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For information on the impacts of leave on faculty review clocks, see COE: Faculty Review Clocks.
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When do faculty NOT need a leave request?
Requesting leave is not necessary under the following circumstances:
Accrued sick leave or sick leave pool is being taken
A UT administrative appointment will pay all or part of a faculty member’s salary. For example, appointments as Dean, Associate Dean, Director, etc. do not require requesting leave from the faculty position
For 9-month faculty, leave requests are not required during the summer session, during the period May 16-August 15
Exception: A 9-month faculty member who holds a concurrent position reporting to the Dean (e.g. department chair or associate dean) must follow the process described at COE: Personal Time Away - Direct Reports to the Dean.
A faculty member will be paid by another department's faculty salaries account where they hold an appointment
Jury Duty
Official travel for research, teaching, administrative, State business, military leave (up to 15 days per year), etc., if all appropriate travel approvals have been secured in a timely manner
When do faculty need a leave request?
Leave and Modified Assignments Administrative Matrix
*Note: Request for Leave form referenced in column 2 below refers to ServiceNow: Faculty Affairs & APS > Complete Forms > Request for Leave, except where otherwise noted.
Leave type | *Leave request required? | Final approver | Workday processing | Information link |
|---|---|---|---|---|
External Appointment (tenured faculty only) | yes | Provost | Adjustment of FTE so that combined total of UT + approved external appointment is equal to 100% | |
Faculty Development Award | no | Provost | Provost transfers funds to College for processing according to CSU guidelines | |
Faculty Development Leave | no | Provost | Faculty member remains on instructional budget; no costing allocation change needed | |
Family Leave Pool | no | Central HR | Faculty member completes timesheets in Workday | |
Family Medical Leave | no | Central HR | Faculty member completes timesheets in Workday | |
Leave - Academic (also see "Professional") | yes | Provost | APS processes absence after approving leave | |
Leave - Unpaid (also see "Personal") | yes | Provost | APS processes absence after approving leave | |
Modified Instructional Duties | no | Provost | None; not a leave | |
Parental Time Off | yes | Provost | Completed by APS | |
Personal | yes | Provost | APS processes absence after approving leave | |
Professional | yes | Provost | APS processes absence after approving leave | |
Release Time (Leave from Instructional Budget) (also known as Course Buyout and Research Buyout) | ||||
yes | ||||
Dean | ||||
Not technically a leave; costing allocation change only in Workday (upload approved request form to BP) | ||||
Sick Leave Pool | no | Central HR | Faculty member completes timesheets in Workday | |
Sick Time Off | no | Timekeeper | Faculty member completes timesheets in Workday | 1) COE: Sick Leave and FML - Faculty 2) Workday Instructional Guide: Request Sick Leave - Faculty |
Special Faculty Assignment | no | Provost | None; not a leave | |
Unpaid Time Off (Leave of Absence) | yes | Provost | Completed by APS |
Other types of leave - faculty
Other leave types for eligible faculty include Funeral/Bereavement, Jury Duty, Witness Service, and more. See HR: Other Paid Time Off for eligibility and details.
Using the same procedure as for requesting faculty sick leave, the faculty member should select the appropriate time type from the drop-down menu (e.g. Emergency - Funeral/Bereavement, Jury Duty, etc.), and include a brief justification in the comments section. A video demonstration is available at Vimeo: Request Absence.
Faculty leave types and benefits impacts
Source: FA/APS ServiceNow: Knowledge > Changes to Faculty Employment
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Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.