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Difference-in-Pay Leave (DIP) Policy

Policy Administrator: Vice President for Academic Affairs

Authority: CFA Collective Bargaining Agreement, Article 28

Effective Date: April 18, 2019

Updated:

Index Cross-References: FS 18/19-90/FPC/EX

Policy File Number: ACA-0148

DIFFERENCE-IN-PAY (DIP) LEAVE POLICY

 

Policy Statement:

The policy implements Article 28 of the California Faculty Association Collective Bargaining Agreement (CBA)

between the Trustees of the California State University and the California Faculty Association, which governs

DIP leaves. DIP leaves are one type of academic leaves with pay available to eligible faculty. The policy

provides clarification into the process of application and replaces the Academic Leaves With Pay Policy.

Who the Policy applies to:

Faculty, Office of Faculty Advancement (OFA), Departmental/Equivalent Administrative Unit Committee (DC),

College Dean/Appropriate Administrator

Why the Policy is necessary:

The DIP Leave policy implements Article 28 of the CBA between the Trustees of the California State University

and the California Faculty Association, which governs DIP leaves.

Responsibilities:

Office of Faculty Advancement (OFA): General administrative oversight of the DIP leave process.

Departmental/Equivalent Administrative Unit Committee (DC): Reviews DIP leave applications and

makes recommendations to the Dean for the affected department or equivalent administrative unit.

College Dean/Appropriate Administrator: Reviews DIP leave applications and final reports and makes

recommendations to the Provost.

President: Final authority to approve or deny any DIP leave applications or final reports.

Procedure:

Procedures are outlined in the policy. 

DIFFERENCE-IN-PAY (DIP) LEAVE POLICY

Preamble

California State University, Sacramento recognizes that difference-in-pay (DIP) leaves promote professional development and renewal, advancement of disciplinary knowledge, attainment of additional competence in related or new fields of inquiry, and the production of impressive scholarly and creative works. The University benefits from revitalized faculty who bring new insights, vigor, and enthusiasm to their teaching assignments and scholarly pursuits as a result of DIP leaves.

1.0 Purpose

 A DIP leave shall be for purposes that provide a benefit to the University, such as research, scholarly and creative activity, instructional improvement or faculty retraining, including study and/or travel in connection with any of the above. The purpose of this policy is to implement Article 28 of the Collective Bargaining Agreement (CBA) between the Trustees of the California State University and the California Faculty Association, which governs DIP leaves. The policy of California State University, Sacramento conforms to and elucidates Article 28, but is not intended to replace or supersede it.

DIP leaves are one type of academic leaves with pay available to eligible faculty. When considering an application for DIP leave, faculty may also wish to consider a sabbatical leave. Eligible faculty may apply for a sabbatical leave and difference in pay leave at the same time, but may not take both leaves concurrently.

2.0 Roles and Responsibilities

2.1 Office of Faculty Advancement (OFA)

The Office of Faculty Advancement (OFA) shall have general administrative oversight of the DIP leave application process, including but not limited to establishing review deadlines, determining eligibility of applications, soliciting required Deans’/Appropriate Administrators’ recommendations, receiving DIP leave reports from faculty and issuing report reminders, liaising with the Provost, and general recordkeeping. The OFA shall also maintain an archive of past "most meritorious” DIP leave applications (with the consent of proposal authors) as a further resource for prospective applicants and shall develop appropriate procedures for access to the archive.

2.2 Departmental/Equivalent Administrative Unit Committee (DC)

Upon submission of an eligible DIP leave application(s) to the OFA, the affected department or equivalent administrative unit will convene a Departmental Committee (DC) to review the DIP leave application(s) and, subsequently, the DIP leave final report(s). The DC shall make recommendations on each to the college Dean. All recommendations from the DC shall be issued in accordance with the CBA and this policy (see 6.0-7.0 below).

2.2.1 General Composition of the Committee

The DC shall be composed of five (5) elected, tenured faculty members. In the case of smaller departments or when the requisite number of tenured faculty members from one department is not available to serve, a department may elect up to two tenured faculty members from another department within the same college. In the University Library, the DC shall be elected from among all eligible library faculty. The DC shall be elected by probationary and tenured faculty unit employees of each department/university library.

