Faculty Leaves and Awards

Overview and Department Responsibilities:

The word "leave" is (and has been) used to refer to a variety of different circumstances related to faculty, and its use can sometimes obscure the correct process(es) to follow or which rules apply.

Bottom line: in any scenario where you hear of a faculty member being "on leave" or "not teaching" or even being out "sick," know that there is an expectation that the Department Manager/HR Contact 1) verifies the facts of the situation, whatever they may be; and 2) has a responsibility for ensuring that the correct procedure/ paperwork/ documentation/ approvals are taken care of in a timely manner.

This does not mean that the faculty member is not Also responsible. But the Department Manager is required to take note of any faculty "leave" information that comes their way and to uphold the expectations aforementioned.

Our team works with Academic Affairs to share information and updates regarding faculty absences. They have recently implemented a new reporting tool to assist with this process. Read more about the Teaching Load Reporting Planning.

Whenever you have questions, please don't hesitate to contact COLA HR.

Definitions and More Information:

Per HOP 2-2210, there are two major types of faculty leave: 1) leaves without pay and 2) leaves from the instructional budget.

Leaves Without Pay:

Leave - Academic (LWOP)

• When faculty are on 100% leave without pay from UT for research/professional/academic reasons for a period of greater than 30 days

Unpaid Time Off

• When faculty are on leave from UT's payroll for personal reasons OR when the LWOP is part-time and/or fewer than 30 days.

Leaves from the Instructional Budget:

Release from the Instructional Budget (RFIB)

• Situations where tenured or tenure-track faculty are paid some or all of their salary from UT accounts other than 'faculty salaries.'

Course Buyout  

• When faculty wish to reduce their teaching load by paying a portion of their salary via a grant or other non-instructional account; a type of RFIB.

• For COLA policy information on course buyouts, please see the CLASP Principles policy (v.4/19/2022)

Could be either/both:

Co-Sponsored External Fellowship (CSEF) 

• Formerly known as "Supplemental College Research Fellowship (SCRF)"

• Awarded by COLA; supplements a faculty member’s awarded fellowship in an effort to maintain a faculty member’s academic salary when accepting an external award.

• Under certain conditions qualifies as a Faculty Development Leave (FDL; link below), and must therefore comply with all FDL policies.

Additional Research Awards and Leaves:

Research Intensive Awards (RIA)

Faculty Development Leaves (FDL)

Other Leaves & Related Processes:

Modified Instructional Duties (MID)

• When meeting specific eligibility criteria, used to assign a faculty member temporary alternative work responsibilities in lieu of classroom teaching. 

Faculty Sick Leave

• Accrued by benefits-eligible faculty, proportional to their scheduled weekly hours (SWH); use of paid sick time off must be recorded in Workday.

Policy Links:

HOP 2-2210: Faculty Leaves and Special Academic Assignments

COLA Leave Resources

• Modified Instructional Duties (MID)

• Faculty Leaves Without Pay (LWOP)

• Faculty Sick Leave

• Release from the Instructional Budget (RFIB)

COLA Leave-Related Forms:

Faculty Course Buyout Request Form

Faculty Personal Leave Without Pay Request Form

Faculty Professional Leave Without Pay Request Form