Administrative Personnel Leave

Administrative Personnel Leave Info

Administrative Personnel Leave is a type of professional development leave available to senior administrators and supervisory personnel at the University of Montana. It allows eligible employees to pursue activities that improve their professional capabilities or directly benefit their campus, the Montana University System, or the State of Montana. All administrative personnel leave requires Board of Regents approval.

Who This Applies To

Administrative Personnel Leave is available to the following: 

  • Presidents and Chancellors 
  • Vice Presidents and Vice Chancellors 
  • Deans and Directors 
  • Other administrative personnel 
  • Supervisory personnel in positions not directly related to academic administration 
  • The Commissioner of Higher Education and members of their staff 

This leave type does not apply to classified staff or faculty. Faculty seeking similar leave should refer to sabbatical provisions in their applicable collective bargaining agreement. 

What Qualifies

Administrative Personnel Leave must be used for activities that improve the employee professionally or that directly or indirectly benefit the campus, the Montana University System, or the State of Montana. Qualifying activities include: 

  • Study or research 
  • Travel related to professional development 
  • Related work at other institutions, private organizations, or businesses 
  • Other activities approved by the President, Chancellor, or Commissioner of Higher Education 

The leave request must demonstrate value to the campus or Commissioner's office and must show that the employee's absence will not impair the programs or operations of the department or campus. 

Important Conditions

  • Administrative Personnel Leave is not earned leave time. It does not become a vested right or an implied provision of any employment contract. 
  • The leave is subject to budget limitations. 
  • Any employee who receives administrative personnel leave must return to university system employment for at least one full contract period after the leave, or repay the compensation received from the university system while on leave. 
  • Each President and Chancellor must submit an annual summary of administrative leaves granted to the Commissioner of Higher Education and the Board of Regents upon request. 

Process

  • Develop a written request that clearly describes the purpose and planned activities of the leave, the anticipated duration, and how the leave will benefit your campus, the university system, or the state. The request must also address how your responsibilities will be managed during your absence without impairing departmental operations.

  • Submit your application to your campus President or Chancellor with sufficient time for evaluation before the leave is intended to begin. Do not wait until close to your desired start date. Requests for Presidents must first be recommended by the Commissioner of Higher Education.

  • All administrative personnel leave requests are submitted to the Board of Regents through the Commissioner of Higher Education for final approval. Your President or Chancellor will coordinate this submission. Leave may not begin until Board of Regents approval is confirmed.

  • Contact HRS when your leave is approved to discuss any implications for your pay, benefits, and employment status during the leave period.

  • Upon completion of the leave, return to your university system position for at least one full contract period. If you do not return as required, you will be expected to repay compensation received during the leave. 

Governing Policy

Board of Regents Policy 801.2

Frequently Asked Questions

  • The policy requires sufficient time for evaluation before the leave begins. Given that final approval requires Board of Regents action, you should plan to submit your request several months in advance to allow time for campus review and BOR scheduling.

  • The policy does not specify whether the leave is paid or unpaid. This depends on the terms negotiated and approved by the President or Chancellor and the Board of Regents. Contact HRS and your supervisor to confirm the compensation terms for your specific situation.

  • You will be required to repay the compensation you received from the university system during the leave period. Contact HRS if your circumstances change during the leave.

  • No. Faculty professional development leave is governed by the applicable collective bargaining agreement through sabbatical or similar provisions. Contact the Office of the Provost for information about faculty sabbatical.

Questions about Administrative Personnel Leave?

For help, submit a ticket to AskHR, email askhr@umontana.edu, or call 406-243-6760.