Service Sabbatical
The sabbatical year is a special working time arrangement that allows employees of Heidelberg University to accumulate working hours over a period of their choosing, so that they can subsequently take a full sabbatical year at the conclusion of the approved period whilst continuing to receive their salary.
What is a sabbatical?
The sabbatical year is a temporary form of part-time employment. Working hours are spread unevenly over several years in two phases:
- Accumulation phase:
During the accumulation phase, employees continue to work their usual hours. However, their monthly salary is reduced on a pro rata basis in accordance with the chosen option. This allows them to build up a time credit for the phase of exemption. - Exemption phase:
During the subsequent exemption phase, employees are fully exempt from work for a continuous period, but continue to receive their pro-rata pay.
Duration and options
The accumulating phase can last between two and seven years. The exemption phase lasts either six months or a full year. Both phases are fixed in advance and binding. The total duration of the leave option is limited to eight years.
The following options can be applied for in combination with the accumulation phase and the exemption period:
1-year exemption
Table
| Variant | Duration of the accumulation phase | Duration of the exemption | This corresponds to a scope of employment of ... of the previous scope of employment |
|---|
| Variant | Duration of the accumulation phase | Duration of the exemption | This corresponds to a scope of employment of ... of the previous scope of employment |
|---|---|---|---|
2/3 | 2 years | 1 year | 66,7 % |
3/4 | 3 years | 1 year | 75,0 % |
4/5 | 4 years | 1 year | 80,0 % |
5/6 | 5 years | 1 year | 83,3 % |
6/7 | 6 years | 1 year | 85,7 % |
7/8 | 7 years | 1 year | 87,5 % |
6-months exemption
Table
| Variant | Duration of the accumulation phase | Duration of the exemption | This corresponds to a scope of employment of ... of the previous scope of employment |
|---|
| Variant | Duration of the accumulation phase | Duration of the exemption | This corresponds to a scope of employment of ... of the previous scope of employment |
|---|---|---|---|
2/3 | 1 year | 0,5 year | 66,7 % |
3/4 | 1,5 years | 0,5 year | 75,0 % |
4/5 | 2 years | 0,5 year | 80,0 % |
5/6 | 2,5 years | 0,5 year | 83,3 % |
6/7 | 3 years | 0,5 year | 85,7 % |
7/8 | 3,5 years | 0,5 year | 87,5 % |
Example: Exemption year (Option 2/3)
An employee covered by a collective agreement works full-time, with a regular working week of 39.5 hours, and opts for the ‘2-year accumulation phase/1-year exemption’ model.
During the first two years (accumulation phase), the employee continues to work a full 39.5-hour week. However, her monthly salary is reduced to two-thirds (approx. 66.7%) of her regular pay. This allows her to build up a credit balance.
In the third year (exemption phase), the employee is fully exempted from work for a continuous period of 12 months. During this time, she continues to receive two-thirds (approx. 66.7%) of her previous full-time salary. Payment is made from the credit accumulated during the accumulation phase.
The average remuneration remains the same throughout the entire three-year period. Regular working hours are suspended exclusively during the exempt phase.
Who is eligible to apply for a sabbatical year?
Employees of Heidelberg University who hold a permanent contract and have been employed by the University for at least five years, are eligible to apply for a sabbatical year. The application for a sabbatical year must be submitted to the relevant HR department at least 3 months before the start of the accumulation phase. Part-time employees may also apply, provided that their current working hours amount to at least 19.75 hours per week for staff on collective agreements and 20.5 hours per week for civil servants.
In general, the sabbatical year may only be taken once during the entire period of employed service. A prerequisite in each case is that there are no conflicting operational requirements. There is no legal entitlement; applications are decided on a case-by-case basis.
Important information
- During the exemption phase, the work obligation is suspended entirely.
- Taking part in a sabbatical year has implications for remuneration and, where applicable, for pension entitlements, which employees should carefully review in advance.
- Early termination or modification of the scheme is only possible in justified exceptional cases.
- In the event of prolonged illness or certain types of leave, the approval period may be extended.
- During the leave period, a temporary replacement may be recruited to ensure the continuity of operations.