Academic Leaves of Absence
Academic Leaves of Absence
Academic leaves of absence provide faculty with protected time to pursue scholarship, research, professional development, or other academic activities that advance both individual careers and the mission of the School of Medicine and Dentistry.
Leaves are granted in accordance with the UR Faculty Handbook and the SMD Regulations of the Faculty and require approval from the Office of Academic Affairs (OAA) and the University Provost.
Leave Forms and Templates
All required forms, templates, and guidance documents are available in the Academic Leaves Box folder.
Eligibility
Academic leave is generally available to:
- Full-time faculty
- Associate Professors or Professors
- Faculty who are tenured or who have academic components in Research, Scholarship, or Institutional Scholarship
Faculty are encouraged to review the Faculty Handbook (“Leaves of More Than One Month”) and the SMD Regulations of the Faculty (“Academic Leave of Absence”) for full policy details.
Timeline and Planning
Academic leave proposals must be submitted to the Office of Academic Affairs at least six (6) months prior to the requested start date.
This timeline allows for:
- Review and feedback
- Revisions, if needed
- Coordination with the Dean’s Office
- Submission to the Provost’s Office
Faculty are strongly encouraged to contact the Vice Dean for Academic Affairs early in the planning process to discuss the proposed leave and receive feedback before formal submission.
Proposal Requirements
A complete academic leave application includes the following components:
The written proposal must address:
- Current academic appointment (rank) and academic components
- Percentage effort devoted to leave (50% or 100%) and proposed start/end dates
- Background and academic accomplishments relevant to the leave
- Specific goals and activities during the leave
- Location of activities (with justification, especially if remaining in Rochester)
- Collaborative relationships, if applicable
- Anticipated outcomes (skills, scholarship, funding, intellectual property, etc.)
- Benefit to the faculty member and to the University
- Plan for coverage of responsibilities during the leave
A proposal template is available in the Required Forms folder below.
The Chair’s letter should:
- Confirm rank and academic components
- State full support of the proposed leave
- Confirm percentage effort and dates
- Describe how responsibilities will be covered (or justify why coverage is not required)
- Summarize the benefits of the leave for the faculty member, department, and University
- Updated CV
- Completed Leave of Absence Application (Part 1 and Part 2)
- Completed Academic Leave Financial Information Form
- Letters of support (if applicable for outside institutions)
- ORPA approval or sponsoring agency notification (if faculty have sponsored funding)
Financial Considerations
Salary for academic leave with pay is charged against a designated benefit pool up to the allowable limit.
Faculty with sponsored research funding (ledger 5) must coordinate with the Office of Research and Project Administration (ORPA) to determine whether sponsor notification or approval is required. Documentation must be included in the application materials.
Faculty are encouraged to seek outside funding support where appropriate to help offset costs associated with the leave program.
If you have questions regarding salary or funding implications, please contact the OAA Senior Faculty Affairs Administrator.
International Appointments and Affiliations
If your leave involves an appointment or affiliation with a foreign institution or entity, you must:
- Identify the institution and country in your proposal
- Confirm compliance with University guidance regarding international appointments and affiliations
Additional review may be required depending on the nature of the affiliation.
Return Obligations
Per the UR Faculty Handbook, academic leaves are granted with the expectation that the faculty member will return to their University position for a period at least equivalent to the length of the leave.
Faculty who do not return following a paid leave are required to reimburse the University for costs incurred to finance the leave.
Submission Process
All academic leave application materials must be submitted to the Office of Academic Affairs via your department’s designated Box folder. The Chair’s office can assist with submission.
Incomplete applications will delay review.