Diocesan Sabbatical Policy
Definitions and Context
Sabbatical
The Report ‘Mind the Gap: Integrated Continuing Ministerial Education for the
Church’s Ministers’ (Archbishops’ Council, 2001) recommended sabbatical leave as
a period of 3 months that should be offered at least every 10 years to all licensed
ministers. It also noted that ‘the word sabbatical is derived from the same root as
Sabbath’. This indicates that a fundamental purpose of a sabbatical is to have time
for rest, renewal and re-creation so as to return refreshed in one’s ministry’
These 4 ‘Rs’: rest, renew, re-create and refresh are the key principles behind a
sabbatical. The Diocese of Oxford entirely endorses these principles.
It is generally envisaged that sabbaticals will include 3 elements: a course of study,
learning or development, a retreat and a holiday. A period of about 3 months
should be regarded as normative.
Study Leave
Study Leave is understood as ‘a period of focussed study for the purpose of a
specific outcome (or outcomes)’. This might include a period of study for a
research degree or when a thesis or book/publication is being written up. It is
possible that it could also be used for the completion of course work on a taught
degree that would involve setting aside regular short times of study.
Permission for study leave is granted by the Area Bishop and there is a separate
policy which can be found in the Clergy Handbook on the Diocesan website.
Policy Statement
The Diocese of Oxford seeks to provide sabbatical opportunities broadly in line with
the definitions above. It encourages all licensed ministers (lay and ordained,
stipendiary and self supporting), who are also office holders, to think of taking a
period of sabbatical every 10 years although there will need to be some flexibility
over timing.
Clergy, particularly incumbents or their equivalent, will need to plan sabbaticals in
good time. The actual timing must be agreed locally with the Area Dean and will be
subject to satisfactory pastoral care being maintained. This is a local decision and
will be particularly important in those Deaneries where resources available to take
services and provide pastoral care may be stretched.
Team Vicars, Associate and House for Duty priests and LLMs will all need to have
the agreement of their incumbent. It is also vital that Church Wardens are informed
as soon as possible of the intention to take a sabbatical.
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Arrangements for sabbatical cover need to be clearly communicated to the following:




Churchwardens and PCC/DCC
Team Rector / Incumbent (as appropriate)
Area Dean
Archdeacon
This way, all can be assured that provision is in place for pastoral care, occasional
offices and Sunday worship. Prior to your sabbatical commencing please inform the
Area Dean and Archdeacon of these arrangements and who should be contacted
should an emergency arise
All applications must be received by 30 June for the following year.
Applications received after 30 June will then be considered for the following
year but one (eg applications received after 30 June 2015 will be considered for a
sabbatical in 2017).
However we appreciate that there may be exceptional circumstances and we want to
be sensitive in these situations. (See Appendix B for the Application Form).
Ministers may not take a Sabbatical

within the first 2 years of a new appointment

during the 1st year of the training of a curate serving a title for whom they
have responsibility and only in year 2 if appropriate local oversight and
supervision has been negotiated and agreed with the Diocesan IME Officer.

during the 1st year of a Licensed Lay Minister being first licensed after
training unless appropriate local oversight and supervision has been
negotiated and agreed with the Diocesan LLM Adviser.

for the purpose of actively seeking a new post
It is often tempting to see this 3 month period as a time to ‘put right’ life’s stresses
and strains. However, we do not believe that this gift of time away from regular
ministry should be used for dealing with issues such as serious family or personal
problems or when you have been diagnosed with stress or other significant illness. If
this is the case, then there are other responses, other than a sabbatical, which need
to be explored with your Archdeacon or Area Bishop
Eligibility
All licensed ministers (lay and ordained, stipendiary and self supporting) who are
also office holders, who have:
 fulfilled at least 10 years of service (not necessarily in the Diocese of Oxford)
 served 2 years in the current office
 for whom it has been at least 10 years since their last sabbatical
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are eligible to apply for a period of Sabbatical, away from their regular ministry
although not all may not qualify for a grant from the Diocese. Please note that
‘eligible for consideration’ is not to be construed as ‘entitled’.
Even if you do not intend to request diocesan funding towards the sabbatical, the
application process must be followed as licensed ministers still require the Bishop’s
permission to be absent from their office.
Planning for Sabbatical
Given that this gift of time away from parish ministry is only available every 10 years,
we do not wish to be too prescriptive and so offer a flexibility of approach to this
process which is fundamentally one of discernment. Therefore, each Archdeaconry
has appointed an adviser to work with applicants in this discernment process (see
Appendix C for fuller details of their role).
Sabbatical Aims - It is important to establish aims for Sabbaticals. These, however,
need to be modest and achievable in order to get rest, renewal, recreation and
refreshment. Too ambitious aims often are unfulfilled and leave a feeling of
frustration on return.
Some form of retreat early in the sabbatical period is encouraged in order to slow
down and then towards the end of the period in order to reflect on what God has
been doing during the three months. The sabbatical period offers the opportunity for
a closer relationship with a spiritual director or mentor if circumstances allow and if
found appropriate.
Type of activities – As sabbatical is an opportunity for ‘rest, renewal, refreshment
and recreation’ there needs to be a balance in what is planned. During the planning
process, it may be useful to think about SPICE – Spiritual, Physical, Intellectual,
Creative and Experiential
Cost – When planning the outline of the sabbatical, it is important for all costs to be
considered and sources of funding identified. The diocese has limited funds that it
offers in the form of ‘small grants’. Enough time needs to be allowed for submission
of applications, given that many trusts are small and only meet occasionally.
Cover – The timing of the sabbatical must be agreed with your Incumbent or the
Area Dean prior to the Application being submitted. This is to ensure continuity of
pastoral care and that colleagues in the deanery are not put under unreasonable
pressure due to a number of ministers being away at the same time. This may
require a re-negotiation of when the sabbatical takes place.
As already highlighted, it is important that the office holder considers and outlines in
the proposal the arrangements made for covering both provision of church services
and pastoral care during the sabbatical period.
Re-entering Ministry – how one returns to ministry after a lengthy time away is as
important as planning the time away. Careful thought needs to be given to the first 2
weeks of your return to avoid immediately over-working and negating all the positive
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benefits of the sabbatical / study. You may wish to consider a phased return to full
time working.
On your return, it is often valuable to engage a work consultant or coach to enable
any desired changes to your ministry or work pattern to be explored and
implemented successfully. Details can be found on the CMD pages of the Diocesan
website
Process of Applying for a Sabbatical
The flowchart in Appendix A details the procedure when applying for a sabbatical as
well as those involved in the process.
The process usually begins as a result of a ministry development review (MDR), a
conversation with an Area Bishop or on the initiative of the minister. However,
before proceeding further, formal approval must be sought firstly from the Area
Bishop and then from the Area Dean.
Support
A limited number of grants are available from the Diocese and those eligible for
consideration are:

