Faculty Leave Information

Faculty are expected to be in residence from the first day of the fall quarter through the last day of the spring quarter, except during official University holidays. The UCSD Academic and Administrative Calendar lists the actual quarter dates and official holidays. Faculty may be absent during the periods between quarters without requesting an official leave, unless they are traveling on official University business.

For Faculty, periods of academic recess (e.g., periods between quarters) include recess from formal classes, but not recess from research, committee and other administrative duties, or other University obligations.

An academic appointee is considered to be on a leave of absence any time they take a leave from normal duties during the prescribed periods of service. Academic appointees who leave the campus prior to obtaining formal approval are in violation of University policy.

Please refer to the chart below for general types of leaves by category and consult the campus and systemwide leaves policies for more detailed information about eligibility. 

UCSD has a variety of programs and policies to accommodate family leaves, for example childbearing leave or elder care leave. 

Academic Family Accommodation Policies

Please contact vis-ap@ucsd.edu for more information about the types of leaves available, possible duration and forms needed. For urgent items, please reach out as soon as possible. For non-urgent items, please reach out 30 days in advance if possible. 

• Intended Use: Any leave requested that involves the university paying salary, benefits or both.
• Possible Duration: Variable
• Restrictions/Constraints: Varies depending on type of leave
• Affect Pay: Possibly
• Affect Benefits: Possibly
• Require Use of Sabbatical Credits: Refer to Extended Leave Policy. Compensation from all sources may not exceed 100% of UCSD salary and must be approved in advance.

• Intended Use: Any leave requested that stops the university from paying salary and benefits.
• Possible Duration: Up to one year
• Restrictions/Constraints: Leave without Pay will not be granted to faculty who accept permanent appointments outside of UCSD
• Affect Pay: Yes
• Affect Benefits: Yes (can affect service credits as well)
• Require Use of Sabbatical Credits: No
• More information: Leave without Pay Fact Sheet

This is a requested leave that allows qualified faculty to engage in intensive programs of research and/or study away from their expected teaching and service commitments on campus. A sabbatical requires the use of earned sabbatical credits and can be taken for one, two or three quarters. It is expected that faculty taking a sabbatical will plan for their leave and ensure that there is coverage for their on-campus commitments and they will return to active duty immediately upon return from sabbatical. Depending on the percentage of sabbatical taken, pay and benefits may be impacted. For more information: UCSD Academic Leave Policy

Sabbatical Credit Accrual

Sabbatical credits are accrued at the rate of one credit for each full quarter of service at 50% time or more. Academic-year appointees can earn up to three credits in one year. Credits are not accrued during sabbatical leave and leave without pay.

To find out your sabbatical credit balance, please contact vis-ap@ucsd.edu.

Sabbatical leaves must be requested at least one quarter before the proposed leave but preferred as far in advance as possible to allow for course scheduling.To initiate this process, email vis-ap@ucsd.edu. 

Faculty members are required to submit a detailed report of the results of the sabbatical leave, including an account of progress made and plans for completion of research and publication of the results. This report must be included in your next review file. It is recommended this is written once you return from sabbatical, within 90 days, in order to properly record your activities and lessen steps necessary when preparing your next file. 

• Advance approval of the Department Chair via e-mail 
• Buisness Related purpose
• Finding a Fulltime Faculty member to act as a replacement instructor for course coverage

• Completion of an Academic Leave of Absence/Sabbatical Form (ALAS) form (prepared by department staff and submitted for your input) 
• Approval of the Department Chair and Dean of Arts and Humanities. For leaves in excess of one year, the Executive Vice Chancellor also needs to review and approve as this is an exception to University policy. 
• Between 11 and 30 Service Days: Involves forfeiture of sabbatical credit at a pre-set rate, finding a replacement instructor for course coverage, and addressing how will you perform your normal duties including but not limited to mentoring, service, and research.                   
• Greater Than 30 Service Days: a written report of activities for next file explaining activity during this absence, used for scholarly activities and university service not required for the duration of the leave.

• 10 to 60 Service Day Absence During Non-Teaching Quarter
• Normal duties (including mentoring and service) may be performed from a remote location to facilitate field research and non-classroom teaching, conference attendance
• All service requirements are still fulfilled
• Official duties will not be reassigned
• Typically may only occur during a non-teaching quarter
• Request must be made to the Department Chair in writing and requires divisional approval
• Change of Work Locations requests may be escalated to the Executive Vice Chancellor for final approval at the Dean's discretion

Aside from FML and other protected leaves, which frequently arise without substantive notice, it is generally best practice to apply for leaves at least one quarter in advance.

Leaves that require Executive Vice Chancellor or Chancellor's approval may take longer to process and must be submitted, at a minimum, one quarter before the leave is projected to take place. 

For research-related leaves or leaves that can be anticipated and planned in advance, best practices would be to ensure the department receives between one quarter and one academic year's advance notice.

To request a short leave of up to 10 service or 14 calendar days email the Department Chair the following information: 

• Date of Departure and Date of Return
• Destination
• Purpose of the Trip
• How missed class sessions will be covered or made up (if not scheduled to teach during the requested absence, please indicate). Note: In addition to departmental approval, leaves involving finals week require: 1. a request from the chair to CEP, 2. CEP approval, and 3. three weeks advance notice for processing.
• What other duties and commitments to the department and/or campus will you be missing during your absence (ex: faculty meeting, committee meeting, etc.)?

To request a leave of absence of more than 14 calendar days but less than an academic quarter, faculty must notify department staff at vis-ap@ucsd.edu with all of the details above. Staff will then initiate the online Request for Absence form. This form requires input and approval by the requesting faculty member, Department Chair, Dean and in some cases higher level's of review and consent. You will be notified when your request has been approved.