Personnel and Professional Policies
The Academic Year
(Administrative Code: Section 42751)
Academic year employees will be appointed for an academic year composed of any three quarters out of four consecutive quarters. In campuses on quarter system year-round operation, the period of four consecutive quarters within which an academic year employee serves shall begin with the quarter to which the employee is appointed. For continuing academic year employees, upon conversion of the campus to quarter system year-round operation, the period of four consecutive quarters shall begin with the fall quarter, provided, however, that continuing academic year employees who prior to conversion of their campus to quarter system year-round operation had served full time for the immediate preceding two semesters or three quarters, as the case may be, shall be considered to have served a full academic year for purposes of section 42654.
(Senate: 10/24/89; President: 11/10/89; Editorial Amendment: 9/00, 8/01)
The pattern of instruction for full-time academic year employees at campuses on quarter system year-round operation shall be three quarters of a period of four consecutive quarters, the fourth quarter of which period shall be an off-duty quarter except as otherwise provided in section 42901, subdivision (b).
Following the initial academic year of service, the three quarters which the faculty member teaches, and the time during which a compensating quarter off may be taken, will be considered for each faculty member in light of the needs of that faculty member and the needs of the department/division/school, as mutually agreed to at the department/division/school and college level. If such agreement is not reached at that level, the final decision will be made by the President, consistent with the resolutions of the Board of Trustees.
Assignment of an academic year employee to academic quarters shall be determined at as early a date as is feasible, but in any event at least one full quarter in advance of the beginning of the next succeeding academic year, unless the faculty member consents to a later determination. No such assignment may be made more than three years in advance.
(Senate: 2/9/07; President: 10/10/07)
The completion of graduate theses or projects may be an important part of the professional development of graduate students. As such, they demand substantial amounts of faculty time and effort. Accordingly, in consultation with the college dean, each college and each department/division/school shall develop policies and procedures to provide appropriate recognition of faculty directing graduate theses and projects including policies governing the allocation of units generated by graduate directed studies and theses projects.
(Senate: 10/24/89; President: 11/10/89; Editorial Amendment: 9/00, 8/01)
Faculty members meet their assignments during advisement periods and on all instructional days up to and including Commencement.
Faculty members meet all assigned classes as scheduled; share in the advisement assignments; attend all department/division/school, college, and university faculty meetings; and serve on such department/division/school, college, and university-wide committees as required.
Faculty workload is covered in Article 20 of the Agreement.
(Administrative Code: Section 42754)
The term "extra quarter assignment" means the assignment given to an academic employee to teach full-time or part-time within the employee's four-quarter period, a quarter other than one of the quarters which comprise the employee's academic year.
In exceptional instances when the needs of the campus require it, an academic year employee may teach an extra quarter assignment. The employee will not, as a general policy, teach more than six consecutive quarters, and subject to the exception in subdivision (e)(1), shall not be permitted to teach more than the equivalent of seven consecutive full-time quarters in The California State University.
No academic year employee shall teach an extra quarter assignment unless the employee agrees to do so.
When an academic year employee teaches an extra quarter assignment, the employee may elect whether such work shall be for extra compensation or for a quarter off at a later date. Service for a quarter off at a later date must be full time for the entire quarter. The employee shall make the election by notifying the campus in the form and in the manner and by the time prescribed by the President.
An academic year employee may teach extra quarter assignments either for extra compensation or for a compensating quarter off at a later date; provided that:
For extra compensation - the employee's teaching, including teaching pursuant to this subdivision (e), shall not exceed the equivalent of one quarter for extra compensation nor more than the equivalent of ten quarters during any triad. An exception may be granted by the campus President if an eleventh quarter assignment is essential to the offering of required instruction. No service credit for tenure, retirement, sabbatical leave, sick leave, or seniority will be earned during this extra quarter; and
For a compensating quarter off at a later date - the employee's teaching, including teaching pursuant to this subdivision (e)(1), shall not exceed the equivalent of ten quarters during any triad. Such compensating quarter off will normally be taken during the employee's next succeeding academic year, but may, with the approval of the campus President or designee, be taken at a later time within 36 months of the completion of the extra quarter of service. No service credit for tenure, retirement, sabbatical leave, sick leave, or seniority shall accrue during the period of the extra quarter assignment, but shall accrue with respect to the paid time taken as a compensating quarter off, in the same manner as though the employee had taught during the period of such compensating time off rather than during the period of the extra quarter assignment.
As used in this article, the terms "teach" and "teaching" shall include service during a period of sabbatical leave taken pursuant to Article 5 (commencing with section 43000) and service while on a special leave for research or creative activity taken pursuant to Article 5.1 (commencing with section 43050).
(Senate: 4/23/68, 4/27/76, 10/24/78, 7/14/81, 7/22/81 [EA], 5/11/04; President: 4/24/68, 5/3/76, 11/8/78, 8/6/81, 10/18/06)
Statement on Equal Employment Opportunity
California State University, Los Angeles affirms its commitment to equality of opportunity for all individuals. This commitment requires that no unlawful discrimination shall occur in the operation of any employment program of this University including recruitment, appointment, retention, tenure, promotion, compensation, benefits, transfers, layoffs, return from layoff, university-sponsored training, education, tuition assistance, and social and recreational programs. California State University, Los Angeles serves a highly diverse student body in one of the nation's most diverse states. Diversity among our faculty, staff, and administrators enriches our academic community.
