Recommendations for Faculty Engaging in a Remote Sabbatical

At Drexel University, faculty members utilize their sabbatical leave for various purposes, with some choosing to focus on research and writing at Drexel. In contrast, others opt to undertake their sabbatical at another U.S. or international institution.

The following guidelines are provided for faculty members pursuing a remote sabbatical.

Export Control

Travel to countries that are comprehensively sanctioned or have strict trade restrictions imposed by the U.S. government requires advance planning.

• Taking Controlled Physical Items, Controlled Information, Technical Data, Source Code, or Encryption Software may require a license depending on the type of item, destination of the travel, and End User.
• Key issues include traveling with controlled items like laptops, chemicals, or encrypted software, collaborating with foreign nationals from restricted countries, or conducting research with sponsor-imposed restrictions on publication or foreign participation. University employees must understand and comply with these regulations to avoid legal and financial consequences.

Register Your Travel

Remember to register your sabbatical in Drexel’s International Travel Registry. 

Oftentimes the contact at your host institution is a good resource with visa and on-the-ground logistics, but there are so many things to sort out that the process can be overwhelming. 

Please contact Export Compliance at export@drexel.edu with any questions

Consult with the Drexel University’s Global Operations for International Sabbaticals

Drexel Global is dedicated to supporting faculty members engaged in remote work or research, including those planning an international sabbatical. Drexel Global offers guidance and resources on various important matters, such as taxation and compliance issues, benefits considerations, travel planning support services, and connecting faculty to other relevant university offices.

The advice provided can vary significantly based on several factors, including the sabbatical's type, duration, and location. Faculty members seeking assistance can contact Global Operations at global@drexel.edu.

Review Technology Guidelines for International Travel

Faculty planning to work internationally during their sabbatical should review Drexel IT Technology Guidelines and Tips for International Travel.

Compliance with Human Research Protection Requirements

Drexel University’s Human Research Protection Program (HRPP) oversees all human participant research conducted by University faculty, staff, or students, regardless of location.

Faculty members who plan to conduct human participant research while on sabbatical must contact the HRPP (hrpp@drexel.edu) to obtain the necessary approvals and ensure compliance with all relevant regulations.

Intellectual Property (IP) Use During Remote Sabbaticals

All University Intellectual Property (IP), as outlined in the Drexel University’s Intellectual Property Policy [DOC], remains the property of the University. Faculty members must refrain from using University IP during a remote sabbatical unless the organization hosting the faculty member holds a valid license to such University IP.

If no such license exists, any new IP created during the sabbatical will belong to the faculty member only if the following conditions are met:

1. The new IP does not constitute or infringe upon any existing University IP, in whole or in part, including any modifications or derivative works thereof.
2. The new IP is not made, conceived, reverse-engineered, or reduced to practice using any University IP or University resources.
3. The new IP is not subject to a research agreement between the third-party organization employing the faculty member and the University.

Sponsored Projects Guidance for Faculty Planning Remote Sabbaticals

• Contact each sponsor of your awarded projects to inform them of your upcoming sabbatical plans and discuss whether you can continue working on your project during the leave or if you need to appoint someone else to oversee the project in your absence. Follow each sponsor’s requirements for obtaining the necessary approvals for any changes in project oversight, ensuring that all parties are aligned on managing your projects.
• Identify any reports—such as technical, progress, final reports, or invention statements—that are due during your sabbatical period. If any of these reports are due while you are on leave, plan to complete them prior to departure to ensure timely submission.
• If proposals are pending with sponsors, provide your departmental research administrators with your updated contact information and any special instructions if they need to reach you for sponsor-required information during your sabbatical. If you plan to submit any proposals during your leave, coordinate with your departmental research administrators well in advance to ensure that all submission requirements, including PI Certification, are completed at least four business days prior to any deadlines. If you will be traveling or may not have reliable internet access during your sabbatical, submitting your proposals earlier is advisable to avoid any potential delays.
• If you have any questions or need assistance regarding your proposals or awards, contact the Office of Sponsored Programs.

Please note: These general guidelines have been prepared as a courtesy for faculty who are contemplating a sabbatical outside of the U.S. and may not include all requirements. Please also refer to consulate or embassy, host institution, and host country laws.