2.2.2 Election of Committee Members

Once convened, the committee shall elect a chair. Faculty applying for DIP leaves shall be ineligible for election to the DC.

2.2.3 Vacancies

In the event of vacancies, absences, or resignations from the committee, the DC may conduct business with a quorum of no less than three (3) members. If, at any time, the membership of the DC drops below three (3) members, the affected department chair shall conduct an election to fill all the vacant seats. DC business shall resume as soon as a minimum of three (3) members has been elected.

2.3 College Dean/Appropriate Administrator

College Deans/Appropriate Administrators (hereafter Dean(s)) shall be responsible for reviewing all DIP leave applications and DIP leave final reports from faculty in their respective colleges and making recommendations on each to the Provost. All recommendations from Deans shall be issued in accordance with the CBA and this policy (see 6.0-7.0 below), and after full consideration of departmental statements and DC recommendations. 

2.4 President

The President has final authority to approve or deny any DIP leave application and DIP leave final report. On this campus, the Provost, as the designee of the President, acts as the decision-making authority regarding DIP leaves. All DIP leave application and DIP leave final report approvals and denials shall be issued in writing in accordance with the CBA and this policy, and after full consideration of departmental statements, recommendations of college Deans, recommendations of the DC, and applicant responses as applicable.

3.0 General Provisions

3.1 Salary

The salary for a DIP leave for a faculty unit employee shall be the difference between the faculty employee’s salary and the minimum salary of the instructor rank. The salary for a DIP leave for a librarian employee shall be the difference between the librarian employee’s salary and the minimum salary of the lowest comparable time base librarian rank. The salary for a DIP leave for a counselor employee shall be the difference between the counselor employee’s salary and the minimum salary of the instructor rank at the comparable time base.

3.2 Deferrals

Prior to the start of the leave, a DIP leave of less than one semester’s duration may be deferred to another period within the same semester. The deferral of such a leave to another semester or the deferral of a one-semester or longer leave shall require the recommendations of the department chair, Dean, and the DC, and the approval of the Provost. This provision presumes no change to the substance of the DIP project/activity.

A DIP leave may also be deferred if required due to protected leave or other rare circumstances.

3.3 Withdrawals

If a faculty member granted a DIP leave withdraws the request before actually taking the leave, the leave shall be granted in continuing rank order from the list of recommendations of the DC under the provisions of accrued service and priority recommendation as per 6.4 below. Should a withdrawal occur with insufficient notice for the next rank-order faculty member feasibly to take his/her DIP leave, the leave shall be deferred until a mutually convenient time can be established.

3.4 Modifications

Prior to the start of the leave, a request to reschedule a DIP leave from fall to spring semester, or vice versa, shall require the recommendations of the department chair, Dean, and the DC, and the approval of the Provost. This provision presumes no change to the substance of the DIP project/activity. 

Prior to the start of the leave, the alteration of a DIP project/activity or the reduction of a longer DIP leave to a shorter leave shall require that an amended written proposal be submitted to the OFA for review and approval according to the procedures outlined in 4.2-4.7 below. Should these changes not meet with the approval of the Provost, the leave shall be rescinded/denied. 

During the leave period, the substantive alteration of a DIP project/activity not owing to circumstances covered in 3.6.1 below shall require that an amended written proposal be submitted to the OFA for review and approval according to the procedures outlined in 4.2-4.7 below prior to implementation of the alteration(s). Should these changes not meet with the approval of the Provost, the faculty member will be responsible for pursuing the original project/activity.

3.5 Period of DIP Leave 

A DIP leave may be approved for one (1) or more semesters or months as appropriate to the appointment. 

A faculty member on DIP leave shall not return to full-time status prior to the expiration of the leave period without prior written approval of the Provost. The Provost shall forward to the OFA, the DC, and Dean any such approvals granted for a faculty member on DIP leave.

