Paid Professional Leave

The purpose of professional leave with pay is to increase the scholarship and professional development of members of the faculty and thereby enhance their capacity for service to the University of Washington. Leave of this type from academic duties is a privilege granted normally to those of professorial rank to afford them the opportunity for study, investigation, and research.

The authority to grant leave rests with the Regents of the University upon recommendation by the President. The responsibility for reviewing the merits of the applications and the administrative feasibility of the leave shall be determined by the Department Chairpersons/Program Directors, Deans/Chancellors, and the President in accordance with procedures established by the President.

The University will provide salary support, up to the maximum provided in Subsection D, for the period of the leave as follows:

  • One year – Two-thirds salary (67%) for a leave of three quarters (or four quarters if the applicant’s basic appointment is annual, 12 months);
  • Three-fourths salary (75%) for a leave of two quarters; or
  • Full salary (100%) for a leave of one quarter.

If the applicant secures outside grant support, which is designated for salary purposes, such funds may be applied to increase the faculty member’s remuneration for the period of the leave to full salary, and thereafter to reduce the University contribution. Except as provided in Subsection E, the combined remuneration of a person while on professional leave shall not exceed the individual’s regularly established full salary.

BR, January 1966; Executive Order No. 33 of the President, June 1, 1972; revised December 10, 1975; November 23, 1977; March 20, 1980

Application Procedures for Professional Leave with Pay

Who is Eligible?

A faculty member is eligible for a professional leave in their seventh year of service to the University or in the seventh year after returning from a previous professional leave. Assistant Professors are not eligible for paid professional leave until they have been reviewed and approved for tenure/promotion.

Applications for professional leave of absence should be submitted nine months in advance of the date of the proposed leave. Please check with your Dean/Chancellor’s office for the specific due date in your area. Leaves are awarded to coincide with the normal academic quarter dates:

  • Autumn quarter – 9/16 – 12/15
  • Winter quarter – 12/16 – 3/15
  • Spring quarter – 3/16 – 6/15
  • Summer quarter – 6/16 – 9/15

Before the Leave

The following documentation is required of the applicant:

  1. Application for Paid Professional Leave is available in the Forms, Tools, Reports section. If the faculty member obtains grant funds that will be used to supplement a paid professional leave of less than 100% that information should be included on the form.
  2. Original and one copy of a letter stating the following facts:
    • Purpose of leave: A detailed statement of the applicant’s plans for utilizing the time requested. This statement should include such information as the time sequence for completion of any project or plan.
    • Who, what, where: The names of foundations or institutions, if any, with which the applicant expects to be affiliated during the leave, an outline of special resources available for the proposed work, and the source and amount of any supplementary grants or salary.
  3. One copy of the applicant’s CV
  4. If the applicant so desires, he/she may submit supporting letters from faculty members of the rank of associate or full professor, or from any other appropriate individuals not necessarily associated with the University.

Upon receipt of an application for professional leave, the Chair/Director prepares either a statement of recommendation approving the leave and stating the merits of the applicant’s program, his/her ability to accomplish it successfully, and the benefits which will accrue to the University as a result of the proposed leave; or a statement disapproving the leave and stating the reasons for disapproval. The Chair/Director forwards the application and a copy of the recommendation to the Dean/Chancellor who in turn makes a recommendation to the President for administrative action. The Paid Professional Leave Application form and recommendations should be sent to AHR.

Details of financial supplement from the University will be worked out by the applicant’s Chair/Director in accordance with the formula for professional leave support.

Once the action has been presented to and approved by the Board of Regents the faculty member will receive a letter from the Provost acknowledging the dates of the leave. Upon AHR approval of the leave, the unit payroll coordinator will make the necessary payroll changes at the appropriate times to reflect the change in earn type and percent of distribution as indicated. Please cite AHR approval date in the notes section of the PERM.

Travel Expenses While on Leave

Faculty who request funds for travel expenses while on paid professional leave must obtain written permission from the Chair/Director or Dean/Chancellor and submit it with the Travel Expense Voucher (TEV) to the Travel Office. Please refer to the Travel Office for more information.

After the Leave

A summary of the leave activities should be emailed to the Provost at acadpers@u.washington.edu upon return from leave and it should include:

  • Accomplishments:
    A statement of evidence of productivity in scholarly or creative work and a brief review of professional activities.
  • How did it benefit the UW:
    A statement regarding the value of the applicant’s project in terms of benefit to the institution upon return from professional leave.

A faculty member must return and work for the University for the period of one year following completion of the professional leave. Failure to comply with this agreement shall constitute an obligation on the faculty member’s part to repay the University any remuneration during the period of the leave.