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Teaching Load, Duty Period, Leaves

UH Hilo Policy on Teaching Load. Released or Reassigned Time: Faculty at UH Hilo have a semester teaching load of twelve credit hours; in practice, for tenured or tenure track faculty, three of those hours are considered released or reassigned time to permit faculty to engage in research and service activities. This released time is granted automatically for tenured and tenure track faculty and does not require approval. In addition, faculty can be reassigned or released from teaching for three or more credit hours to perform certain kinds of administrative tasks such as serving as the chair of the UH Hilo Congress or as a division chair. Chairs of departments which require an unusually large amount of administrative activity may also be granted released time. Faculty time can be “bought out” and reassigned to research with funds from extramural grants. All released time requests must be made in writing to the Dean through the Department Chair (and Division Chair, if appropriate), with final approval resting with the Vice Chancellor for Academic Affairs.

This policy is posted at

Occasionally, faculty may be compensated for teaching an additional course above the normal teaching load. This overload compensation is paid on a per credit basis according to rank, as provided in the UHPA Contract. Teaching during the summer session is on a voluntary basis and is determined according to the needs of each department. Summer faculty are compensated on a per credit basis, according to rank, as provided in the UHPA contract.

This campus policy statement is consistent with Board of Regents Policy 9.214 Teaching Assignments for Instructional Faculty and Article III, Conditions of Service in the UHPA faculty contract.

UH Hilo Policy on Duty Period: The duty period for 9-month faculty begins on Monday of the week prior to the beginning of instruction (except where a state holiday falls on the Monday, in which case, the duty period begins on Tuesday) for the Fall semester and ends with the submission of final grades at the end of the Spring semester. Faculty are expected to be on campus and available for activities such as (but not limited to) advising and faculty meetings. During the interval between semesters and during the spring recess, faculty members normally engage in professional activities. However, faculty members who do not have duties requiring their presence on campus may travel for personal reasons at their own expense.

This policy is posted at

Current dates are posted on the university’s academic calendar.

There are procedures and forms associated with all leaves during the duty period. See your college or division secretaries to process applications for leaves. This campus policy is consistent with UH system policy and Article V, Duty Period in the UHPA faculty contract.

Sick Leave and Family Leave. Faculty should notify their department chairs when they require sick leave or family leave. Faculty sick leave procedures are described in systemwide Administrative Procedures A9.380. Sick and Family leave requests must be submitted electronically in the UH Leave System. Provisions to apply for Family or Medical Leave can be found in the Family and Medical Leave Guide

UH Hilo Policy on Professional Leave from Classes: When filing travel requests for off-island/out-of-state conferences, meeting, or other professional activities, faculty are to seek the approval of their department chair as to how their courses will be covered. Faculty are not to cancel classes or to send students to do independent work, since all courses are required to offer a specified number of “contact hours.” Appropriate class coverage could include having a faculty colleague proctor an exam or in-class writing assignments, show films, or conduct discussions; posting a podcast lecture on-line or providing a videotaped lecture; inviting a guest lecturer; formally scheduling a library instructional session, etc.

This policy is posted at

Travel requests and travel completion reports must be filed during travel at any time during the year, and faculty are expected to engage in professional activities during the summer period to compensate for whatever number of days they miss during the duty period. Travel documents are submitted electronically via the UH eTravel system, see Division or College secretary for assistance.

For further clarification on faculty travel, consult Article VIII, Faculty Travel of the faculty contract.

Sabbatical Leave. The University of Hawaiʻi’s policies regarding sabbatical and other leaves are detailed in UH Executive Policy E9.103 and in Article VI-A, Leaves of Absence with Pay of the UHPA faculty contract.

Faculty should consult with their department chairs well in advance of submitting their requests for sabbatical to ensure that their courses can be adequately covered in their absence.

The UH Hilo application form for sabbatical leave can be found on the Faculty Sabbatical webpage. The UH system’s guidelines and application form are available at A9.400 Guidelines for Sabbatical Leave for Faculty.

Leave without Pay for Professional Improvement. Provisions for leave without pay are described in AP 9.420 Leave without pay for BOR Personnel.

Reviewed March 2018 by SW.