Definition of Terms
Approval - Action taken by the Sabbatical Leave Committee once the proposal has successfully met all the criteria listed on the Proposal page. An approved proposal is eligible to be forwarded to the Academic Senate and is eligible for ranking (if necessary) and selection.
Ranking - The procedure to be used if the number of Committee-approved proposals exceeds available funds or the 5% rule. The proposals are arranged according to objective criteria.
Recommendation - Recommendation for selection will be done by vote of the Academic Senate. The proposals recommended for final selection will be determined by available funds.
Selection - Final selection will be made by the Superintendent/President based upon the recommendations made by the Academic Senate.
Calendar for Sabbatical Leave Application
I. Department discussions (early spring preceding your application deadline)
Ideally, individuals proposing a sabbatical should discuss their ideas in their Department early in the Spring semester preceding the Fall semester in which the Proposal is due. Department-wide support will be indicated by the Department Chair's letter of support.
II. Dean discussions (early spring preceding your application deadline)
In the same Spring semester, after department-wide discussions, applicants should discuss their proposals with their Deans. The Dean could supply information on overlapping research, staffing matters, or any relevant institutional concerns. We do not believe it is the Dean's role at this stage of the process to offer an opinion that a proposal is likely to be granted or denied or to try to substantially change what the applicant is proposing, but rather to help insure a successful application process. These early discussions will allow the Deans to know how many applicants are coming from their divisions, what conflicts this may cause, and how to resolve those conflicts. It will also allow the applicant to learn of any Administrative issues and concerns. It will place unfair pressure on your Dean to hear about your Sabbatical Proposal for the first time when you are asking him/her to write you a letter of support. We feel that the Deans have a legitimate reason to refuse to write that letter if they are not given enough time to consider the impact of your proposal.
III. Sabbatical Leave Workshops (late spring)
A workshop is typically held to acquaint prospective applicants with the various dimensions of the sabbatical leave process. In the event that you might want preliminary feedback about ideas or drafts of proposals, we invite you to discuss them with the Committee.
IV. Department Chair and Division Dean Signatures (2nd Monday of September)
Submit copies of your proposal to your Department Chair and Division Dean along with their signature page for comments and possible suggestions for revision. If you are the Department Chair you may write a letter of support on your own behalf.
V. Proposal returned to Applicant (3rd Monday of September)
Copies of proposal returned to applicant by Division Dean and Department Chair with signature page(s) completed.
VI. Personnel Eligibility Form and Letter of Indemnification
The eligibility form must be signed by the Vice President, Human Resources or designee. The letter of indemnification will be signed at the same time. Please include a copy of this letter in your proposal. Hand the original to the Academic Senate secretary when you turn in your application, she will forward this to Human Resources when the time comes.
VII. Application (Due last Monday of September by 4:00 PM, Academic Senate Office)
Complete formal application, including Department Chair, Division Dean, Personnel eligibility forms, and Letter of Indemnification due no later than this date. Submit three (3) copies to the Academic Senate Office. Ask that they be date stamped. Keep a copy for yourself until your report is approved. Be sure that all signatures are obtained and your application is complete. In addition, send a digital copy of the Abstract, Expected Outcomes, and Narrative to the Sabbatical Committee Chair.
VIII. Evaluation Process
The Sabbatical Leave Committee will evaluate all sabbatical leave applications carefully, with the view of assuring that each application is presented in its finest light. We intend to follow this process:
a. Applications for Sabbatical Leave should be discussed and acted on by the Sabbatical Leave Committee before administrative feedback is received by the applicant. If the above mentioned early spring discussions have taken place there should not be any complications. After holding initial discussions, the committee will hear and consider the official Dean's input before voting for approval or rejection of the application. The Sabbatical Leave Committee should be the primary conduit for communication with the applicant at this point in the process.
b. The Committee may offer suggestions to strengthen the proposal if needed. Proposals may undergo revisions at this point. This peer review is a normal part of the process.
c. Revisions must be dated and resubmitted (two copies) to the Academic Senate Office within two weeks (ten working days).
d. If the number of Committee-approved proposals exceeds the available budget, and/or the 5% rule, a ranking must be completed. The budget and 5% rule are established by District negotiation.
IX. Recommendations to Academic Senate (Typically mid-November)
Recommendation for approval of sabbatical leaves will be submitted by the Sabbatical Leave Committee to the President of the Academic Senate for presentation to the Academic Senate. If the number of Committee-approved proposals exceeds the available budget, and/or the 5% rule (see Policies Item p.), the Senate President may request that proposals be presented in ranked order. Ranking will be done based on information provided in the Service & Prior Sabbatical Form of the Application.
The President of the Academic Senate will forward approved recommendations to the Superintendent-President.
XI. Board of Trustees
Recommendations for approval of applications will be submitted to the Board of Trustees by the Superintendent-President.
XII. Notification (Following the December or January Board of Trustees meeting)
A letter will be sent to the approved applicants from the Superintendent-President after Board approval.