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A. Each institution shall state policies regarding sabbaticals for faculty and leave of absence procedures for all
employees within Board for Higher Education guidelines. (2001 Synodical Handbook 6.57)
B. The purpose of a sabbatical leave is to provide a time of scholarly renewal for the faculty member. It is
assumed that this renewal comes when the faculty member has sufficient time to devote to study and
exploration in his or her field. Therefore, the primary criterion for approval of sabbatical leave is evidence of
scholarly activity. This may include professional growth activities such as significant research, creative work,
advanced studies, and special discipline-related service to the district, synod, or other external education or
government agencies. The sabbatical project should lead to a deeper and broader understanding of one’s
discipline and/or to an understanding of a new discipline. Recipients of sabbatical leaves should be prepared
to provide some tangible evidence of scholarly achievement. This may include (but is not limited to) such
things as published articles, professional presentations, and creative works. The sabbatical leave application
should clearly identify the scholarship goals.
C. Procedures:
1. Full time ranked faculty receive consideration for a sabbatical based upon their index number. Those
with the highest index number will ordinarily receive priority consideration for a half-year sabbatical. The
index number is determined by years of service at synodical institutions of higher education minus the
number of previous sabbaticals (at Concordia University, St. Paul or other synodical institutions of higher
education) multiplied by nine.
Example: Professor X has served synodical institutions of higher education as a full-time ranked faculty
member for 23 years, with two sabbaticals. Professor X’s index number would be determined
as follows:
23 years of full-time service
-18 (2 previous sabbaticals, 2 x 9 = 18)
5 (index number)
2. A Leave of Absence has no effect on the individual’s index number.
3. Individuals with an index number of seven or higher and who have not had a sabbatical in the last five full
years may apply for a full year sabbatical at any time. Full year sabbaticals are granted in addition to the
previously determined number of half-year sabbaticals.
4. Faculty coming to the University from other synodical institutions of higher education must serve a
minimum of 2 years at Concordia University, St. Paul prior to receiving a sabbatical, index number not
withstanding. Faculty members who have served at non-synodical institutions of higher learning will be
given one index number for every two years served at those institutions, not to exceed an index number
of four.
5. At least five full years must intervene between a faculty member’s sabbaticals, index number not
withstanding.
6. The Vice President for Academic Affairs sets the number of half-year sabbatical openings at least five
years in advance, and forwards to the Board of Regents names of individuals who will be eligible for half
and full year sabbaticals for the next three years. Faculty members are informed when their name has
been forwarded to the Board of Regents for preliminary approval.
7. All faculty members will be informed annually by the Vice President of Academic Affairs their index
number, as well as an estimate of the year that they will be eligible for sabbatical leave. Faculty
members eligible for sabbatical leave will be notified by the dean of their respective colleges two years
prior to the anticipated sabbatical date. This notification will include a copy of the sabbatical leave
application instructions.
8. Normally, faculty members with the highest index number are granted sabbaticals if their sabbatical
application meets the scholarship criteria. When there are more applications than sabbatical openings
at a specific index number, the quality of the application and the potential benefit for Concordia
University, St. Paul are used as prioritizing criteria in selecting sabbatical recipients.
9. Typically, half year sabbaticals at full pay are scheduled for July 1 – December 31, or January 1 – June 30 as
desired by the individual faculty member, and a full year sabbatical at half pay covers one calendar year,
and is scheduled from July 1 – June 30. However, if other dates would interfere less with teaching and
administrative responsibilities, the faculty member may choose an alternative sabbatical schedule. The
rationale for requesting the alternative dates should be provided in the sabbatical application.
10. The Vice President for Academic Affairs and the appropriate college dean make provisions for the
workloads of the faculty members who have been granted a sabbatical. Guest instructors are provided
with the adequate supplies, space, and equipment to carry out their assigned tasks.
11. A faculty member receiving a sabbatical leave may apply for an additional fellowship or grants for this
period to help defray sabbatical costs
12. Faculty members on sabbatical continue to receive full Concordia Plans benefits.
D. Sabbatical Leave Application Process:
1. The formal application for sabbatical leave is due October 1 of the academic year prior to the academic
year in which the sabbatical is scheduled, and should include the components described below. A letter
of support from the college dean should accompany the application detailing how the
college/department proposes to cover the faculty member’s teaching and/or administrative workload.
Faculty members are encouraged to make use of the resources of the Faculty Scholarship Center when
preparing their proposal. An electronic version of the application form is available.
2. The application is submitted to the Faculty Development Policies Committee. The committee will review
applications and may request additional information from the faculty member and/or work with the
faculty member to strengthen the proposal if necessary. The committee shall forward its
recommendations for sabbaticals to the Vice President for Academic Affairs by November 20. The Vice
President for Academic Affairs makes his or her recommendations to the President of the institution by
December 15, and, at the same time, informs the individual applicants of that recommendation. If an
application is not recommended by the Vice President for Academic Affairs, the faculty member next on
the index number priority list will be invited to apply for a sabbatical leave. The President of the
University forwards his or her recommendations to the Board of Regents. Upon recommendation from
the president, the Board of Regents takes action on the requested sabbaticals in their January meeting.
At any time in this recommendation process, if the recommendation is contrary to that of the Faculty
Development Policies Committee, the committee may file a report advocating its position. The faculty
member shall receive formal notification of the decision regarding the sabbatical application from the
president of the institution within six months of the application. During the spring semester of the
academic year, the Vice President for Academic Affairs shall publicize the names of the recipients of the
sabbatical leaves for the following year.
E. Format for Sabbatical Leave Application
1. Date of Application
2. Name of Faculty Member
3. Anticipated dates of sabbatical leave
4. Title of Sabbatical Project
5. Description of the project
6. Goals and objectives of the project
7. Work plan and time frame for the project
8. Any additional funds which will be received during the sabbatical
9 Timeliness of the project for faculty member’s career and for the institution
10. Description of qualifications faculty member possesses which will enable completion of the project
11. How and when the project will be evaluated
12. How and when the project’s results will be shared with others
13. Applicant’s signature and date
F. Obligations of Sabbatical Recipient
1. Makes every reasonable effort to fulfill the terms of the sabbatical
2. Submits a revised plan to the VPAA for approval should circumstances nullify the first plan or if a new
opportunity of greater professional value arises. The Vice President for Academic Affairs shall consult with
the Faculty Development Committee before making a decision on the revised plan
3. Returns to the University for a minimum of one academic year following the completion of the
sabbatical leave
4. Files a report of the sabbatical activities with the Faculty Development Committee and the Vice
President for Academic Affairs immediately following the close of the sabbatical leave. This report
includes an assessment of the faculty member’s achievement of the scholarship goals identified in the
sabbatical leave application.
5. Shares the product of the sabbatical with the campus community in an appropriate way.

Last modified: March 15, 2018