Balancing Work and Life
UC Davis recognizes the necessity of supporting faculty in honoring their often-competing commitments to both family and career. To recruit and retain the best faculty, the campus established a Work Life program in January, 2003 (see Provost Virginia Hinshaw's January 2003 Work Life Balance Directive). This program provides enhancements to existing systemwide policies as described below. Also in support of the directive, the Office of the Provost--Academic Affairs has developed language for faculty members to use when submitting a request to not go forth with an advancement (i.e., defer) due to the birth or placement of a child.
In January, 2006, the UC Office of the President updated the systemwide Academic Personnel Manual (APM) 760, "Family Accommodations for Childbearing and Childrearing," which expands the previous policies regarding childbearing leave, Active Service Modified Duty (ASMD), and other family friendly policies.
The following information provides a summary of both the campus's faculty Work Life program and the systemwide policy on Family Accommodations for Childbearing and Childrearing (APM 760) for academics and faculty. While the policy and program are very similar, we thought it would be helpful to see the specific differences. Note that the campus program applies to all senate faculty, plus those faculty covered by the Unit 18 MOU; the systemwide policy applies to all academic appointees.
Systemwide Policy, APM 760
One quarter of leave for a faculty woman in the event of a single or multiple birth. One quarter of leave for the primary parent in the case of adoption or placement, up to two separate events, maximum. Replacement teaching costs are paid through central funds for all courses scheduled for the affected faculty member.
Leave must be taken in the quarter in which the child is born, adopted or placed, or in the following quarter.
Note: When both parents are faculty members, only one will be entitled to childbearing/adoption leave.
Six weeks of leave for the academic appointee who gives birth. For the remainder of the quarter this faculty member can be on Active Service Modified Duties (ASMD). Replacement teaching costs are paid through central funds for all courses scheduled for the affected faculty member during this quarter of combined leave and ASMD.
Parental leave may be taken by eligible academics, in accordance with the Family Medical Leave Act (FMLA), as noted in APM 715, for the purpose of caring for a newborn child or a child newly placed for adoption or foster care. FMLA leave is generally unpaid.
Active Service Modified Duties (ASMD)
One quarter of modified duties in the event of a single birth, adoption or placement, for the parent who has 50% or more care of the new child.
Two quarters of modified duties for the birth of twins or triplets or the adoption or placement of two or three infants four years old or younger, up to two separate events.
Modified duties must be taken within 12 months following the birth, adoption or placement of a child.
Generally, replacement teaching costs are covered by central funds for one course during a quarter of ASMD.
Note: When both parents are faculty members, both will be entitled to a quarter of modified duties.
The remainder of the leave quarter (as noted above) can be Active Service Modified Duties (ASMD). Replacement teaching costs are paid through central funds for all courses scheduled for the affected faculty member during the quarter of combined leave/ASMD.
To be eligible for active service-modified duties, an academic appointee must be responsible for 50 percent or more of the care of the child. The faculty member should provide the department chair or unit head of the need for a period of active service-modified duties with notice, that also includes a written statement by the appointee certifying that he or she is responsible for 50 percent or more of the care of a newborn child or a child under age five newly placed for adoption or foster care.
Generally, replacement teaching costs are covered by central funds for one course during a quarter of ASMD.
academic appointee may extend the clock during the probationary period
Faculty in the affected titles may apply for deferral of post-tenure merits and promotions to accommodate childbearing, adoption or placement, without prejudice or penalty.
The length of deferral may not exceed one year per event for a total of two years.
Note: According to systemwide policy on faculty childbearing and childrearing benefits, an "event" constitutes the birth or placement of one or more children at the same time.
An academic appointee at the Associate level or above may request deferral of a personnel review to accommodate family needs in accordance with campus policies.
Academic appointees shall not be arbitrarily disadvantaged in their promotion, advancement, or compensation because they have elected to take a childbearing or parental leave, to extend the clock, or to defer a personnel review. Personnel reviews that are deferred due to a family accommodation as defined in APM 760 should be treated procedurally in the same manner as personnel reviews conducted at the usual intervals. The file shall be evaluated without prejudice as if the work were done in the normal period of service and so stated in the department chair’s or unit head’s letter.