3.6 Work Assignment of Faculty on DIP Leave

While on a DIP leave, a faculty member is expected to pursue his/her project/activity fully and may not engage in regular job responsibilities including teaching, advising, committee work, and/or other service without the written approval of the Provost. The Provost shall forward to the OFA, the DC, and Dean any such approvals granted for a faculty member on DIP leave.

3.6.1 Emergencies

Faculty on DIP leave who experience a personal, family, or medical emergency that requires DIP activities to be discontinued must inform the OFA immediately or as soon as possible. The OFA will change the faculty member’s work status to the appropriate leave status and will arrange for the resumption of the DIP leave in consultation with the Dean of the affected college

3.7 Conditions of DIP Leave

3.7.1 General

If a DIP leave is granted, written notification to the faculty member from the Provost shall include any conditions of such a leave. A copy of this communication shall be provided to the OFA, the affected department, the DC, and the Dean.

A faculty unit employee on DIP 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 s/he were not on DIP leave.

A faculty unit employee on DIP leave shall be entitled to accrue sick leave, vacation, and service credit toward service salary increase eligibility, eligibility toward promotion, if applicable, and seniority.

3.7.2 Additional/Outside Employment

A faculty unit employee on DIP leave shall not accept additional and/or outside employment without prior approval of the Provost. Acceptance of a Fulbright or similar grant or fellowship or payment of travel expenses connected with a DIP leave are excluded from this provision, but these must be disclosed in the DIP leave application and report.

Any request to engage in additional/outside employment, however, must be clearly stated in the DIP leave application submitted and must be approved in advance. The burden of proof shall be on the individual in any such exceptional circumstance to demonstrate the worth of such employment. Such employment shall be minimal and purely incidental and subject to prior approval of the Provost. The Provost shall forward to the OFA, the DC, and Dean any such approvals granted for a faculty member on DIP leave.

3.7.3 Post-DIP Leave Service

A faculty unit employee shall render service to the CSU upon return from a DIP leave at the rate of one (1) term of service for each term of leave.

Final approval of a DIP leave shall not be granted until the applicant has filed with the President a suitable bond or an accepted statement of assets (not including PERS holdings) and/or a promissory note that is individually or collectively at least equal to the amount of salary paid during the leave. The guarantee posted shall indemnify the State of California against loss in the event the employee fails to render the required service in the CSU following return of the employee from the DIP leave. The guarantee posted shall immediately be canceled in full upon completion of required service or upon waiver of that service by mutual agreement of the faculty member and the CSU.

3.8 Conflict of Interest

The applicable standards for a conflict of interest shall be defined in Presidential Memorandum (PM) FSA 94-02, "Statement on Faculty Responsibilities and Professional Ethics,” a link to which appears in 8.0 below. If a member of the DC is aware, or reasonably should be aware, of any conflict of interest with any DIP leave applicant, that committee member must communicate the perceived conflict, and the basis therefor, in writing to the chair of the DC, or, if the conflict involves the chair, to the Vice Provost for Faculty Affairs to determine the necessity of the committee member’s recusal from deliberations involving the DIP leave application in question.

If an applicant is aware, or reasonably should be aware, of any conflict of interest with any member of the DC, that applicant must communicate the perceived conflict, and the basis therefor, in writing to the Vice Provost for Faculty Affairs prior to submitting his/her DIP leave application; otherwise, any such objection shall be waived. The Vice Provost for Faculty Affairs shall conduct a hearing to determine the necessity of the committee member’s recusal from deliberations involving the DIP leave application in question.

4.0 DIP Leave Application Process

4.1 Eligibility for DIP Leave

4.1.1 General

A faculty member shall be eligible for a DIP leave if s/he has served as a full-time member on this campus for six (6) years in the preceding seven (7) year period prior to the leave and at least three (3) years after any previous sabbatical leave or DIP leave and has satisfied the obligation in CBA 28.15 and 28.16.

Credit granted towards the completion of the probationary period for service elsewhere shall also apply towards fulfilling the eligibility requirements for a DIP leave.

