- Please work with your ladder faculty, your Academic Personnel Officer and your Fund Manager to complete the fellowship template.
- Please fill out all yellow highlights on the fellowship template.
- Salary Rate is the Annual Salary Rate at the beginning of the academic year during which the professor will begin their fellowship leave. For example, if a professor will start their leave on January 1, 2027, then the starting salary rate as of July 1, 2026 should be noted.
- For sabbatical credits spread, please note that the denominator will depend on whether the leave is for one quarter (9), two quarters (18) or three quarters (27).
- For sabbatical credits spread, the number being proposed would be the numerator. The spread can be over a period of months as outlined by the fellowship. For example, if a professor is using 10 sabbatical credits for the full year, all twelve months would reflect a 37.04% on sabbatical leave. Or, if they are proposing using 2 sabbatical credits for a single quarter, it would reflect a 22.22% leave on sabbatical for the four months of the corresponding quarter.
- When the spreadsheet is ready to be sent to the Dean’s office, the Dean’s Supplement cannot exceed 33.33%.
- If the Dean’s supplement is greater than 33.33%, please speak with your faculty about options (taking a partial Leave Without Pay, taking the leave over a shorter period, using more sabbatical credits, borrowing 1 or 2 sabbatical credits from future accrual, teaching an overload course either before or after the leave, etc.).
- As a reminder, some fellowships can be routed through UCLA for pay, but not if the funds come from another university. If routed through UCLA, the department will have to work with OCGA and EFM to establish an FAU in the department to place the relevant fellowship pay on that FAU.
- For faculty with split appointments, please use the split faculty spreadsheet.
- If there are any leave without pay components, please be sure to explain to faculty that the corresponding service credit won’t be accrued.
General Guidelines and Examples:
- If the fellowship is for salary only, then the fellowship funds will be paid to the professor directly. In this case, you will want to let the professor know that the corresponding percentage (either 34% for a quarter, or 17% for two quarters) will be without pay from UCLA, and as such, the professor’s service credit will be less than a full year for that year. This comes up for retirement.
- If the faculty fellowship is for 6 months, then which 6-month period will play a big factor. If the professor is willing to take the fellowship over the summer months plus either Spring or Fall, then the 6 months of fellowship leave would be during April-September or July-December. That means that the professor is only asking to get one quarter of leave and is willing to work for the other two quarters.
- If the professor is asking to take the fellowship and take two quarters off (Fall and Winter or Winter and Spring), then the leave would be for October-March or January-June and the professor is only asking to work during one quarter.
- For the amounts, look at the professor’s annual salary (don’t include the benefits for now). One third is for Fall, one third is for Winter and one third is for Spring. That’s our 9-over-12 pay system. Thus, if they have an annual salary rate of $150K (for example), then their pay for each quarter of work would come to $50K. If the fellowship is offering $17K, and if the professor is taking it to take one quarter of leave, then $50k-$17k means that there’s a gap of $33k. However, if the professor is taking the leave over two quarters, then $100k-$17k means that there’s a gap of $83k.
- In terms of sabbatical credits, each quarter of sabbatical leave is 9 credits, which provides 100% pay. Per policy, the Dean’s office will provide a supplement of about a third of the pay during this leave period so, if the professor is taking the leave to cover the summer and one quarter (July to December, for example), then the fellowship can cover $17k (which is about 34% of $50k), the professor might offer to us 3 sabbatical credits (3 out of 9 is 33%), leaving the request to the Dean as a request for 33% supplement.
- However, if the professor wants to take January to June off and not teach at UCLA for two quarters, then the regular number of sabbatical credits for this two-quarter period is 18, and the pay is $100k. So, if the fellowship can cover $17k (which is now only 17% of the $100k), and if the Dean’s office covers 33%, that leaves about 50% that needs to be covered. Thus, using 9 sabbatical credits over two quarters would just cover the numbers so that 50% of the pay would be paid using sabbatical credits over two quarters.
