FACULTY AND LIMITED APPOINTEES WITH FACULTY BACKUP APPOINTMENTS

Definitions

TENURED—For purposes of this policy, a leave of absence is a temporary separation of a faculty member from the University during which the faculty member is not paid from funds administered by the University except for such fringe benefits as may be permitted by State regulations.

PROBATIONARY-TEMPORARY ASSIGNMENT—For purposes of this policy, a temporary assignment without pay is a temporary separation of a probationary faculty member from the University that DOES NOT interrupt the probationary period. (For the duration of the temporary assignment without pay, the probationary faculty member is not paid from funds administered by the University except for such fringe benefits as may be permitted by State regulations.)

PROBATIONARY-LEAVE OF ABSENCE WITHOUT PAY—For purposes of this policy, a leave of absence without pay is a temporary separation of a probationary faculty member from the University that DOES interrupt the probationary period. A probation extension requires University Committee and Provost approval (only Provost's approval is necessary for an extension of the probationary period for up to one year if the leave is due to birth or adoption); it is approved only for an activity that substantially interrups the ability of the probationary faculty member to establish, within the normal probationary period, a record that would warrant the granting of tenure. The only difference between a temporary assignment and a leave of absence is that a leave of absence may be the basis for an extension of the normal probationary period.

Request for Temporary Assignment or LOA of One Year or Less

A request for a temporary assignment or leave of absence of one year or less is initiated in writing (form may be used--see Appendix 16-A) to the dean and department chair and requires the affirmative recommendation of the departmental executive committee and the approval of the dean. The decision whether to approve the leave typically is based on the needs and funding of the unit, except in the case of family and medical leave (see Chapter 16.03). Once approved by the dean, documentation is forwarded to the Academic Personnel Office for recording.

Extension Up To One Additional Year

Ordinarily, a temporary assignment or leave of absence is granted for a maximum of one year. However, under appropriate circumstances, an assignment or leave may be extended up to one additional year. An extension requires the affirmative recommendation of the departmental executive committee and the dean. The decision whether to approve the leave typically is based on the needs and funding of the unit, except in the case of family and medical leave (see Chapter 16.03). Once approved by the dean, the leave request is forwarded to the Academic Personnel Office. The request for an extension is forwarded to the University Committee and the Provost/Vice Chancellor for Academic Affairs for final approval.

Effective With Notification Regarding Failure to Return

If an extension beyond one year is approved by the University Committee and the Provost/Vice Chancellor for Academic Affairs, it becomes effective when a letter is issued from the Provost to the faculty member indicating that failure to return to UW-Madison at the conclusion of the approved leave period constitutes a resignation as provided in Regent Resolution #5364.

Extension Beyond Second Year

An extension of a temporary assignment or leave of absence beyond the second year, but less than three years, must be approved by the University Committee, the Provost, and Systsem President/designee. Only under unusual circumstances will an extension beyond three years be forwarded to the Board of Regents; it may not be open-ended, but must be for a fixed period of time (Regent Resolution #5364).

NOTE—Board of Regents approval is NOT required for a medical leave (see Chapter 16.03 for family and medical leave). Also see the following section III regarding political office or appointment-related leaves.

NOTE—Once a leave of absence is approved, it is important for the employee to consult with the Office of Human Resources—Benefits Services concerning the potential effects on his/her health insurance and other benefits.

ACADEMIC STAFF AND LIMITED APPOINTEES WITH ACADEMIC STAFF BACKUP APPOINTMENTS

Leave of Absence

For purposes of this policy, a leave of absence is a temporary separation of an academic staff member from the University during which the academic staff member is not paid from funds administered by the University except for such fringe benefits as may be permitted by State regulations.

Request for a Leave of One Year or Less

A request for a leave of one year or less is initiated in writing to the dean and department head. A leave of absence requires the affirmative recommendation of the department head and the approval of the dean. The decision whether to approve the leave typically is based on the needs and funding of the unit, except in the case of family and medical leave (see Chapter 16.03). Once approved by the dean, documentation is forwarded to the Academic Personnel Office for recording.

