Faculty Policies

Arts and Sciences Policy on Faculty Leaves

CGAS-038 Arts and Sciences Policy on Faculty Leaves 

  • Date: 5/1/2026
  • Status: Final
  • Last Revised: 5/1/26
  • Policy Type: School
  • Contact Office: Office of the Dean, College and Graduate School of Arts and Sciences  
  • Oversight Executive: Dean, College and Graduate School of Arts and Sciences
  • Applies To: Tenure-line faculty members and Academic General faculty members in the College and Graduate School of Arts and
  • Sciences on a contract of one year or longer

College and Graduate School of Arts & Sciences 

A&S Policy CGAS-038 Faculty Leave and Sabbatical in Arts and Sciences 

Reason for Policy: 

Recognizing the need for faculty members (including academic, administrative, and professional) to be away from the University to pursue research and scholarship and to take time away from work to fulfill family, personal, or other outside obligations, the University has established different types of leave. Faculty leaves are governed under the University policy HRM-038. This policy outlines the eligibility and guidelines governing the different types of leave over which the College and Graduate School of Arts and Sciences has approval. It does not include other types of leave that may be requested directly from UVA HR. If any aspect of the Arts and Sciences policy is in conflict with University policy, the University policy will prevail. 

Leave has the potential to affect benefits, and the effects vary by leave type. In order to fully understand the potential benefits impact of a leave, faculty members are encouraged to consult with a benefits counselor in UVA HR prior to requesting any type of leave. 

Definition of Terms 
These terms refer to different types of leave that are in use within Arts and Sciences. All are governed by the leave type definitions in University policy HRM-038. 

Leave for Professional Reasons 

Sabbatical  

  • Sesquicentennial sabbatical: a type of sabbatical awarded through a competitive application process. The sesquicentennial sabbatical (a.k.a. "sesqui") had its origins in the University’s 150th anniversary celebration. 
  • Endowed chair sabbatical: a type of sabbatical granted to endowed chairs for whom an accelerated leave schedule is included in the appointment letter.  
  • Sabbatical for other reasons: a type of sabbatical to which a Dean, Provost, or President has committed in writing as the result of an administrative assignment (such as a department chair assignment) or other reasons. 

Other Professional 

  • External award leave: a type of leave that may be granted to faculty members receiving external, nationally recognized, prestigious awards or fellowships.  
  • Salary topoff: partial salary support that may be approved for faculty members who receive significant and prestigious external fellowships that cover some, but not all, of their salary during a leave. Governed by the Arts and Sciences topoff policy. 
  • Professional leave for other reasons (educational): professional leave may also be granted to allow for other types of activity associated with the faculty member's pursuit of new knowledge, techniques, and experiences that may be considered educational and enhancing the faculty member's ability to contribute to the University. 

Leave for Personal Reasons 

  • All personal leave types are defined in University policy HRM-038. 

Policy statement 

Leave for professional reasons 

Sabbatical  

Regardless of the type of sabbatical, in all cases, the purpose is to allow faculty members to devote 100% of their effort to research. All sabbaticals are requested through an annual leave request process that begins at the end of each spring semester with a call from the Dean’s office. Sabbatical approvals are received the following fall, with the sabbatical to be taken in the following academic year. (For example: 27-28 sabbaticals are requested in spring 26; 28-29 sabbaticals are requested in spring 27, and so on). 

Sabbaticals are approved by the department chair and divisional Associate Dean. Criteria for approval include demonstrated progress on research during the previous sabbatical, as well as advance submission of plans for work to be completed during the requested sabbatical. While the leadership will try to accommodate each person’s request, faculty members at any rank, including chaired professors, may be required to postpone a sabbatical if a unit would not reasonably be able to cover its curricular needs if all requested sabbaticals in that unit are granted. 