Any probationary period year in which the “clock is stopped” for any reason specified in CBA 13.7–13.8 shall not count towards DIP leave eligibility.

Tenure is not a requirement for DIP leave, and therefore full-time lecturers and probationary faculty meeting the above requirements are also eligible. In the case of full-time lecturers, DIP leaves shall occur within the period of employment specified in their appointment letters.

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 obligation in 28.16.

Pursuant to CBA 22.25, up to one (1) year of a professional leave of absence without pay may be counted as service for DIP leave. The faculty employee’s department or college shall certify that the activity engaged in during the leave without pay was of sufficient worth and relevance to one’s service as a faculty member. Upon certification, the unit may request that the leave count as service. The request shall be granted upon endorsement by the college Dean and approval by the Provost. Leaves counted as service toward either tenure or a salary increment shall automatically count as service for a DIP leave.

4.1.2 Satisfactory Final Report

A full-time faculty member who was previously awarded a DIP leave must have a signed, approved DIP leave final report on file in the OFA in order to be eligible for subsequent DIP leaves. Final reports confirm that significant progress was made toward completion of the proposed project/activity, or that legitimate reasons exist for modification of the original aims.

4.2 Application for DIP Leave

An eligible faculty member shall submit his/her DIP leave application to the OFA according to current guidelines on its Web site. The application shall include a statement of the purpose of the DIP, a description of the proposed project/activity and the CSU resources, if any, necessary to carry it out, and a statement of the time requested. Proposals that are contingent on external factors should include a contingency plan as part of a DIP leave application in accordance with the guidelines posted on the OFA Web site. The purpose of a contingency plan is to enable the faculty member to undertake alternative or substitute activities to his/her proposal or part(s) thereof when uncertainty exists as to whether it/they can be achieved due to such factors.

4.2.1 Departmental Review of Application

An eligible faculty member shall solicit from his/her department chair a statement, prepared in consultation with members of the department, on the DIP application. Pursuant to the CBA, such departmental review of DIP leave applications shall be limited to providing a statement as to the possible effect on the curriculum and the operation of the department should the faculty member be granted a DIP leave. If the department chair is an applicant for a DIP leave, the statement shall be prepared by an Associate Dean of the college in consultation with members of the department. The eligible faculty member shall submit this statement to OFA along with his/her other DIP application materials.

4.3 Eligibility Review

The OFA shall review DIP leave applications received for eligibility. Ineligible faculty shall be notified along with the reasons for ineligibility in writing. Eligible applications shall be processed according to OFA procedures and made available for the different levels of review outlined below. 

When a faculty unit employee is afforded an unexpected opportunity, such as external funding, a scholarship or fellowship, a rapid and expedited review for a DIP leave will be provided.

4.4 DC Review of Application

The OFA shall make available a copy of each DIP leave application of an eligible faculty member and departmental statement to the appropriate DC for its review. The DC shall submit its recommendations to approve or deny the DIP application, applying to each application the criteria and ranking described in 5.0-6.4 below, to the OFA within ten (10) business days of receipt.

4.4.1 Applicant Response to DC’s Recommendation

In accordance with the OFA calendar, a copy of the DC’s recommendation shall be provided to the applicant, who has five (5) business days to respond.

4.5 Dean’s Review of Application

The OFA shall make available a copy of each DIP leave application, departmental statement, DC recommendation, and applicant response (if any) to the appropriate Dean. The appropriate Dean shall review these materials and shall submit his/her recommendations to approve or deny, applying the criteria and ranking described in 5.0-6.4 below to each application, to the OFA within ten (10) business days of receipt.

4.5.1 Joint/Split Appointments

For faculty who hold joint or split appointments between multiple departments, each department, DC, and affected Dean shall prepare a statement and recommendation, respectively, as per 4.2.1 - 4.5 above.

4.5.2 Applicant Response to Dean’s Recommendation

In accordance with the OFA calendar, a copy of the Dean’s recommendation shall be provided to the applicant, who has five (5) business days to respond.