This policy embodies and is intended to implement explicit requirements of State and Federal laws, Presidential Executive Orders, and policies of the California State University with regard to nondiscrimination and Affirmative Action, including Title VII of the Civil Rights Act of 1964, Executive Order 11246 as amended, Title IX of the Education Amendments of 1972, Veteran's Readjustment Assistance Act of 1974, Sections 503 and 504 of the Rehabilitation Act of 1973 as amended, and the Americans with Disabilities Act of 1990.
The Equal Employment Opportunity Compliance Program of the University seeks to attain the following:
- The achievement of a work force that utilizes the talents of all of our populations, with adequate representation of ethnic minorities, women, the disabled, and covered veterans.
- The elimination of discrimination in employment on the grounds of race, color, religious creed, national origin, gender, sexual orientation, marital status, pregnancy, age, physical or mental disability, medical condition (including HIV/AIDS), covered veteran status, political affiliation, or any legally protected status.
- The maintenance of genuine equality of opportunity by ensuring that reasonable requirements and the merits of the individual are the sole criteria for appointment, retention, and advancement of employees.
- The provision of opportunities for employees from underrepresented groups, as well as other employees, to improve their qualifications for advancement.
Furthermore, no retaliation shall occur because an individual filed a complaint of discrimination, opposed a discriminatory act, or participated in an investigation related to such a complaint.
The University Equal Employment Opportunity Compliance Program Plan shall be consonant with the CSU plan and shall include these elements:
The implementation of the Equal Opportunity Compliance Program is the responsibility of , the head of each administrative unit, the central administration, and supervisors and managers at all levels.
- Analysis of faculty and staff employment utilization.
- The establishment of procedures for monitoring and self-assessment.
- A process for handling complaints of discrimination.
- A process for the dissemination of Equal Employment Opportunity policy and procedures.
- Policies and procedures designed to address issues related to nepotism, pregnancy and childbirth, sexual harassment, and discrimination based on religious creed, and national origin.
- Policies and procedures for the disable and covered veterans.
- Practices that promote the transaction of business with outside firms that observe Equal Employment Opportunity.
The President has overall responsibility and accountability for implementing and maintaining the University's Equal Employment Opportunity Compliance Program, assisting units in complying with it and monitoring and evaluating the University's progress toward its goal.
The complete text of Executive Order 883, "Systemwide Guidelines for Nondiscrimination and Affirmative Action Programs in Employment" as adopted by the Board of Trustees appears in Appendix O.
(Senate: 8/20/74, 3/5/97, 3/11/03; President: 8/22/74, 10/30/97, 5/7/03)
There shall be no University policy prohibiting employment of more than one member of an immediate family.* However, a faculty member shall not participate on Appointment, Retention, Tenure and Promotion (ARTP) or other peer review or award committees, including Sabbatical Leave Committees, where an immediate family member is to be considered that year. An immediate family member may not certify another member of that family regarding entitlement to salary or other funds. No person shall be denied an administrative position or prevented from carrying out the normal duties of that position, such as scheduling courses or other assignments, because of the presence on the faculty of an immediate family member within the unit being administered. In the event that there are disputes or complaints arising from administrative decisions made by a faculty member in an administrative position because of the presence of an immediate family member in the unit being administered, the complaints should be referred initially to the administrator immediately superior to that faculty member. The intent of this policy is that faculty members and administrators shall incur neither benefits nor harm due to the fact that an immediate family member is employed by the University.
No faculty member shall participate in evaluation of the work of a student who is a member of her/his immediate family.*
*Members of an "immediate family" are defined as children, siblings, parents, spouse. or domestic partners. System policy appears in Appendix O .
(Senate: 10/13/81, 10/12/93, 6/25/96; President: 11/4/81, 12/13/93, 9/9/96)
California State University, Los Angeles will take action to prevent and eliminate sexual harassment, as mandated by Chancellor's Executive Order 927 (Appendix P).
Sexual harassment is conduct subject to disciplinary action, including termination. Sexual harassment* includes but is not limited to:
- Unwanted sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.
- Any act which contributes to a workplace or learning environment that is hostile, intimidating, offensive, or adverse to persons because of the sexual nature of the conduct.
- Conditioning an act, decision, evaluation, or recommendation on the submission to or tolerance of any act of a sexual nature.
Although this policy focuses on the treatment of persons lacking or holding lesser authority by persons possessing greater authority, it does not preclude the possibility that sexual harassment may also be perpetrated by persons lacking or holding lesser authority, e.g., employee, student, or applicant. In determining whether conduct constitutes sexual harassment, the circumstances surrounding the conduct are considered.
The prohibition against sexual harassment applies to all transactions of University business, whether on or off campus.
Individuals with supervisory authority are responsible for reporting a formal complaint about sexual harassment to a designated complaint investigator. Failure to do so may lead to appropriate administrative action.
