Sabbaticals are covered by GR X-11, 12.

Because sabbaticals require Board of Trustees’ approval, proposals should be submitted a minimum of six months in advance of the leave start date.


1.  Faculty member contacts Department Chair/Unit Director to inform him or her of sabbatical interest and intent.  Faculty member and Chair discuss how the faculty member’s responsibilities will be covered.  If the faculty member’s assignment resides outside an academic department, both the Academic Chair and the Unit Director must be notified.  Department Chair/Unit Director consults with the Dean, if the sabbatical plan is not routine. 

2.  After preliminary approval by the chair, faculty member provides Department Chair/Unit Director with a formal written sabbatical request including:

                    A.  ​Cover letter outlining the request

                    B.  Completed and signed UK Sabbatical Leave Application 

                    C.  Sabbatical proposal (see UK Sabbatical Leave Application for details)

3. If the Department will be providing travel funding for the sabbatical, this information must be included in the sabbatical proposal.                      

4. In accordance with federal regulations, if the faculty member is on an federally funded sponsored projects he or she should notify the College Grants Officers before beginning the sabbatical leave to ensure that requirements for reporting time dedicated to federal projects is met. 

5.  Department chair completes the CAFE Sabbatical Leave Approval Form, and attaches it, along with the faculty member's cover letter, proposal and UK Sabbatical Leave application to an email addressed to the Associate Dean for Faculty Resources, Planning and Assessment. 

6.  If approved, the Dean will sign the CAFE Sabbatical Leave Approval Form and the materials will be forwarded on to the Provost for approval. 

7.  Once the proposal is approved by the Provost/BOT, the Office of Faculty Resources, Planning and Assessment notifies the Department Chair/Director and faculty member, including a request for a report (due 60 days after the end date of the leave) at the conclusion of sabbatical leave.  

8. The department HR staff person should work with the Assistant Director of Faculty Resources (Megan Lucy) to correctly ammend the faculty member's DOE for the period of leave. 

9.  No more than 60 days after the end date of the sabbatical, the faculty member should prepare a summary statement of their sabbatical outcomes based on their proposal. The report should include:

  • Summary and timeline
  • Objectives 
  • List of achieved outcomes
  • List of outcomes in progress
  • Brief description of how these outcomes will benefit the department, college and university.
  • The report should be no more than 2 pages in 12-point font.

​Submit the report attached to email to Megan Lucy in the Office of Faculty Resources, Planning and Assessment at The faculty member should also share a copy of the report with his or her department chair. 


A note on benefits during sabbatical: 

Extension faculty members with civil service status should work with Le Anne Herzog (, to determine how federal regulations might affect benefits.  For faculty members not in civil service status, the only affected benefit is retirement contributions, which are reduced to half during a full-year leave with half pay.  

Faculty members enrolled in UK health insurance: be sure to check with the Benefits Office if the sabbatical will be in a location away from the Lexington service area or if the sabbatical involves being out of the United States for 90 days or longer.  

Additionally, please see the Provost’s memo regarding the effect of sabbatical on vacation benefits. 

For more information about UK benefits, please contact Joey Payne in HR Benefits, 257-9185,


Impact of sabbatical on performance review: 

While on sabbatical, faculty members are not exempted from the annual performance review process. Faculty members are expected to provide evidence of their accomplishments through Digital Measures, a narrative statement, and when applicable, a teaching portfolio, the same as if they were not on sabbatical. Additionally, for sabbaticals occuring but not yet completed during the review period, the sabbatical application will be included in the materials submitted for performance review. For sabbaticals that end within the review period, the sabbatical report will be included in the materials submitted for performance review.