4.6 Provost Review and Notification

The Provost shall review all applications, departmental statements, DCs’ recommendations, Deans’ recommendations, and all applicant responses and issue final decisions in writing. Such decisions shall be sent promptly to each applicant, DC, and respective Dean. For all approved DIP leave applications, the respective Dean shall notify the appropriate department chair of the approved applications. These actions shall occur by the deadlines indicated by the OFA for each applicant.

5.0 Evaluative Criteria

All DIP leave applications shall be evaluated according to merit and programmatic needs as articulated in this policy. The quality of the DIP leave application shall be assessed by considering the appropriateness of the substance of each application, the ensuing benefits, and the practicability of the proposal. These criteria are described as follows:

5.1 Appropriateness

Appropriate DIP leave projects/activities may include the following categories; this list implies no ranking of relative worth among the categories. Each proposal shall be evaluated on the basis of standards relevant to its character. Implicit in each of the following categories is the standard that the project/activity is of a sufficient scope or nature that it cannot be undertaken during normal workload assignment. 

A. A course of study leading to increased mastery of the applicant's own field, or the development of an additional area of specialization within his/her field, or the development of a new field of specialization;
B. A plan for professionally beneficial travel, which will enable the applicant further to develop his/her knowledge, skill, or expertise in a discipline or area of specialization within a discipline;
C. Professional development project/activity;
D. Pursuit of a scholarly, research, or creative project/activity;
E. Study or experience designed to improve curricula or teaching effectiveness; and/or; 
F. Study or experience designed to improve professional practice.

5.2 Benefit

DIP leave projects/activities should demonstrate clear promise of producing results beneficial to students, to the development of the profession or a discipline within the profession, to the University, and/or to the faculty member as a teacher, scholar, or professional practitioner.

5.3 Practicability

DIP leave projects/activities shall also be evaluated to determine whether objectives are both clearly defined and realistically achievable, as evidenced by the applicant’s background relative to the proposed project/activity, preparatory work undertaken or in planning, timelines for the completion of the project/activity, etc.

5.3.1 Human Subjects Research

DIP leave projects/activities that involve or may involve human subjects research must be reviewed by the university’s Institutional Review Board (IRB) for approval or exemption prior to the start of the requested DIP leave. For such proposals, the status of IRB review at the time of DIP leave application shall be a factor in evaluating the practicability of a proposal. See 8.0 below for a link to the university’s IRB Web site.

5.3.2 Animal Care and Use

DIP leave projects/activities that involve or may involve animal care and use must be reviewed by the university’s Institutional Animal Care and Use Committee (IACUC) for approval or exemption prior to the start of the requested DIP leave. For such proposals, the status of IACUC review at the time of DIP leave application shall be a factor in evaluating the practicability of a proposal. See 8.0 below for a link to the university’s IACUC Web site.

6.0 Rankings

After reviewing DIP leave applications against the specified criteria in 5.0-5.3.1 above, each DC and Dean shall assign the proposed projects into three categories as follows:

6.1 Most Meritorious

This category is reserved for those projects/activities judged to be among the best applications submitted, which, by virtue of some feature or features of extraordinary value or promise, warrant that the applications receive the highest recommendation. Unusual promise may be manifested in such features as the perceived value of the project to the discipline and to the University; its academic substance; the thoroughness, specificity, clarity and persuasiveness with which it is defined and elaborated into practicable tasks; its timeliness; etc.

The DC shall rank any applications in this first category ahead of those in the second category.

 6.2 Meritorious

Projects/activities are designated as meritorious and recommended for approval when they demonstrate some or many of the features of the most meritorious category, but are judged to be secondary to the most meritorious proposals in value, substance, significance, or narrative quality.

6.3 Non-Meritorious

Projects/activities are designated as non-meritorious when any or all of the following conditions apply: they are not appropriate according to the criteria in 5.1 above; their benefits, if realized, are dubious or too limited; they are impracticable; they are deemed to lack merit in terms of value, substance, and/or significance; they are poorly conceived and/or articulated; they are not demonstrated to rise above normal workload. Contingency plans shall not be given separate consideration when the primary proposed projects/activities are deemed non-meritorious.