Specific rules and procedures for reporting charges of sexual harassment and for pursuing available remedies are available in the following locations: Office of Human Resource Management; Office for Equity and Diversity; Office of the Vice President for Student Affairs; University Counseling Center; and Women's Resource Center.
*The parameters of "Sexual Harassment" are legally defined by state and Federal statutes and court decision. While the policy set forth above describes actions which fall generally within the scope of "Sexual Harassment," all CSU employees and students are required to conduct themselves in a manner that avoids sexual harassment as defined by state and Federal law.
(Senate: 7/29/97; President: 12/4/97)
"Sexual relations between students and faculty members with whom they also have an academic or evaluative relationship are fraught with the potential for exploitation. The respect and trust accorded a professor by a student, as well as the power exercised by the professor in an academic or evaluative role, make voluntary consent by the student suspect. Even when both parties initially have consented, the development of a sexual relationship renders both the faculty member and the institution vulnerable to possible later allegations of sexual harassment in light of the significant power differential that exists between faculty members and students.
"In their relationships with students, members of the faculty are expected to be aware of their professional responsibilities and avoid apparent or actual conflict of interest, favoritism, or bias."
It is unprofessional conduct for a faculty member to engage in any sexual relationship with a student while he or she is enrolled in that faculty member's class, or if a faculty member is acting in any other capacity which may directly affect the students academic career.
Failure to follow these standards will be grounds for investigation for disciplinary action.
*The language in quotation marks is the statement adopted by the 81st Annual Meeting of A.A.U.P.
(Senate: 6/25/96; President: 9/9/96)
California State University, Los Angeles is committed to creating and maintaining a learning, working, and social environment for all members of the University community which is free from violence. The University has no tolerance for violence against and by members of the University community. To fulfill this policy, the University will work to prevent violence from occurring and will ensure that Federal and state laws, as well as University regulations prohibiting violence, are fully enforced.
Civility, understanding and mutual respect toward all members of the University community are intrinsic to excellence in teaching and learning, to the existence of a safe and healthful workplace, and to the maintenance of a campus culture and environment which serve the needs of its many constituencies. Threats of violence or acts of violence not only impact the individuals concerned, but also the mission of the University to foster higher education through open dialogue and the free exchange of ideas. The University prohibits and will take decisive action to eliminate verbal harassment, as defined by California and Federal law, violent acts, threats of violence, or any other potentially disruptive behavior. Such conduct is subject to disciplinary action up to and including dismissal from employment, expulsion from the University, or civil or criminal prosecution as appropriate.
Established University policies and procedures for faculty, staff, and students and department of public safety policy and procedures will serve as the mechanism for resolving situations of violence or threats of violence. Each allegation of violence or threat of violence will be taken seriously. Individuals are encouraged to report acts of violence, threats of violence, or any other behavior which by intent, act or outcome might harm another person as detailed in the procedures.
(Senate: 11/20/90; President*)
Background. The Drug-Free Workplace Act of 1988, mandates that organizations receiving Federal monies (Federal financial aid for students, grants and contracts) develop and implement programs that combat illegal drugs in the workplace. It mandates legal sanctions against any employee convicted of the illegal use, distribution, manufacture and sale of controlled substances (as defined in schedules I through V of the Controlled Substances Act, United States Code 812, as amended) in the workplace.
The Drug-Free Schools and Communities Act Amendment of 1989, (Section 1213 to Public Law 101226), calls for campuses to certify that substance prevention programs, including alcohol, have been developed and a time table established for implementation. This legislation incorporates such issues as the dissemination of information to students and employees, legal sanctions, health risks and available services for students.
Policy Statement. The illegal possession, manufacture, cultivation, distribution, use or sale of any controlled substance is prohibited in and on California State University, Los Angeles, owned or controlled property. Any staff or faculty member determined to have violated this policy on University time or premises will be subject to disciplinary action, up to and including dismissal, or may be required, at the discretion of the University, to participate satisfactorily in an approved counseling or rehabilitation program. Staff and faculty members found to be in violation of this policy will be subject to referral for prosecution consistent with the appropriate local, State or Federal law.
Education Code 89535,** addresses both faculty and staff causes for dismissal, demotion or suspension. The Education Code states the following:
Any permanent or probationary employee may be dismissed, demoted, or suspended for the following causes:
- Immoral conduct.
- Unprofessional conduct.
- Addiction to the use of controlled substances. (Amended 1986).
- Failure or refusal to perform the normal and reasonable duties of the position.
- Conviction of a felony or conviction of any misdemeanor involving moral turpitude.
- Fraud in securing appointment.
- Drunkenness on duty.
All the agreements between collective bargaining representatives and The California State University address these issues as either disciplinary action procedures, rules and regulations, corrective action or pre-discipline. The specific language for each agreement should be referenced.
The University recognizes that drug and alcohol dependency are treatable diseases. An Employee Assistance Program is available to all University employees with substance and dependency problems. Faculty and staff are encouraged to seek assistance for drug and alcohol-related problems and may use approved leaves of absence, approved vacation or sick leave for this purpose.