Academic appointees may be eligible for appointment to a part-time position or may be eligible to reduce their percentage of time of an appointment from full time to part time for a specified period of time or permanently to accommodate family needs. The Chancellor has authority to approve such appointments. APM 220, Appendix B consists of the Guidelines For Part-Time Appointment And Reduction In Percentage Of Time Of An Appointment To Accommodate Family Needs.
Suggested language for when a faculty member is requesting of the Vice Provost--Academic Personnel not to go forward with an advancement due to the birth, adoption or placement of a child:
"In accordance with Work Life Balance Directive 03-006 and APM 760, this is to request a one-year postponement in submitting materials for my advancement. This request is submitted due to the birth/adoption of my child in [month/year]."
Suggested language for the department chair to use when the faculty member submits a request for advancement after the one-year delay:
"Professor [name] received approval from the Vice Provost for a one-year postponement in submitting an advancement dossier during the academic year 200_ - 200_, in accordance with the Work Life Balance Directive 03-006 and APM 760."
Suggested language to use when soliciting promotion letters for faculty members who have had the tenure clocked extended:
“For Dr. ____, a promotion action at this time is considered within normative time because s/he has been approved to extend the tenure clock for family medical reasons, in accordance with University of California policy. This policy requires that the dossiers of individuals who have been approved for such extensions be evaluated without prejudice as if the work were done in the normal period of service (APM 133-17-g, -h, accessible at http://www.ucop.edu/academic-personnel/_files/apm/apm-133.pdf and APM 760-30, -31, accessible at http://www.ucop.edu/academic-personnel/_files/apm/apm-760.pdf)."
"Faculty Advisors for Work Life" (Click here to view biographies)
As part of the award from the Sloan Foundation, the campus is establishing a program entitled "Faculty Advisors for Work Life." The goal of this program is to help publicize and inform the faculty about the programs, policies, and resources associated with work life. This group of advisors represents various academic units (colleges, schools, divisions) on the campus.
An orientation for the Faculty Advisors was held on June 14, 2007. Click on the links below to view the PowerPoint presentations made at the orientation.
Faculty Advisors for Work Life: Orientation (ppt) - Binnie Singh, Director of Faculty Relations and Development
Work Life at UC Davis: Integrating Self, Work, Life's Important Others and Community (ppt) - Barbara Ashby, Manager of Work Life, UC Davis Human Resources
Does a faculty member still accrue sabbatical credits during a quarter during which s/he is on Active Service Modified Duty (ASMD)?
Yes. Because Active Service Modified Duty is not a leave, the faculty member will still accrue sabbatical credits. ASMD involves reduced academic duties, but not the absence of academic duties. In contrast, when faculty members are on leave, they are not performing their normal academic duties; and, they do not receive sabbatical credit for the quarters of the leave.
If a faculty woman gives birth during the summer, may she take a quarter of full leave in the fall, immediately following that summer? Similarly, if she gives birth at the end of the Fall quarter, may she take the quarter of full leave immediately following, in the Winter quarter?
Yes - in both cases. And, following the leave, she may take an additional quarter of ASMD within 12 months of the birth.
I am a male faculty member and my wife is pregnant. I plan to request paternity leave; what options do I have?
A male faculty member requesting paternity leave is entitled to request Family Medical Leave (FMLA); however, the campus does not provide central funding to cover replacement teaching costs for FMLA, and paid leave is not guaranteed. He is also eligible for a quarter of ASMD within 12 months following the birth of his child if he has 50% or more care of the new child. During the quarter of ASMD, funding for replacement instruction of one course is generally covered by central campus funding. A Request for Teaching Release form should be used to request ASMD and teaching coverage, accompanied by a memo or email from the faculty member confirming that he has, or will have, 50% or more care of the new child. More information can be obtained by reading Academic Personnel Manual Policy 760.
