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Prepared by the Personnel Management Offfice. This is a new Administrative Procedure. June 1989 LEAVES Page 1 A9.400 GUIDELINES FOR SABBATICAL LEAVE FOR FACULTY 1. Purpose. To comply with Section 304-11 HRS, Faculty, which authorizes the Board of Regents to adopt rules governing sabbatical leaves and the corresponding Article of the Unit 07 Collective Bargaining Agreement. 2. Objective. To establish a standard form to be used by faculty when applying for sabbatical leave. 3. Applicability/Responsibility. This instruction is applicable to faculty who are eligible or may become eligible to apply for sabbatical leave. The individual BOR employee is responsible for submitting the request for sabbatical leaves, postponements and cancellations thereof. The employing department is responsible for submitting the request to the appropriate Vice President, Chancellor, Dean or Director who has been delegated authority by the President to approve leaves. Upon arrival, the responsible administrator shall report the leave to the Board of Regents via the monthly transacting report. 4. Procedures. Applications will be processed in accordance with the provisions of the corresponding Article of Unit 07 Collective Bargaining Agreement. Eligible faculty members may apply for sabbatical leave in accordance with the eligibility criteria contained in the faculty collective bargaining agreement. A faculty member who wishes to postpone an approved leave must apply in writing to have the dates changed, subject to the concurrence of the University. In the event that a faculty member does not obtain approval of postponement to a specified period or does not proceed on leave as originally approved, the leave is automatically cancelled. The following guides are to be observed: a. A faculty member need not request postponement of leave at the time he/she meets the six year service criterion. A9.400 Page 2 b. c. 5. If the University disapproves an application for sabbatical, the individual concerned is not entitled to service credit toward a subsequent sabbatical. Service credit can be earned by an eligible faculty member only after completion of a sabbatical or from date of appointment or promotion as appropriate. If a sabbatical leave has been approved but cannot be taken by the individual, it may be postponsed to a specified period with the concurrence of the University; otherwise it will be cancelled and the faculty member must reapply. Application Forms. Sabbatical Leave, Other Than Community Colleges UH Form 36 (PERS), Attachment A. Sabbatical Leave, Community Colleges UH Form 37A (PERS), Attachment B. 6. Failure to Complete Return Service Obligation. Employees who fail to return to service subsequent to a sabbatical leave or who do not complete one year of service subsequent to a sabbatical leave are required to reimburse the University all compensation receive during the leave period. The following are guidelines in seeking reimbursement of all compensation received during the sabbatical: a. Make earnest well-documented recovery attempts on behalf of the University: Notify the employee in writing of his/her obligation to reimburse the University all compensation received during the sabbatical leave as soon as he/she discloses any intent to resign during the leave, upon completion of the leave, or prior to completion of the return to service commitment. See attached Sample Letter 1. b. Should the employee fail to provide reimbursement or return service (one year for faculty), verify with the Payroll Office the exact gross amount owed; then request in writing via certified mail with return receipt requested that the employee reimburse the University the specified amount. Request a response within thirty (30) days. See attached Sample Letter 2. A9.400 Page 3 c. Should the employee fial to respond within thirty (30) days: 1) 2) d. Request, via the Vice President of Finance and Operations, that the Attorney General immediately file a complaint and issue a prejudgement garnishee summons. See attached Sample Letter 3. If the individual is a member of the contributory retirement plan, request in writing that the Employees’ Retirement System office “freeze” the specified amount in the employee’s account. ERS ca freeze the money for only 60 days. Inform the employee via certified mail with return receipt requested that a freeze has been placed on their acount and reiterate the request for payment. See attached Sample Letter 4. Should an installment plan for reimbursement be necessary, the respective fiscal officer needs to contact the Central Accounting Office to establish a suspense account for deposit of each installment payment. The total repayment period should not exceed one year.