All information regarding an individual's participation in the Employee Assistance Program is considered confidential and will not be disclosed to anyone nor made part of the official personnel file without the individual's consent. A faculty or staff member's job security or opportunity for promotion will not be jeopardized by participation in the Employee Assistance Program or other approved substance abuse counseling or rehabilitation programs.
Special Requirements for Individuals Employed Through Federal Contracts and Grants. The Drug-Free Workplace Act of 1988, requires that California State University, Los Angeles, faculty, staff members and other employees directly engaged in the performance of work on a Federal contract or grant abide by this policy as a condition of employment. Faculty, staff, and other employees shall notify the University within five days if they are convicted of any criminal drug statute violation occurring in the workplace or while on University business. The Department of Public Safety will notify the Department of Human Resource Management of any such conviction. The University must notify the Federal contracting or granting agency within ten days of receiving such notice of conviction and must take appropriate corrective action which may include requiring the employee to participate satisfactorily in an approved substance abuse counseling or rehabilitation program.
Program Description. The University has established a Substance Abuse Program for staff, faculty, and other employees. The program specifies (1) the dangers of substance abuse; (2) the availability of employee assistance, rehabilitation and counseling programs; and (3) the potential penalties for substance abuse convictions in the workplace or on University business. Through support of these programs, the University will continue to ensure a good faith effort to maintain an environment free of substance abuse.
*Returned unsigned by the President on 12/7/90 with the following statement: "I am returning unsigned the proposed policy. The intent of the proposed policy on drugs in the workplace was to issue the statement as University Policy. It is, therefore, certainly not inappropriate for the policy statement to be included in the Faculty Handbook ."
**State of California, Education Code, Volume Three, Title 3, 1981, Chapter 5, Article 1, Code 89535.
(Senate: 10/17/89; President: 11/10/89; Editorial Amendment: 8/01)
(Administrative Code: Section 42803)
The annual salary of faculty members is paid in 12 monthly installments. Because the State of California does not pay in advance, pay is drawn on the first working day of the month following the month in which the work has been performed.
Salary checks are disbursed through the academic department/division/school offices where faculty members may obtain the dates upon which the pay warrants will be disbursed for the current year.
(Senate: 10/17/89; President: 11/10/89)
It is the responsibility of faculty members to report any changes in status to the Office of Human Resources Management on the proper forms. Changes of name, address, income tax deductions, beneficiary, or dependents should be reported as promptly as possible because they affect the retirement system and various insurance and health benefit plans.
(Senate: 5/13/68, 11/20/79, 3/19/80, 8/27/85, 1/23/90; President: 5/21/69, 6/26/80, 10/29/85, 3/1/90)
Purpose. The primary responsibility of the faculty member is to perform assigned campus duties effectively. Occasionally, special needs of the community, state, or University may require additional efforts which would be considered an additional employment assignment for which additional compensation may be provided. "Additional employment" is a term used to describe a compensated work assignment in addition to the regular work assignment for which the individual is employed (either of a different nature from or compensated from a different source than the regular assignment). The purpose of these guidelines is to ensure that the assignment will not be incompatible with the additional employment policy of The California State University. Records on all such university-related activities are subject to review by both the State of California and federal auditors.
Policy on Additional Employment is found in Article 36 of the Agreement.
(Senate: 5/13/68, 11/20/79, 3/19/80, 8/27/85, 1/23/90, 7/13/93; President: 5/21/69, 6/26/80, 10/29/85, 3/1/90, 11/3/93; Editorial Amendment: 9/00, 8/01)
Clarification of university policy on employment as it applies to federal or private grants or contracts follows:
- Not more than 100 percent of a faculty member's time may be charged to one or more project funds during any given period. This means that any salary payment in excess of a faculty member's base salary, where such salary represents compensation for 100 percent of the faculty member's time and is charged to federal project funds, cannot be allocated and charged to project funds.
- Additional employment payments from project funds (up to 25 percent of annual base salary or 33 percent over base salary in any given term) are permissible in conjunction with salary payments from other sources, as long as the total amount charged to the project funds does not exceed 100 percent as indicated in section 1 above, and provided that such arrangement for additional employment has received prior written approval from the department/division chair or school director, the dean of the college, Dean of Graduate Studies and Research and the University Auxiliary Services, Inc. and is permitted by the applicable agency.
- Certain federal, state or private grants or contracts may be more restrictive in additional employment payment limitations. These more restrictive limitations shall apply when the faculty member is engaged in certain university-related activities. These are Continuing Education courses; Associated Students programs; and contracts, grants, or research projects or other assigned duties, funded through the University Auxiliary Services, Inc. or the state trusts.
(Senate: 7/8/08; President: 8/21/08)
The employment of graduate students as Instructional Student Assistants (ISAs), Teaching Associates (TAs) and Graduate Assistants (GAs) provides students with practical work experience directly related to their field of study, while contributing to the educational mission of the university. To ensure the highest possible quality of instruction, each department/division/school shall, in consultation with Academic Affairs and the Office of Graduate Studies and Research, develop written procedures for the recruitment, selection, training, supervision, and evaluation of graduate students employed in these positions. the definition of ‘peers’ within the department/division/school and the following distinguishing features of these employment classifications shall be kept in mind in the development of such procedures.
