Faculty Development

1. Professional Travel

1.1. General

Faculty travel to professional meetings, seminars, and events, as well as for research purposes, creative activity, and other professional development activities, is strongly encouraged. The following guidelines are designed to maximize the limited funds available for travel. Travel funds are allocated to each school or program and allocated on the basis of these guidelines by its dean or director, respectively.

The guidelines establish maximum allocation or reimbursement amounts, but the dean/director has the discretion and authority to award amounts less than the maximum allowed. Requests for reimbursement must be submitted within 30 days of return from travel in accordance with Pepperdine employee expense reimbursement policy in Section 4.1 of the University Financial Policies.

1.2. Allocation Guidelines

The Internal Revenue Service requires substantiation and documentation for all travel expenses. As a result, dated and itemized receipts to support each expense must be submitted. Credit card payment forms or statements alone are not considered itemized receipts.

1.2.1. Airfare and Travel

All domestic and foreign travel should be booked for the lowest available economy class option. Employees are expected to travel by the most direct route using the most economical and reasonable mode of travel available. To maximize discount fare possibilities, air travel arrangements should be reserved as far in advance of the travel date as possible. Fees for one bag of checked luggage will be reimbursed.

If traveling by car, mileage reimbursement will be at the applicable University-approved per mile rate and the total amount cannot exceed the lowest available airfare for travel and transfers.

While traveling, reserved or upgraded seats or other reasonable and necessary accommodations are allowable up to a maximum amount of $50. The maximum allotment amount applies to all ﬂights necessary to reach the ﬁnal destination. It is not applied on a per-ﬂight basis.

1.2.2. Lodging

Employees will be reimbursed for reasonable and appropriate hotel expenses when traveling overnight on University business. Reimbursement is limited to a single room rate unless the room is shared with another University employee. Federal government guidelines for Per Diem Rates (see www.gsa.gov, click on Per Diem Lookup) will be used to establish maximum payment amounts for lodging. Bookings through Airbnb, or other similar services, are not permitted. Room service charges are discouraged, and should be at the College Budget Manager's discretion, depending on travel circumstances.

1.2.3. Meals

Employees will be reimbursed the reasonable cost of meals while the employee is traveling. Expenditures for alcoholic beverages are not authorized and shall not be reimbursed. Meal costs which appear excessive will be referred to the College Budget Manager for final approval. Federal government guidelines for Per Diem Rates (see www.gsa.gov, click on Per Diem Lookup) will be used to establish maximum payment amounts for lodging and meals.

1.2.4. Registration Fees

Payment of registration fees for conference attendance shall be reimbursed. Registration fees less than $500 do not require a priori approval. Registration fees over $500 require the approval of the dean or program director, and fees over $1,000 require the approval of the Director of Finance.

1.2.5. Ground Transportation

1.2.5.1. Airport Shuttles. The airport shuttle service should be the preferred method of transportation to a hotel or meeting site. When an option is provided, the most economical vehicle should be selected.
1.2.5.2. Taxi/Shared-Ride Services (Uber/Lyft). The use of taxis and shared ride services should be limited, with preference given to public transportation. If public transportation or a shuttle service is not available, or if taxi or shared-ride services provide a more cost-effective mode of transportation, they may be used.
1.2.5.3. Rental Cars. The use of a rental car for ground transportation requires a priori approval by the dean or program director and the Director of Finance. When approved, employees must comply with all University policies governing the use of rental cars in Section 4.1 of the University Travel Policy.

1.2.6. Parking

Airport self-parking will be fully reimbursed. Premium, preferred, valet, or other forms of parking will be reimbursed at the self-parking rate.

1.2.7. Travel Related Expenses

1.2.7.1. Toll Charges

Toll charges incurred on University business are reimbursable.
1.2.7.2. Tips and Gratuities

Tips and gratuities should be reasonable. Tips and gratuities on meals, hotel (e.g., housekeeping), and taxi expenses should not exceed 20% of the total charge. Bellhop/porter tips should not exceed $2 for each bag.

1.2.7.3. A complete list of all University travel-related policies and covered expenses is found at community.pepperdine.edu/finance/policies.htm.

1.3. Procedure to Request Travel / Professional Development Funds

Requests for these funds should be made in accordance with procedures detailed by the school dean or program director. Funding requests must be accompanied by supporting documentation.

1.4. Administratively Assigned Travel

If a faculty member is requested in writing by the CHS Dean or program dean/director, or another senior administrator of Pepperdine University, to attend any meeting as an ofﬁcial representative of the University, he or she will receive remuneration for all reasonable expenses incurred, according to the usual guidelines covering administrative travel. These expenses should be itemized, and all receipts submitted for reimbursement.

