Sabbaticals in Interfolio

Some information about sabbaticals in interfolio

Provost's Office unified workflow template for sabbatical ("SBU-Sabbatical Request/Report") has been created, and is available in the "Review, Promotion, and Tenure" module. This template is integrated with "Faculty180" Faculty Activity Reporting System, and a faculty member's CV for the last 6 years is generated automatically based on their Faculty180 profile when the candidate submits their sabbatical request. Note that there is no option to attach a CV: candidates for sabbatical leaves must use Interfolio Faculty 180 to enter their activities for the last 6 years at Stony Brook. In addition, this template will also be utilized for sabbatical report submissions after the faculty member returns from the sabbatical.

In  addition to filling out the Faculty180 profile, faculty will have to fill out the Sabbatical Request form online through Interfolio. For informational purposes and to simplify the preparation of the answers, the file with the form questions is available to faculty -- the answers can then be copy-pasted into the Interfolio online form.

To allow for the planning of teaching responsibilities for the coming academic year, the sabbatical application request must be submitted through Interfolio no later than October 1 of the academic year prior to the one for which the leave is intended. The dean will then review the request and forward it to the Provost office no later than November 1.

Quick how-to for administrators

Working with the template is similar to working with other RPT templates:

1. Go to "Cases" and click "Create Case" button; select the candidate, and the template "SBU-Sabbatical Request/Report" template
2. Populate the appropriate committees in all case steps. Please note that Provost/Provost VPC/HR committees have already been prepopulated. Do not change any sections or steps otherwise. The main three committees that need to be populated while creating the case are: 1) Department Chair/Administrator, 2) Dean VPC, 3) Dean. They should be populated based on the department and college of the applicant.
3. After the case is created, select "Return to Case" and under "Candidate Packet" lock the "Sabbatical Report" section (by clicking the "Lock" button). If this is not done, the case will not be able to be moved forward. Note that this step is unique to the sabbatical process and is not used in other RPT templates.
4. Click on "Send Case" and "Notify the candidate"; adjust the email message as necessary.
5. The candidate will then receive an email, and will have to submit the auto-generated CV, which utilized information from their Faculty180 profile, and complete and submit the Sabbatical Request electronic form. Note that CVs cannot be attached, and must be generated based on the Faculty 180 profile.
6. Further steps are similar to other RPT templates. Make sure to update the status as you progress through the case. This is required for reporting.