Instructional Student Assistants: Students in this classification perform teaching, tutoring, or grading work under close supervision. Typical qualifications for this classification include the ability to learn and perform assigned duties, work cooperatively with faculty, staff and other students, and work responsibly. Completion of specific coursework may be required in order to teach, tutor, or grade for a course.
Graduate Assistants: Students in this classification provide professional non-teaching assistance to faculty members, including, but not limited to:
Supervising or assisting students in a classroom, workshop, or laboratory in which responsibility for instruction lies with a faculty member;
Training students in the use of equipment or other resources;
Assisting faculty with research or preparation of course materials;
Participating in the evaluation/grading of students’ work; and
GAs are not responsible for the instructional content of a course or determining term grades, but may assist in instruction by conducting small group discussions, supervising laboratory sessions, workshops, or other course activities, and otherwise clarify course material or content for students. GAs may not be employed to assist in a course in which they are enrolled, nor may they be consulted or involved with the grading of peers. GAs must have knowledge of the subject matter of the discipline, and must be registered in a CSU graduate degree program.
Teaching Associates: This classification is distinguished from the previous two by assignments that primarily involve classroom or laboratory instruction. Responsibility for a course may be vested in a TA, who is listed as instructor of record, under the direct supervision of an appropriate faculty member. TAs are typically responsible for providing classroom and/or laboratory instruction, preparing course materials, making assignments to students, assessing student performance, assisting students in office hours, and determining course grades.
TAs must be degree-seeking graduate students in the academic department in which they are employed to perform instruction. Departments/divisions/schools shall ensure that TAs have adequate background in course content and training in pedagogy and relevant university policies. Normally, TAs who are enrolled in master’s programs will teach lower division courses, while TAs enrolled in doctoral programs will teach lower and/or upper division and laboratory courses. In no case will TAs be assigned a course in which they will teach peers.
Each TA shall work under the supervision of an individual faculty member designated by the department/division/school chair/director. Such supervision shall include meetings between the supervising faculty member and each TA and at least one classroom observation the first term of appointment and at least once per year thereafter. The role of supervising faculty members in overseeing and evaluating the performance of TAs shall be taken into account in the assignment of faculty responsibilities.
(Senate: 11/14/89; President: 12/4/89)
Policies and procedures related to layoff are found in Article 38 of the Agreement.
(Senate: 2/4/75, 1/9/79, 10/14/80, 11/14/89; President: 4/3/75, 1/15/79, 3/6/81, 12/4/89; Editorial Amendment: 9/99, 9/00, 8/01, 11/07)
Prior to a final decision to layoff faculty, the President shall ask the Provost and Vice President for Academic Affairs to convene an ad hoc committee to consider if special circumstances exist which will lead to an increase in the need for faculty in that discipline in less than five years. If such special circumstances are found, the committee shall specify these in writing to the Provost and Vice President for Academic Affairs. "Special circumstances" here may include predictable attrition through retirement or resignation, forthcoming program changes designed to increase FTES, or similar factors that suggest that the discipline's decline in enrollment is temporary. If no sufficient justification for maintaining the current allocation can be found, the committee will recommend an appropriate reduction. If the decision is not unanimous, a minority report may be filed.
The committee's membership shall be constituted as follows:
- one faculty member from each college and the Library and Student Affairs, chosen by a procedure to be established by the college, not from the departments/divisions/schools being reviewed.
- the Provost and Vice President for Academic Affairs or designee, who will serve as a voting member; and
- the dean of the college in which the department/division/school being reviewed resides, or designee, as a nonvoting member.
Alternates for the college and the Library and Student Affairs representatives will sit in on all committee deliberations. When a regularly elected member of the committee is absent from a substantial part of the committee's deliberations, the alternate will replace that member and will continue through the completion of all committee deliberations of that cycle.
All meetings of the ad hoc committee are open meetings.
The final report of the committee will be made available in the Academic Senate Office and the offices of the college deans.
(Senate: 11/14/89; President: 12/4/89)
Grievance procedures are found in Article 10 of the Agreement.
(Senate: 11/14/89; President: 12/4/89)
This information is found in Article 19 of the Agreement.
(Education Code: Section 89541)
Absence without leave of an academic or nonacademic employee, whether voluntary or involuntary, for five consecutive working days is an automatic resignation from state service, as of the last date on which the employee worked.
An academic or nonacademic employee may within 90 days of the effective date of such separation file a written request with the State Personnel Board for reinstatement. If the appointing authority has notified the employee of the employee's automatic resignation, any request for reinstatement must be in writing and filed within 15 days of the service of notice of separation. Notice may be personally served or it may be served by mail to the last known residence or business address of the addressee and is complete on mailing. Proof of service, either personal or by mail, shall be made by affidavit. Reinstatement may be granted only if the employee makes a satisfactory explanation to the Board as to the cause of absence and failure to obtain leave therefore, and the Board finds that the employee is ready, able, and willing to resume the discharge of the duties of the employee's position, or if not, that consent of the appointing power to a leave of absence has been obtained, such leave to commence upon reinstatement.