1) Sesquicentennial sabbatical (a.k.a. “sesqui”) 

  • Eligibility: Tenure-track faculty members who are successfully reappointed in their 3rd year are eligible for a pre-tenure sesqui in their fourth year. Tenured faculty members who have completed 10 or more semesters of full-time teaching since their last sabbatical, are also eligible for sesqui sabbatical. Faculty members on an accelerated sabbatical schedule associated with a named professorship are not eligible for sesqui. Faculty members must report on work accomplished during their previous sesqui in order to be eligible for a subsequent one. 
  • Leave type: Sabbatical 
  • Compensation: may be taken as one semester at full pay or a year at half pay. The award of an external research grant or fellowship does not affect the sabbatical entitlement and may be held simultaneously. In such cases, however, the total compensation for nine months may not exceed the normal University salary for the same period.  
  • Application: Sesqui sabbaticals are awarded through a competitive application process. Publications or other research accomplishments resulting from the sesqui are expected in order to remain competitive for future sesquis. 
  • Timing:  
    • If a faculty member defers a sesqui, the accumulation of full-time teaching semesters towards the next leave (a.k.a. "sesqui clock") does not reset until the sesqui has been taken.  
    • The College makes an exception to this rule if the sesqui is deferred at the request of the College or University (for example, to take on an administrative role). Exceptions must be documented in writing, preferably as a part of the appointment letter. 
    • A faculty member receiving a sesqui must return to full-time teaching, research, and service responsibilities at the University for at least two semesters after the completion of the sesqui, or the full cost of salary and benefits received during the sesqui must be repaid to the University. 
  • Request and approval: As noted above, tenure-track faculty members are eligible for a sesqui in their fourth year; while tenured faculty members are eligible after ten or more semesters of full-time teaching since the start date or last sabbatical.  

2) Endowed Chair sabbatical 

  • Eligibility: Individuals who hold a renewable or un-termed endowed chair, where the sabbatical is included in the endowed chair appointment letter, are eligible for one semester of leave following 5 semesters of full-time teaching. Faculty members who are eligible for endowed chair sabbaticals are not eligible for sesqui sabbatical. 
  • Leave type: Sabbatical 
  • Compensation: may be taken as one semester at full pay or a year at half pay. The award of an external research grant or fellowship does not affect the sabbatical entitlement and may be held simultaneously. In such cases, however, the total compensation for nine months may not exceed the normal University salary for the same period.  
  • Timing:  
    • As noted above, chaired professors with sabbatical included in their appointment letter are eligible for a sabbatical after five or more semesters of full-time teaching since their last sabbatical. 
    • A faculty member may defer an endowed chair sabbatical until they have taught for 10 full-time semesters and become eligible for a full year of sabbatical at full pay. No more than one semester of endowed chair sabbatical may be deferred in this way. 
    • New endowed chairs normally become eligible for the first endowed chair sabbatical after 5 full time teaching semesters following the endowed chair election. However, the initial endowed chair leave may occur sooner if, when including semesters prior to endowed chair election, a faculty member has completed ten semesters (not necessarily continuous) of full-time teaching and research in residence since the previous sabbatical. 
    • An endowed chair sabbatical may not be assigned during the last semester before retirement or resignation from the University. 
  • Request and approval: Endowed chair sabbaticals are requested during the leave request process each spring, approved by the department chair and Dean’s office with notification the following fall. 

3) Sabbatical for other reasons 

  • Eligibility: Faculty members who have a sabbatical committed in writing by the Dean, the Provost, or the President as a result of an administrative assignment (such as department chair) or other reasons.  
  • Leave type: sabbatical leave 
  • Compensation: variable depending on the nature of the agreement. 
  • Request and approval: These sabbaticals are usually pre-approved but may be subject to specific requirements or provisions as outlined in the letter granting the sabbatical. Like other sabbaticals, these are typically requested during the leave request process each spring, with the timing approved by the department chair and Dean’s office. 

Other Professional Leave 

1) External award  

  • Purpose: full-time pursuit of sponsored activities relating to the award 
  • Eligibility: Tenure-track, tenured or academic general faculty members who receive external, nationally recognized, prestigious awards or fellowships may request professional leave to pursue research related to the award.  
  • Leave type: other professional leave (educational) 
  • Compensation: may be approved at partial or full pay, depending on the type of award. Faculty members may be eligible for a salary topoff, following the College's topoff policy. 
  • Timing: the leave is timed with the time frame outlined in the award letter.  
  • Request and approval: These leaves and any associated topoff may be requested via the leave request process once formal confirmation of the award is received. Leaves and topoffs are approved by the divisional Associate Dean. 

 2) Other professional leave 

  • Purpose: to support activities associated with the faculty member's pursuit of new knowledge, techniques, and experiences that will enhance the faculty member's future ability to contribute to the mission of the College and University.  
  • Eligibility: Tenure-track, tenured or academic general faculty members on multi-year contracts 
  • Leave type: other professional leave (educational) 
  • Compensation: typically approved as leave without pay. Faculty members approved for professional leave without pay may remain on the UVA health plan and the University will continue to cover the employer portion of the premium. 
  • Timing: typically approved for one or two semesters. 
  • Request and approval: These leaves may be requested via the leave request process as circumstances arise. Approval is by the divisional Associate Dean. 