6.4 Accrued Service

In the event that a department cannot accommodate the simultaneous absence of multiple faculty whose DIP applications received the same designation (i.e., most meritorious or meritorious), the priority for leave shall be determined according to accrued service since the establishment of initial or subsequent eligibility for DIP leave. Accrued service is defined as years of service in whole numbers at or beyond the six-year threshold (for initial eligibility) or three-year threshold (for subsequent eligibility), as per 4.1.1 above, at the start of the academic year of the requested DIP leave period. Thus, those with the most years of accrued service beyond the minimum shall be ranked at the top of their respective designation down to those with the fewest years of accrued service.

In the event of a tie in years of accrued service, years of full-time service at California State University, Sacramento shall be used to break the tie. If this too results in a tie, the names of faculty shall be drawn at random to determine whose name receives the priority recommendation. Those faculty who, as a result of a tie-breaker, do not receive a priority recommendation for a DIP leave may still be awarded a DIP leave in the event of a withdrawal by another faculty member in the same department, but they are not automatically considered or recommended for DIP leave in future; they must re-apply and be re-evaluated by the same process outlined in this policy.

6.5 Recommendations

The DC shall forward to the Dean a recommendation for approval of all applications in the first category and then of all applications in the second category, applying the criteria for accrued service above as appropriate. The DC shall further provide a written statement of the reasons for judging a given application to be non-meritorious. If the Dean’s recommendation disagrees with the recommendation of the DC, the Dean shall indicate the reasons therefor in writing. The recommendations of the DC and the Dean will be forwarded to the Provost, who will make a final decision.

7.0 Final Report

A DIP leave final report describing accomplishments during the leave and/or modifications of original aims shall be submitted by the faculty member to the OFA no later than the last day of the current semester if the leave was taken within a semester, or the last day of the semester of return from a DIP leave (excluding summer) if the leave was of a full semester’s duration or longer. The OFA shall indicate on its DIP calendar the due dates of returning faculty members’ DIP reports and shall also issue a one-time reminder to faculty members of the due date for their reports. The DC will review reports by the deadlines indicated by the OFA for each applicant and recommend, in writing, that each report be designated under one of the following categories:

A. Satisfactory and Timely

B. Incomplete and Timely

C. Unsatisfactory and Timely

D. Satisfactory and Untimely

E. Incomplete and Untimely

F. Unsatisfactory and Untimely

The DC shall explain its recommendation and propose a timeline when it deems that steps are required either to complete the report or to raise the report to a satisfactory rating. The DC shall submit its recommendation to the Provost, who shall review the DC’s recommendation and make a final decision on the status of the report according to categories A-F above. When applicable, the Provost shall indicate the steps necessary either to complete the report or to raise the report to a satisfactory rating and the required timeline for doing so.

A signed, approved DIP leave final report must be on file in the OFA in order for a faculty member to be eligible for subsequent DIP leaves. Failure to submit a final DIP leave report by the due date and/or failure to meet the prescribed timeline to complete the report or bring it to a satisfactory rating shall adversely affect the faculty member’s next application for a DIP leave. The final report shall be placed in the faculty member’s PAF pursuant to CBA 11.3.

8.0 Related Links

CBA Article 28 (Difference in Pay Leave): https://www2.calstate.edu/csu-system/faculty-staff/labor-and-employee-relations/Documents/unit3-cfa/article28.pdf

Sabbatical Leave Policy: https://www.csus.edu/umanual/acad/ACA-0149.htm

Presidential Memo (PM) FSA 94-02, "Statement on Faculty Responsibilities and Professional Ethics”: LINK

Institutional Review Board Web site: 

https://www.csus.edu/research/irb/

Institutional Animal Care and Use Committee Web site: https://www.csus.edu/research/researchintegritycompliance/iacuc.html

9.0 History

Recommendations of Senate 03/14/2019

Approved by President 04/18/2019

Mandatory Review Date MM/DD/YYYY