Employees so reinstated shall not be paid salary for the period of their absence or separation, or for any portion thereof.
(Senate: 11/14/89; President: 12/4/89)
This information is covered in article 19 of the Agreement.
(Senate: 5/22/84, 11/20/90; President: 6/21/84, 12/5/90)
(Based on Administrative Code: Section 42901)
Faculty members in academic year classifications are entitled to earned vacation on days falling between the end of their academic year and the beginning of their next academic year. Vacation policy for Ten and twelve month faculty is contained in Article 34 of the Agreement.
The policy for holidays is contained in Article 33 of the Agreement.
(Senate: 4/11/78, 11/1/78, 5/23/79, 7/7/81, 8/7/84, 11/14/84[EA], 11/27/84, 3/12/85, 11/14/89, 11/16/99, 4/12/05; President: 4/26/78, 12/7/78, 7/26/79, 8/12/81, 12/19/84, 2/1/85, 3/20/85, 12/4/89, 12/28/99, 6/17/05; Editorial Amendment: 9/00, 8/01, 9/03, 11/07)
The eligibility for, requirements of, benefits and additional or outside employment during a sabbatical or difference in pay leave are provided in Articles 27 and 28, respectively, of the Collective Bargaining Agreement between the California State University (CSU) and the California Faculty Association (CFA).
Policies and Procedures for Sabbatical Leaves
Sabbatical Leaves shall be awarded for purposes that provide a benefit for the CSU. Examples of such purposes include scholarly research, creative work in the arts and related areas, the improvement of teaching skills, and other professional activities.
A sabbatical leave may be granted to eligible employees for one quarter at full salary, two quarters at ¾ salary or three quarters at ½ salary.
A sabbatical of two or three quarters may be implemented within two consecutive years, subject to additional review by the college sabbatical leave committee, the college dean, and approval of the President or designee.
Eligibility for Sabbatical Leave
A full-time employee shall be eligible for a sabbatical leave if she or he has served full-time for six years at that campus in the preceding seven year period prior to the leave and at least six years after any pervious sabbatical leave or difference in pay leave. Credit granted towards the completion of the probationary period for service elsewhere shall also apply towards fulfilling the eligibility requirements for a sabbatical. A leave of absence without pay or service in an academic administrative appointment excluded from the bargaining unit shall not constitute a break in service for eligibility requirements.
By the end of spring term each year, the academic personnel office will disseminate timelines for the following academic year’s sabbatical proposal submission, review, and notification. A list of faculty eligible for sabbatical leave will be published by the sixth week of the term prior to the deadline for applications.
Sabbatical Leave Applications
An application for a sabbatical leave consists of the application for sabbatical leave cover sheet, a statement of purpose for the sabbatical; a description of the proposed project and the CSULA resources, if any, necessary to carry it out; a statement of the time requested, which shall not exceed one academic year; and a vitae covering the applicant’s background and experience.
The applicant must submit the complete application to her or his department/division/school office. Only complete applications will be considered.
An application is reviewed on the basis of its quality, on its impact on department/division/school curriculum and operations, and on programmatic and budget implications. The department/division chair or school director shall provide a statement to the college sabbatical leave committee and the dean regarding the possible effect on the curriculum and the operation of the department/division/school should the employee be granted a sabbatical.
The threshold question that each application should answer is whether it provides a benefit for the CSU. The relative quality of the written application, coupled with the background and experience of the applicant, should support the likelihood of the applicant completing or making significant progress towards the application goals given the sabbatical length, the location(s), and the resources needed.
Criteria for Review of Sabbatical Applications
The quality of the proposal shall be the primary criterion. In choosing among proposals otherwise judged to be equal in merit, time accrued towards a sabbatical leave may also be considered by the committee.
All levels of review shall provide a recommendation for every applicant who is entitled to a sabbatical leave and rank these applicants by taking into consideration the following evaluative criteria:
Appropriateness. Sabbatical leave proposals may include, but are not limited to, the following appropriate activities (listed in no particular order):
a course of study leading to increased mastery of the applicant’s own field, or the development of an additional area of specialization within the applicant’s field, or the development of a new field of specialization.
A plan for professionally beneficial travel that will enable the applicant to further develop knowledge, skill, or expertise in a discipline/field or area of specialization within a discipline/field.
Professional development of a scope or nature not possible through a normal workload assignment.
Pursuit of a scholarly, research, or creative project of a scope or nature not permitted through a normal workload assignment.
Study or experience designed to improve teaching effectiveness.
Study or experience designed to improve professional practice.
Benefits. Sabbatical leave activities shall be focused on producing results beneficial to students; to the development of the profession or a discipline within the profession; to the University; to the CSU; and/or to the faculty member as a teacher, scholar, or professional practitioner.
Practicability. The proposed sabbatical leave activities shall be clearly defined and articulated and the proposal shall state objectives that are realistically attainable.
Guidelines for Evaluating Sabbatical Applications
Reviews shall place each sabbatical application into one of two possible categories:
Those that meet the criteria and are recommended for funding. Recommended applications shall be rank ordered based on the criteria listed above and needs of the department/division/school.