Leave for personal reasons

In alignment with University Policy HRM-038: Faculty Leaves, the College and Graduate School of Arts and Sciences recognizes the need for faculty members (Tenure-line, Academic General, and Administrative & Professional faculty members) to request leave for personal reasons. This policy specifies the personal leave options that are available to faculty members in Arts and Sciences.  

  • All personal leave types are defined in University policy HRM-038. 
  • Personal, family, and parental leaves may be requested via the College leave request process as circumstances arise. Leave requests should be submitted as far in advance as reasonably possible. Other types of leave should be requested directly through UVA HR. 

1) Family leave 

  • Purpose: To support faculty members serving on a temporary basis as the primary caretaker of their child, spouse, or other adult. 
    • Eligibility: Tenure-line or academic general faculty members on full-time, multiyear contracts 
    • Leave type: personal (family)
  • Compensation: typically approved as leave without pay (0% effort) and in semester-long increments. Faculty members approved for family leave without pay may remain on the UVA health plan and will have to cover the employer and employee portion of the premium. 
     
    • Requests for leave with partial pay/partial effort may be considered in some cases, if the effort reduction is applied to all effort categories equally (research/teaching/service) and if the faculty member is available in person for scheduled activities such as teaching, department meetings, lab supervision, etc. Please refer to UVA policy HRM-038 for definitions. 
  • Request and approval: These leaves may be requested via the College leave request process as circumstances arise. Approval is by the Associate Dean for Faculty Affairs in consultation with the divisional Associate Dean. 

2) Parental leave: 

  • Purpose: to support faculty members experiencing a qualifying parental leave event, either through the birth, adoption, or placement of a child, or the assumption of legal guardianship for a child under eighteen years of age. 
  • Eligibility: Tenure-track, tenured and academic general faculty members on multiyear contracts 
  • Leave type: personal leave (parental) 
  • Compensation: The University provides eight weeks of parental leave with full pay or sixteen weeks of leave at half-pay for the birth of a child. In addition, short term disability (6-8 weeks) is available to the birth parent. Up to four weeks of additional unpaid parental leave may be requested, with some benefits coverage; consult HRM-038 for details. 
  • Modified duties: A faculty member may request one semester of relief from teaching at full pay, with modified duties assigned for the portion of the semester they are not on leave. For example, if they are approved for 8 weeks of parental leave at full pay, with 7 weeks remaining in the semester, they may request a return from leave with modified duties for the remainder of the semester. The period of modified duties should be devoted to duties arranged in advance with the department, to replace the teaching expectation for that period. Modified duties are available for one semester per parental event and may not be used for extensive professional travel or other increased professional activities (including consulting) that do not meet the goals of the policy. 
  • Request and approval: These leaves may be requested via the leave request process; modified duties details to be included with the request. The leave approval is automatic; Associate Deans approve modified duties. 
  • Clock stoppage: Tenure-track faculty members may request an automatic one-year extension to the tenure clock in conjunction with a qualifying parental event.  

3) Leave for other personal reasons:  

  • Purpose: leave for personal reasons other than those specified above.  
  • Eligibility: Tenure-track, tenured and academic general faculty members on multiyear contracts  
  • Leave type: personal leave (other personal reasons) 
  • Compensation: typically approved as leave without pay (0% effort). A faculty member who is approved for leave without pay may remain on the UVA health plan and will have to cover the employer and employee portion of the premium. 
     
    • Requests for leave with partial pay/partial effort may be considered in some cases, if the effort reduction is applied to all effort categories equally (research/teaching/service) and if the faculty member is available in person for scheduled activities such as teaching, department meetings, lab supervision, etc. 
  • Request and approval: These leaves may be requested via the leave request process as circumstances arise. Approval is by the Associate Dean for Faculty Affairs in consultation with the divisional Associate Dean.

For more details on the governing Provost and HR policies for the leave types above, or for information about any other type of leave, please refer to https://uvapolicy.virginia.edu/policy/HRM-038 and https://hr.virginia.edu/time/leaves-absence. Other types of leave are not approved by Arts and Sciences and should be requested directly through UVA HR.