Extension Up To One Additional Year

Ordinarily, a leave of absence is granted for a maximum of one year. However, under appropriate circumstances, a leave may be extended up to one additional year. An extension requires the affirmative recommendation of the department head and the dean and then is submitted to the Academic Personnel Office. The request for an extension is forwarded to the Provost/Vice Chancellor for Academic Affairs for final approval.

Effective With Notification Regarding Failure to Return

If an extension beyond one year is approved by the Provost/Vice Chancellor for Academic Affairs, it becomes effective when a letter is issued from the Provost to the academic staff employee indicating that failure to return to UW-Madison at the conclusion of the approved leave period constitutes a resignation as provided in Regent Resolution #5364.

Extension Beyond Second Year

An extension of a leave of absence beyond the second year, but less than three years, must be approved by the Provost, and System President/designee. Only under unusual circumstances will an extension beyond three years be forwarded to the Board of Regents; it may not be open-ended, but must be for a fixed period of time (Regent Resolution #5364).

NOTE—Board of Regents approval is NOT required for a medical leave (see Chapter 16.03 for family and medical leave). Also see the following section III regarding political office or appointment-related leaves.

NOTE—Once a leave of absence is approved, it is important for the employee to consult with the Office of Human Resources—Benefits Services concerning the potential effects on his/her health insurance and other benefits.

LEAVES OF ABSENCE TO SEEK OR ACCEPT POLITICAL OFFICE OR APPOINTMENT

Performance of University Duties

If elected or appointed to a government office and the demands of the duties will not permit full or part-time performance of the individual's University duties, a faculty or academic staff member may request a leave of absence.

Leave of Absence

For purposes of this policy, a leave of absence is a temporary separation of a faculty or academic staff member from the University during which the faculty or academic staff member is not paid from funds administered by the University except for such fringe benefits as may be permitted by State regulations.

Maximum Leave for Elected or Appointed Office

A request for a leave of the initial term of an elected or appointed office may not exceed a maximum of four years.

Request for Leave of Initial Term of Elected or Appointed Office

FACULTY—A request for a leave of the initial term of an elected or appointed office is submitted in writing to the dean and department chair and requires the affirmative recommendation of the departmental executive committee, along with the dean's approval. Once approved by the dean, documentation should be submitted to the Academic Personnel Office. The request will be forwarded to the Provost/Vice Chancellor for Academic Affairs and the University Committee for final consideration.

ACADEMIC STAFF—A request for a leave of the initial term of an elected or appointed office is submitted in writing to the dean and department head and requires the affirmative recommendation of the departmental head and the approval of the dean. Once approved by the dean, documentation should be submitted to the Academic Personnel Office. The request will be forwarded to the Provost/Vice Chancellor for Academic Affairs for final consideration.

LIMITED APPOINTEES>—A limited appointee who accepts appointive or elective political office will be placed in her or his backup faculty or academic staff appointment. The individual should follow the policies and procedures described immediately above as appropriate to her or his backup faculty or academic staff appointment. A limited appointee has no expectation to be reappointed to a limited position upon return from his or her leave, unless specific approval was obtained from the Board of Regents.

Conclusion of Initial Term of Elected or Appointed Office

A leave of absence of the initial term of elected or appointed office is granted on a mutual understanding between the faculty or academic staff member and the University that she or he will return to the University at the conclusion of the initial elected or appointed term.

Extension Beyond the Initial Term of Elected or Appointed Office

An extension beyond the initial term of elected or appointed office must be approved by the Board of Regents and must be for a fixed period of time.

NOTE—A faculty or academic staff member seeking political office may not engage in political campaigning during hours when the faculty or academic staff member is expected to be performing her or his University ditues, nor solicit or receive campaign contributions or services. A faculty or academic staff member entering a primary or regular campaign must consult with her or his department chair/head and dean/director to determine whether planned campaign activities will interfere with performing her or his University duties and if so, a reduced-time appointment needs to be arranged for the duration of the campaign.

REFERENCES

For more detailed and specific information, consult Regent Resolution #5364, FPP Ch. 7, UWS Ch. 3.

Appendix 16-A Leave of Absence Request Form
Appendix 16-B Election Official Request Form
Appendix 16-C Sample letter for a 1-year Leave of Absence for use by Dean's Office.
Appendix 16-D Sample Provost's letter for a 1-year extension of leave.