Those that do not meet the criteria and are rated as not recommended for funding.
Allocation of Sabbatical Leaves
Each college will be given a target budget for sabbatical leaves based upon the number of sabbatical-eligible faculty in the college as a proportion of the total amount of funding that the University is able to provide for this purpose. Colleges will award as many sabbatical leaves as possible within this budget, unless there is an insufficient number of acceptable leave proposals. Insufficient budget of lack of resources for leave replacement purposes may be cited as a reason for not approving a sabbatical leave proposal only if such approval would cause the sabbatical leave budget to be exceeded. Although each college must attempt to utilize completely its sabbatical leave budget each year, it is recognized that from year to year individual colleges may exceed or fall short of their target numbers. Individual college funds that are not allocated in a given year shall be reallocated by the President or designee.
All applications for sabbatical leaves at ½ salary shall be awarded if they are recommended at all levels of review.
The college sabbatical leave committee shall review all sabbatical applications and provide a written evaluation of each application. The college sabbatical leave committee shall recommend approval or disapproval of each sabbatical application and rank order all of those recommended for approval. All applications, written evaluations, recommendations, and rankings shall be forwarded to the college dean no later than the deadline set forth in the academic year calendar of personnel procedures.
Composition, Election, and Procedures. The committee shall be composed of tenured faculty and shall be elected by a vote of tenured and probationary faculty within the college according to policies and procedures established by each college. A faculty member applying for a sabbatical leave shall not be eligible for election to the college sabbatical leave committee.
A copy of the sabbatical application shall be sent to the faculty member’s department/division/school. The department/division chair or school director shall provide a statement to the college dean regarding the possible effect on the curriculum and the department operations should the faculty member be given a sabbatical.
The College Dean
The college dean shall review all sabbatical applications, the recommendations of the college committee, and the department/division/school statement and provide a written evaluation of each application. After considering the recommendations and rankings of the college sabbatical leave committee, the dean shall recommend approval or disapproval of each sabbatical application and rank order all of those recommended for approval. If the dean does not agree with the recommendations and rankings of the college committee, she or he shall consult with the committee to attempt to reconcile the difference. The college dean shall forward the sabbatical applications and all college committee and dean recommendations, rankings, and written evaluations to the President or designee no later than the deadline set forth in the academic year calendar of personnel procedures.
Award of Sabbatical Leaves
The President or designee shall make a decision on each leave proposal and shall notify, in writing, each leave applicant of that decision. The notification shall include the reasons for the decision and written evaluations provided by the other level of review. Copies of the notification shall be forwarded to the Academic Personnel Office.
If a sabbatical leave is denied based on factors other than the merit of the proposal, and such denial results in fewer sabbaticals being awarded than 12% of eligible faculty, not including those approved at ½ salary, then upon request of the faculty unit employee the sabbatical leave shall be deferred to the following year, at which point the leave, if the underlying conditions supporting the proposal remain in effect, shall be granted. Sabbaticals deferred shall count in the year in which they are taken.
The applicant must submit a suitable bond or an accepted statement of assets and/or a promissory note that is individually or collectively at least equal to the amount of salary paid during the leave.
A faculty unit employee shall render service to the CSU upon return from a sabbatical leave at the rate of one term of service for each term of leave.
Faculty members on sabbatical leave shall not accept additional and/or outside employment without prior approval of the President or designee and the justification must be clearly outlined in the sabbatical proposal.
Faculty members are required to submit a written report of sabbatical activities to the Office of the Provost within one term after the return from a sabbatical leave. This report will be added to the personnel action file.
Faculty on sabbatical leave shall be considered in work status and shall receive health, dental, and appropriate fringe benefits provided by the CSU in the same manner as if she or he were not on sabbatical leave. Less than full-time leave may have impact on PERS retirement benefits. Consult PERS for details.
Faculty on sabbatical leave shall be entitled to accrue sick leave, vacation, and service credit toward service salary increase eligibility, eligibility toward promotion, if applicable, and seniority.
Requests for a change of the academic term in which the sabbatical leave is awarded shall be submitted to the President or designee for approval to the commencement of the leave.
Policies and Procedures for Difference in Pay Leaves
A difference in pay leave is a paid leave for which the compensation is equal to the difference in pay between an instructor’s or counselor’s salary and the minimum salary of the instructor rank, or the difference between a librarian’s salary and the minimum salary of the lowest librarian rank.
Eligibility Criteria for Difference in Pay Leaves
A full-time faculty unit employee shall be eligible for a difference in pay leave if she or he has served full-time for six years at that campus in the preceding seven-year period prior to the leave. Credit granted toward the completion of the probationary period for service elsewhere shall also apply toward fulfilling the eligibility requirements for a difference in pay leave. A leave of absence without pay or service in an academic administrative appointment excluded from the bargaining unit shall not constitute a break in service for eligibility requirements, nor shall it fulfill the return service obligation. A faculty unit employee will be eligible for a subsequent difference in pay leave after she or he has served full-time for three years after the last sabbatical leave or difference in pay leave. There must be assurance that the number of leaves granted in any one term or year are not so great in any department/division/school, or on the campus as a whole, as to disrupt the continued and regular course offerings, or to affect the quality level of the education offered to the students.
