What is a Sabbatical Leave policy?
A Sabbatical Leave Policy is a set of guidelines established by an organization to outline the conditions under which long-term employees can take an extended leave from work. Sabbatical leaves are usually taken for personal or professional development, such as pursuing education, engaging in volunteer work, traveling, or simply resting and rejuvenating.
During a sabbatical, the employee remains employed by the organization but is temporarily relieved of their regular job responsibilities and is not required to report to work. The policy typically specifies the eligibility criteria, duration of leave, application process, and any conditions tied to returning to work after the sabbatical period. This type of leave allows employees to recharge or grow, benefiting both their personal development and their long-term contribution to the organization.
Sabbatical Leave Policy Template
Purpose and Scope
Our Sabbatical Leave Policy outlines the guidelines and procedures for providing paid sabbatical leave to eligible employees. This leave is distinct from regular vacation, PTO, or sick leave and is specifically designed to support long-term employees. According to research by Gallup, 20.7% of employees cited good work-life balance as a key factor for their engagement at work. Sabbatical leave helps promote this balance by reducing the risk of employee burnout, enhancing mental health, and providing psychological benefits like increased autonomy and self-efficacy. It also offers opportunities for skill development, as employees can use this time to travel, study, or explore other interests, gaining valuable experiences and expanding their skill sets. From an organizational perspective, offering a sabbatical program demonstrates a commitment to employee well-being, serves as a reward for loyalty, and supports talent retention, creating a more engaged and dedicated workforce.
Eligibility Criteria of Sabbatical Leave
This Sabbatical Leave Policy applies to [full-time/executive/management] employees who have completed [number] continuous years of service with our company and who plan to return and remain with the company after their sabbatical leave.Parental leave and long-term sick leave [will/will not] count towards the employee’s years of service.Employees are not eligible for sabbatical leave if:
Their employment is terminated.
The sabbatical is not utilized within [number] months of eligibility.
The program is discontinued.
Please note, the purpose of sabbatical leave is to provide employees with extended time off to recharge or pursue personal growth. Therefore, cash-out options in lieu of taking the actual leave are not offered.
Application Process
The process of applying for sabbatical leave is simple when employees follow these key steps:
Check Eligibility Employees should first verify that they meet the eligibility requirements, such as completing the necessary [number] years of continuous employment. After confirming eligibility, they should check with HR and review their employment contract for any specific terms related to sabbatical leave.
Consult with HR Employees should consult with HR to clarify the terms and conditions of the sabbatical leave policy. This ensures they fully understand the process, expected outcomes, and any potential impact on their role.
Plan Ahead Before submitting a request, employees should:
Define the purpose of the leave—whether it’s for personal development, research, volunteering, or other reasons.
Decide the duration of the sabbatical.
Submit their request at least [number] months before the intended start date to allow for proper planning and minimal disruptions.
Submit Request Employees must fill out the Sabbatical Leave Request Form, detailing the purpose, length, and plans for the leave, and submit it to HR.
Obtain Approvals
Get initial approval from their direct manager.
Seek approval from the department head.
Finalize the leave request with People Operations to ensure all necessary arrangements are in place.
Communicate and Finalize with HR The employee should coordinate with HR to finalize payment details and complete any remaining administrative tasks before starting their leave. This includes confirming benefits, payroll adjustments, and other necessary arrangements.
Duration and Conditions of Leave
Our sabbatical leave scheme provides eligible employees with the opportunity to take up to [number of weeks] of paid leave plus [number of weeks] of unpaid leave after completing their first [number of years] with the company.
Additional Details:
Every [number of years] thereafter, employees can increase their paid sabbatical leave by one additional week, up to a maximum of [number] weeks.
Employees are eligible to take sabbaticals every [number of years] until retirement.
Sabbatical leave can also be used to extend standard PTO and vacation leave.
Important Guidelines:
Sabbatical leave cannot be accrued. For instance, if you become eligible after five years, you must take your sabbatical before reaching ten years of service; otherwise, you forfeit the opportunity.
Employees are not required to use the full number of paid sabbatical weeks, but any taken must be consecutive.
Sabbatical leave will count towards your years of service and be considered when assessing seniority and eligibility for salary increases.
Freelancing and Paid Work: Employees may choose to engage in freelance work, volunteer activities, or take up another paid job during their sabbatical. However, it is crucial to note that you cannot work with or collaborate with any competitors of our company. Violating this requirement may breach our non-compete agreement and could result in termination of employment.
Compensation process During Sabbatical
During your sabbatical leave, you will continue to receive your regular pay and benefits, with all usual deductions. However, you will not be entitled to any payment for unused or forfeited sabbatical leave, even if your employment ends. You won’t need to use any accrued leave during your sabbatical, and you won’t accrue any new leave either. All your accrued leave from before the sabbatical will carry over to the next calendar year. Moreover, if you decide to leave the company within [number of months or years] after your sabbatical for reasons other than death or disability, you will be required to reimburse the company for the income you received during your sabbatical leave. While on sabbatical, you will not be reimbursed for any tuition fees or costs associated with activities or training. Additionally, any personal expenses like [expenses] will not be covered. However, additional income during sabbatical leave is allowed only if it aligns with the purposes of research, professional writing, related professional experience, or study for which the leave is granted. Note that employees on sabbatical leave may receive company assistance for travel expenses if the travel is related to their work or the purpose of the sabbatical, provided company travel guidelines are followed.
Disclaimer:
This policy is meant to provide general guidelines and should be used as a reference. This is not a legal document. Easy HR will not assume any legal liability that may arise from the use of this policy.