Leaves for Academic Appointees

Scope

This is a unit-specific policy that applies to Indiana University School of Medicine paid academic employees with an FTE of 0.75 or higher. Leaves outlined in this policy apply only to salaries paid by Indiana University; they do not apply to salaries or other compensation from sources other than Indiana University, including professional practice plans. Dually employed faculty must manage leaves and absences with both employers and must also follow the pertinent policies and procedures of IU Health Medical Group (IUHMG), which are separate from and in addition to the policies and procedures of Indiana University and Indiana University School of Medicine.

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Policy Statement

See the Policy Statement section of BOT-17 Leaves for Academic Appointees.

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Reason for Policy

This unit-specific policy supplements the university policy, BOT-17 Leaves for Academic Appointees, to provide additional guidance for appointees in employment models specific to the IU School of Medicine (e.g., dually employed faculty).

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Procedures

Types of Leave and Procedures

1. Medical Leave
   1. See the Medical Leave section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
   2. All eligible academic employees will fill out the IU School of Medicine Personal Medical Leave form and submit it to their units’ HR staff for processing.
   3. Dually employed faculty are to follow the IU Health Medical Group (IUHMG) procedures outlined in the IU School of Medicine-IU Health Physicians dually employed time off benefits highlight resource.
2. Family Formation Leave
   1. See the Family Formation Leave section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
   2. All eligible academic employees will fill out the IU School of Medicine Family Formation Leave form and submit it to their units’ HR staff for processing.
   3. Dually employed faculty are to follow the IUHMG procedures outlined in the IU School of Medicine-IU Health Physicians dually employed time off benefits highlight resource.
3. Family Support Leave
   1. See the Family Support Leave section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
   2. All eligible academic employees will fill out the IU School of Medicine Family Support Leave form and submit it to their units’ HR staff for processing.
   3. Dually employed faculty are to follow the IUHMG procedures outlined in the IU School of Medicine-IU Health Physicians dually employed time off benefits highlight resource.
   4. All eligible academic employees will receive 100% of their IU compensation (“red check”) for up to 12 weeks of family support leave.
4. Funeral/Bereavement Leave
   1. See the Funeral/Bereavement Leave section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
   2. Dually employed faculty are to follow the IUHMG procedures outlined in the IU School of Medicine-IU Health Physicians dually employed time off benefits highlight resource.
5. Leave Without Pay; Prestigious Leave
   1. See the Leave without Pay; Prestigious Leave section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
   2. If your faculty supervisor and department chair are supportive of a leave without pay, academic employees will work with their units’ HR staff to complete the standard IUSM Memorandum of Understanding (MOU) for Leave of Absence to document the terms of the leave and obtain approval from the dean.
   3. Postdoctoral trainees in a full-time academic appointee (AC1) salary grade who move to a fellowship (FLP) salary grade due to T32/F32 grants will be put on a prestigious leave from their AC1 position while they are in the FLP position.
      1. Postdoctoral trainees will work with their unit HR staff to complete the standard IUSM Memorandum of Understanding (MOU) for Leave of Absence to document the terms of the leave.
6. Vacation Leave for 12-month Appointees
   1. See the Vacation Leave for 12-month Appointees section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
   2. Dually employed faculty are to follow the IUHMG procedures outlined in the IU School of Medicine-IU Health Physicians dually employed time off benefits highlight resource.
7. Sabbatical Leave
   1. See the Sabbatical Leave section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
   2. Tenured faculty and librarians should follow the steps below to submit an application for sabbatical leave or contact their units’ HR staff for assistance.
      1. Submit the following items to your department chair, regional campus dean, or library director by September 15
         1. Current CV
         2. A brief description of the overall plan of work, sites to be visited, organizations you are working with, and other details; anticipated products or outcomes; plan for dissemination; and indication for support.
         3. Division chief approval (if applicable)
         4. Regional campus dean approval (if applicable)
      2. The department chair, regional campus dean, or library director will submit the sabbatical application materials along with a letter of support to acadadmn@iu.edu by October 15.
      3. The Executive Associate Dean for Faculty Affairs and Professional Development will review the applications and, if approved, will submit the application materials to the IU Indianapolis Office of Academic Affairs via their online application tool.
8. Military Leave
   1. See the Military Leave section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
9. Leave for Jury or Witness Duty
   1. See the Leave for Jury or Witness Duty Leave section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
10. Other
    1. See the Other section of BOT-17 Leaves for Academic Appointees for leave amounts and other provisions.
    2. If your faculty supervisor and department chair are supportive of a discretionary leave, academic employees will work with their units’ HR staff to complete the standard IUSM Memorandum of Understanding (MOU) for Leave of Absence to document the terms of the leave and obtain approval from the dean.
11. Unit-Specific Procedures
    1. Each IU School of Medicine department and regional campus will adopt procedures for the implementation of this policy that include, at a minimum:
       1. Maintaining documentation related to all leaves taken by its academic employees, including but not limited to:
          1. Family and Medical Leave Act (FMLA) forms
          2. IU School of Medicine leave forms
          3. IU School of Medicine Leave of Absence Memorandum of Understanding (MOU)
          4. Management of vacation leave
          5. Requests and approvals for sabbatical leave
          6. Documentation of military, jury, or witness duty
       2. Assigning staff to submit the appropriate HR eDocs when necessary.

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History

Approved October 2025 to replace ACA-51, which was approved for retirement by the Indiana University Policy Executive Committee (PEC) in April 2026.

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