I am an academic year female faculty member who is pregnant and expecting to deliver my baby at the end of the Spring quarter. May I take my maternity leave during the following Fall quarter? May I get summer salary during the summer?
A female faculty member giving birth may take either the quarter of the birth off (in this case, Spring quarter), or the following quarter (Fall quarter in this scenario). Another option, per APM 760, is to take six weeks of leave and then ASMD for the remainder of the quarter. In either situation, replacement teaching costs would be centrally covered for the quarter. Additionally, she would be eligible for a subsequent quarter of ASMD, within 12 months of the birth. Summer salary is only provided to those academic year faculty who are carrying out their academic responsibilities. In this situation, if the faculy member has just given birth, she would likely not be working, and if that is the case, summer salary would not be appropriate.
When is the appropriate time for a faculty member to apply for a quarter of Active Service Modified Duties (ASMD)?
We suggest that a faculty member notify his or her department of intent to request ASMD as soon as possible to allow the department adequate time to arrange teaching replacement for the ASMD quarter.
If a faculty member is approved for Active Service Modified Duties (ASMD), will his or her department be reimbursed for the cost of teaching replacement?
Yes, the department is provided with the funds required to pay the replacement instructor.
If a faculty member is approved for Active Service Modified Duties (ASMD) and is scheduled to teach more than one course during the quarter during which he or she will be released from teaching, does the faculty member get to choose the course from which he or she will be released?
We suggest that a faculty member discuss course release with his or her department and try to come to an agreement. For example, it may be easier for the department to find a replacement instructor for one course versus another.
Both I and my wife are faculty members and expecting a baby. What options do we have?
The female faculty member is eligible for a quarter of paid leave, or six weeks of leave and the remainder of that quarter as ASMD; all courses for that quarter will be covered through central funding in either option. She is then eligible for an additional quarter of ASMD with one course for which replacement teaching costs being covered by central funding. The male faculty member is eligible for a quarter of FMLA, not guaranteed paid leave, nor central funding for any replacement teaching. The faculty man is also eligible for a quarter of ASMD, with his certification that he has 50% or more care of the child and one course will be covered with replacement teaching.
May a faculty member use accrued sick leave towards paternity leave?
Faculty members do not accrue sick leave.
Are pre-tenure faculty also able to apply for deferral (postponement) of normal personnel review (merit or promotion) to accommodate childbearing, adoption or placement?
Yes. Pre-tenure faculty can both extend the tenure clock and defer a merit. Note that the clock extension cannot be more than two additional years (one year per birth/adoption event*). Merit deferrals do not affect clock extensions and because they are requested due to childbearing/rearing issues, there should be no prejudice associated with them (e.e., an offscale salary would not be affected). These requests should be accompanied by a written note from the faculty member that describes s/he has had 50% or more care of the new child. These requests do not require that the faculty member has taken leave or ASMD.
*An "event" is defined as a birth, of one or more (i.e., twins or more) children at a time, or the adoption of one or more children within a small period of time.
May a faculty member defer a merit for a year without penalty, in terms of salary, due to having or adopting a child?
Yes. A faculty member who has extended the clock or deferred a merit due to childbirth/adoption will not be affected negatively with regard to offscales.
I am a faculty member who was recently awarded tenure. I recently had two children -- within the last three years. I did not request to stop the tenure clock for either birth. May I be eligible, in the future, to postpone a merit or promotion?
In our campus' Work Life Program and in the systemwide policy, APM 760, faculty may request a deferral of a merit/promotion due to childbearing/adoption/placement, or to accommodate family needs. These requests should be submitted to the Vice Provost--Academic Affairs for approval via the Department Chair and the Dean within two years of the birth/adoption placement. When approved, for those cases that involve a deferral related to family care issues, the Vice Provost--Academic Affairs office provides sample language which may be used by the Department Chair when writing the department letter describing that the file should be reviewed without prejudice.
For specific information about Work Life at UC Davis, please contact:
Singh, Director of Faculty Relations and Development
Office of the Provost--Academic Affairs
University of California, Davis
One Shields Avenue
Davis, CA 95616-8501
FAX (530) 752-6359