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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.

In an effort to help departments with this task, and to ensure that the College is correctly informed about any circumstance where a faculty member will be 'away' or will have an alteration of their teaching load, COLA HR requests that departments complete and submit the Faculty Leaves by Semester Template for each long semester.

Please submit the Fall Leaves spreadsheet on 8/1 and the Spring Leaves spreadsheet on 12/01 using the Leaves portal.

And, 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)