Faculty Leaves and Awards

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 9/1 and the Spring Leaves spreadsheet on 1/16 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 Supplemental College Research Fellowship (SCRF))

• Awarded by COLA, pays up to 50% of faculty’s salary to supplement an awarded fellowship. Comes with return rule. 
• Sometimes becomes an FDL...

Additional Research Awards and Leaves:

Research Intensive Awards (RIA)

Faculty Development Leaves (FDL)

Faculty Development Awards (FDA)

Other Leaves & Related Processes:

Modified Instructional Duties (MID)

• Used to appoint faculty member temporary alternative work to release faculty from 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.

Archived (No Longer Used) Leaves and Awards (as of 9/1/23):

Faculty Research Assignment (FRA)

• Awarded by COLA and OGS, affords faculty 1 semester course release and is paid 50% by OGS. Comes with return rule

Summer Research Assignment (SRA)

• Awarded by OGS, pays 2 months summer salary. Comes with return rule

College Research Fellowship (CRF)

• Awarded by COLA, affords faculty 1 semester course release for research project. Comes with return rule

Policy Links:

HOP 2-2210: Faculty Leaves and Special Academic Assignments

Provost Office Leaves Information