon the rankings from the Faculty Senate and the recommendations from CAD. If the provost and vice president for Academic Affairs’ recommendations to the president differ from the rankings of the Faculty Senate and the recommendations of CAD, the provost and vice president for Academic Affairs will notify these two groups and provide them with the opportunity to submit additional written justification of their rankings and recommendations before the final decisions are made by the president. When the president has made final decisions, the provost and vice president for Academic Affairs will notify CAD and the Faculty Senate prior to release of the information to others.

    7. The president’s action is subject to approval by the Board of Regents of The Texas State University System (TSUS).

    8. An applicant not receiving a leave may submit an updated application for reconsideration for any subsequent cycle.

  4. CONDITIONS OF THE PROGRAM

    1. Legally, no more than six percent of the faculty members of Texas State may be on faculty development leave at any time. Practically, the available funding may permit a much smaller percentage.

    2. A faculty member may have a development leave for one academic year at one-half of regular salary, or for one semester at full salary. An academic year is defined as the nine-month regular session, as no leaves are authorized during summer sessions.

      Faculty who elect leave for one year at half-time salary:

      1. have no other teaching, service, or research assignments. The faculty member is not expected on campus and will not be asked to teach or perform other duties to supplement the faculty development leave. The leave is designed to give the faculty member 100 percent time and control for his or her research; and

      2. are subject to part-time employee health benefit rates associated with part-time employment with the university.

    3. A faculty member shall sign an agreement to serve one full academic year with the university after completion of the leave. Included in the agreement will be a clause requiring the faculty member to reimburse the university in the amount received as salary and fringe benefits from the state while on leave if he or she should refuse to fulfill the year of service after the leave. Death or permanent disability attested to by a medical doctor will constitute reason for exemption.

    4. A faculty member on development leave will retain the right to and eligibility for benefits, programs, and all other rights of a faculty member. The university administration shall deduct from salary, the member’s cost of such programs as are legal and elected by the faculty member on leave.

    5. A faculty member on development leave may accept a grant to cover costs for study, research, or travel from any institution of higher education or from a charitable, religious or educational corporation or foundation; or from any federal, state, or local governmental agency. However, a faculty member on development leave may not accept employment from any other person, institution, corporation, or government, unless the Board of Regents of The TSUS, determines that it would be in the best public interest to do so and expressly approves the employment.

    6. Section 11 of Chapter III of the Regents’ Rules explains The TSUS policy on copyrights. University policy and guidelines can be found in UPPS No. 01.04.27, Intellectual Property: Ownership and Use of Copyrighted Works.

    7. Section 12 of Chapter III of the Regents’ Rules explains The TSUS policy on patents. University policy and guidelines can be found in UPPS No. 01.04.26, Intellectual Property: Inventions, Discoveries and Patents (IDP).

    8. Recipients of faculty development ;eave awards are required to meet with their department chair or school director upon return to the university to discuss outcomes.

      Recipients of faculty development leave awards must submit a written final report of their activity while on leave, after returning to Texas State. Deadlines are January 15 for a fall semester leave and by June 15 for a spring semester or full-year leave. Those on full-year leave must submit a progress report to their department chair or director and dean at the mid-leave reporting period, generally January 15. Consult the development leave calendar for specific dates.

      All final reports should include the abstract referred to in Section 03.02 b and the table or bullet points referred to in Section 03.02 d. The report should clearly indicate accomplishments of the anticipated outcomes, justifications for any outcomes not accomplished, and additional outcomes not anticipated, in preparing the application.

    9. The final report will specifically state whether any possible patentable or copyrightable intellectual property was created during the leave and when such information was or will be submitted to the Intellectual Property Committee.

    10. Reports must be submitted to the associate provost, with routing through the department chair or school director and dean, and a copy to the Intellectual Property Committee if intellectual property was created during the leave.

  5. FINANCIAL SUPPORT

    1. In most cases, the academic department, school, or program will assume the work of an individual granted faculty development leave.

    2. If an academic unit is unable to absorb the load of a faculty member who is awarded development leave, the chair or director will consult with the dean to develop a funding plan. If the dean and the chair or director cannot solve the problem, in exceptional circumstances, the dean can seek supplemental funding from the associate provost.

  6. SUPPLEMENTAL AWARDS PROCEDURES

    1. Pending available funding, five supplemental awards have been established for faculty granted faculty development leave. These awards are to assist faculty in their research efforts and can be used:

      1. as a salary supplement for those who select both the fall and spring semesters for faculty development leave. The supplemental award will provide 100 percent salary for an academic year leave; or

      2. to fund up to $20,000 for travel and lodging costs associated with research expenses and to purchase equipment or materials needed for research during the faculty development leave.

    2. To apply for the award, faculty must complete the regular application for faculty development leave and concurrently submit the supplemental award application, giving an explanation (no more than one page, approximately 2,000 characters) of how they intend to use the supplemental award.

    3. Criteria for selection of supplemental awards include:

      1. Overall Quality of the Proposal – The proposal must be well-organized and clearly written.

      2. Importance to the Field – Publication and dissemination of results represents a significant contribution to the discipline or field of study.

      3. Scope – The activity described in the proposal is beyond what can be achieved in one semester of development leave.

      4. Potential for External Funding – There is a prospect for leveraging the project to obtain external sponsored funding.

    4. A committee appointed by the provost and vice president for Academic Affairs will review all requests for supplemental awards received from faculty who have been approved by the president for faculty development leave. Comprised of three faculty representatives from different academic colleges recommended by the Faculty Senate, and three Academic Affairs administrators, the review committee will recommend five award recipients to the provost, who will make the final decisions. Award notifications, pending Board of Regents’ approval, will be made by January 15th of the academic year prior to the leave.

  7. PROGRAM ASSESSMENT PROCEDURES

    1. At least once every five years, the provost and vice president for Academic Affairs will appoint an ad hoc program review committee representing the Council of Academic Deans, the Council of Chairs, and the Faculty Senate to review the faculty development leave program. That committee will review this policy and the faculty development leave applications and reports submitted by faculty members granted a leave since the last program review. Based upon its review, the committee will submit a report to the provost and vice president for Academic Affairs evaluating the faculty development leave program and offering suggestions for improvement, including changes to this policy.
  8. PROCEDURES FOR NOTIFICATION OF FINAL APPROVAL

    1. Once the Board of Regents has endorsed the faculty development leave applications meriting the president’s approval, applicants will be notified by the Office of the Provost and Vice President for Academic Affairs.

    2. After faculty development leave has been granted, the applicant may withdraw and reapply for future consideration. Any change in the leave period requires prior written approval by the associate provost through appropriate channels. Typically, acceptable reasons for change include health-related matters, departmental needs, and external fellowship awards.

  9. REVIEWER OF THIS PPS

    1. Reviewer of this PPS includes the following:

      Position Date
      Associate Provost April 1 E4Y
  10. CERTIFICATION STATEMENT

    This PPS has been approved by the following individual in their official capacity and represents Texas State Academic Affairs policy and procedure from the date of this document until superseded.

    Associate Provost; senior reviewer of this PPS

    Provost