Applications and Criteria for Difference in Pay Leaves
Applications procedures and review criteria for difference in pay leaves are the same as those for sabbatical leaves.
Levels of Review for Difference in Pay Leaves
The department/division/school difference in pay leave committee shall review all difference in pay applications and provide a written evaluation of each application. The department/division/school difference in pay leave committee shall recommend approval or disapproval of each application. All applications, written evaluations, and recommendations shall be forwarded to the college dean no later than the deadline set forth in the academic year calendar of personnel procedures.
Composition, Election and Procedures. The committee shall be composed of tenured faculty and shall be elected by a vote of tenured and probationary faculty within the department/division/school according to policies and procedures established by each department/division/school. A faculty member applying for a difference in pay leave shall not be eligible for election to the department/division/school difference in pay leave committee.
Department/Division Chair or School Director. The department/division chair or school director shall provide a statement to the college dean regarding the possible effect on the curriculum and department/division/school operations should the faculty member be given a difference in pay leave.
The College Dean
Prior to making a recommendation to the President or designee regarding the difference in pay leave application, the college dean shall review the recommendations of the department/division/school committee and the department/division/school statement. If the dean does not agree with the recommendations of the department/division/school committee, she or he shall consult with the committee to attempt to reconcile the difference. The college dean shall forward the difference in pay leave applications and all recommendations and written evaluations to the President or designee no later than the deadline set forth in the academic year calendar of personnel procedures.
Award of Difference in Pay Leaves
The President or designee shall make a decision on each leave proposal and shall notify, in writing, each leave applicant of that decision. The notification shall include the reasons for the decision and written evaluations provided by the other levels of review. Copies of the notification shall be forwarded to the academic personnel office.
The applicant must submit a suitable bond or an accepted statement of assets and/or a promissory note that is individually or collectively at least equal to the amount of salary paid during the leave.
A faculty unit employee shall render service to the CSU upon return from a difference in pay leave at the rate of one term of service for each term of leave.
Faculty members on a difference in pay leave shall not accept additional and/or outside employment without prior approval of the President or designee and the justification must be clearly outlined in the difference in pay leave proposal.
Faculty members are required to submit a written report of difference in pay leaves activities to the Office of the Provost within one term after the return from a difference in pay leave. This report will be added to the personnel action file.
Faculty on difference in pay leave shall be considered in work status and shall receive health, dental and appropriate fringe benefits provided by the CSU in the same manner as if she or he were not on a difference in pay leave. Less than full-time leave may have an impact on PERS retirement benefits. Consult PERS for details.
Faculty on difference in pay leave shall be entitled to accrue sick leave, vacation, and service credit toward served salary increase eligibility, eligibility toward promotion, if applicable, and seniority.
Requests for a change of the academic term in which the difference in pay leave is awarded shall be submitted to the President or designee for approval prior to the commencement of the leave.
(Administrative Code: Sections 43050-43053)
Grant and Purpose. The Chancellor may, within the limitation of funds appropriated therefore, grant or may authorize Presidents to grant, with respect to qualified employees at their campuses, special leaves for research or creative activity. (Section 43050)
Eligibility, Terms, and Further Procedures. The Chancellor may establish (a) standards for eligibility for special leaves for research or creative activity, (b) terms and conditions of such leaves, and (c) procedures and guidelines for effective implementation of this Article. (Section 43051)
Obligation to Teach Following Leave. Any academic employee who is granted and who takes a special leave for research or creative activity shall be obligated to teach in The California State University for the equivalent of two terms for each term of such leave, immediately following the conclusion of such leave, provided that the completion of such obligation shall be deferred during periods following such leave, which, pursuant to the regulations of the Board of Trustees, are taken as vacation, sabbatical leave, or leave of absence without pay; and provided further, that this obligation shall be further deferred for any period during which the employee is a "person in military service" as that phrase is defined in the Soldiers' and Sailors' Civil Relief Act of 1940, as amended, of the United States (50 App. U.S.C. section 501, et seq.). This obligation shall be exonerated if the failure of the employee to complete such service following the conclusion of the leave is caused by the employee's death or physical or mental disability. (Section 43052)
Benefits While on Leave. Except as provided in Section 43052, service by academic employees while on leave pursuant to this Article shall be considered full-time service at The California State University for all purposes. (Section 43053)
(Senate: 5/22/84, 11/20/90; President: 6/21/84, 12/5/90)
The policy governing sick leave is found in Article 24 of the Agreement.
(Senate: 11/20/90; President: 12/5/90)
Policy on other leaves of absence with pay, including paid bereavement leave, jury duty leave, leave to vote, absence as a witness, emergency leave, military leave, and maternity or paternity leaves are covered in Article 23 of the Agreement.
(Senate: 2/23/67, 4/21/70, 5/21/85, 11/20/90; President: 2/28/67, 5/21/70, 8/28/85, 12/5/90)
Policy on leaves of absence without pay are found in Article 22 of the Agreement.