1.5. Exceptions

Any exception to these guidelines must be authorized by the CHS Dean.

2. Publicizing of Faculty Publications, Honors, Accomplishments

The CHS encourages its faculty members to be scholars and achieve distinction in their respective fields and disciplines. All faculty members who would like to publicize a scholarly publication, award, unique accomplishment, or honor are strongly encouraged to inform their program dean/director and the CHS Dean.

3. Sabbatical Leave

3.1. Purpose

The purpose of the sabbatical leave (hereafter called sabbatical) is to provide time for the participating faculty members to remain fresh and knowledgeable about developments in their discipline. That time is typically used to hone research, clinical expertise, and/or teaching skills that ultimately advance the professional development of the faculty member. The range of projects deserving of a sabbatical is limited only by the creative minds of the individual faculty members who apply.

The University's investment in the sabbatical helps the recipient become a more productive contributor to the discipline. More importantly, the sabbatical strengthens the teaching and research missions of the University by providing renewed energy in the classroom as well as research ﬁndings that may be used by academics and practitioners throughout the world.

3.2. Eligibility Requirements

Full-time, tenured or tenure-track faculty members are eligible for sabbatical after completing seven full years of continuous service to the University. Faculty members' ﬁrst year of employment or most recent sabbatical must have occurred at least seven years previous to the year of their proposed sabbatical leave. For example, faculty members proposing sabbatical in the 2024-2025 academic year must have started employment or taken their most recent sabbatical during or before the 2017-2018 academic year. Applications are due on June 1, fourteen months before the start of the academic year during which the sabbatical is sought. In the previous example, applications would be due on June 1, 2023.

The following is considered when determining years of continuous service:

3.2.1.1. The seven years of continuous service must be years spent as a tenured or tenure-track faculty member.
3.2.1.2. Time spent on a previous sabbatical is counted toward a faculty member's years of continuous service.
3.2.1.3. Non-sabbatical leaves of absence are not counted toward a faculty member's years of continuous service. They freeze—but do not reset—the count toward seven years of continuous service.
3.2.1.4. Medical and Expectant Parent Leaves count toward years of continuous service.

3.3. Use of Time

The sabbatical period is intended as a period of doing scholarly work, research, or clinical activity that cannot be attempted during a faculty member's normal duties at the University. The Sabbatical is not intended to provide additional time to augment one's income or to teach at another institution, except in unusual cases speciﬁcally approved in advance. If any employment is contemplated, while the primary purpose of the sabbatical is pursued, such work shall be included in the proposal.

3.4. The Role of the Faculty Development Committee

The Faculty Development Committee (hereafter called the committee) has the responsibility of evaluating sabbatical proposals submitted by CHS faculty, and making recommendations to the CHS administration for sabbatical leaves. Because the granting of the sabbatical is an investment in the academic health of the University, the assumption is that the sabbatical will be granted to only those faculty who are eligible and submit a meritorious application.

3.5. Procedural Responsibilities for the Applicant

3.5.1. Proposals submitted to the committee in June will follow a standard form. Because the committee encourages the submission of proposals that are clear and well thought out, the proposals will consist of (a) a cover page, (b) a 2-5 page explanation of the proposal, and (c) attachments, including letters of support, for no more than ten total pages of the application. Recommendations for sabbatical leave will be made by the Faculty Development Committee to the CHS Dean no later than September 1.

3.5.2. Once the sabbatical is granted, the recipient has the responsibility to follow through with the thrust of the basic plan outlined in the proposal. Major deviations from the plan during the sabbatical must be communicated in a one-page document to the committee and CHS Dean for approval. During the ﬁrst year back to regular duties, recipients must present the results of their work at a meeting open to the entire faculty.

The individual granted the sabbatical will return to the University and serve for at least one year. Individuals who do not do this will be expected to repay all of the costs associated with the sabbatical grant, including the salary granted during the sabbatical.

3.6. Procedural Responsibilities for the School Dean / Program Director

3.6.1. It is the responsibility of the school dean or program director to make arrangements for the absence of sabbatical recipients. In no case should an applicant with a worthy proposal fail to be granted a sabbatical because the school or program fails to reapportion the teaching load effectively.

3.6.2. The school dean or program director is the member of administration closest to the sabbatical recipient in terms of discipline knowledge and day-to-day contact. As such, they have the responsibility of ensuring that the sabbatical is undertaken in a way that is productive for both the University and the recipient. This can be done by conferring with the prospective applicant before the proposal is drafted, writing a letter of support for the applicant for the sabbatical (using the template provided by the committee), and monitoring the progress of the sabbatical during the period of the leave.

3.7. Sabbatical Website

The CHS Dean's Ofﬁce will develop a website to communicate information regarding the sabbatical application process.