Stipendiary ministers
 Associate ministers who are giving at least 50% of their time (ie 3 days) to
parish / benefice ministry.
 House for Duty ministers
Please note that ‘eligible for consideration’ is not to be construed as ‘entitled’. The
maximum available grant will not exceed £500. In the year that the sabbatical is
taken, the minister will NOT also be entitled to apply for a separate CMD grant. .
When considering the level of grant to be awarded, the Committee cannot take into
consideration the costs relating to a holiday.
In many cases, additional sources of funding will be needed to support proposals,
which is another reason for early planning. Patrons (in some cases), charitable
trusts and occasionally the Ecclesiastical Insurance Group can provide funds.
Please see Appendix C for suggestions on possible sources of funding.
Parishes and deaneries are encouraged to take an interest in sabbaticals by not only
helping to provide cover, but also providing help towards the costs of the sabbatical.
Given that sabbaticals are only every 10 years and can therefore be planned for in
advance, it is recommended that benefices / parishes consider setting up a clergy
development fund which can be built up over time to provide financial support when
needed.
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After your Sabbatical
As well as sharing your experience with people in your benefice / parish, we hope
the key learning and experience of your sabbatical will be something which you will
also want to share with the wider church. We therefore encourage you to think how
this might happen and some possibilities are:

Sharing with your Deanery Chapter and /or Deanery Synod

Meeting with your Archdeaconry Adviser for a ‘debrief’

Requesting a meeting with your Area Bishop or Archdeacon
On return, you are asked to notify your Area Adviser how you plan to share your
experience. The committee will also ask you to complete a Feedback Form
approximately 6 months after you return to parish ministry. This will also be shared
with your Area Bishop and Archdeacon (see Appendix E).
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APPENDIX A
Process of Applying for a Sabbatical Flowchart
Bishop/ Reviewer
Committee
Initial conversation with the
Bishop initiated either by the
Bishop or Reviewer
Archdeaconry Advisor
Local permission is negotiated
and agreed with Incumbent (if
Team Vicar, SSM, House for
Duty or LLM) or Area Dean.
Licensed Minister
The Secretary of the
Committee is contacted, who
then contacts the
Archdeaconry advisor
The Archdeaconry Adviser meets with the applicant
and discusses the details of setting up a period of
Sabbatical
Committee discusses the
application including any
request for funding
The Applicant, with the support of the Adviser:
1. completes Sabbatical application form to
include:
- an outline of the planned activities
- budget to show how they plan to finance it
- arrangements for cover
2. Obtains approval from the Area Dean for the
timing of the sabbatical
3. submits completed application ( by latest 30th of
June)
Committee decision:
Is the application eligible,
justified & feasible?
No
The Applicant is provided with
the opportunity to amend the
application
Yes
Sabbatical Leave approved
and any application for grant
is considered within the
defined criteria
Decision is communicated to
Applicant, Area Bishop and Area
Dean and sabbatical goes ahead
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Upon return from Sabbatical, the Area Adviser is
advised how the experience and learning will be
shared
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Appendix B
Archdeaconry Advisers
The role of the Archdeaconry Adviser is to support the individual in discerning how best to use
the period available by:

Meeting with the individual as early as possible in the planning process

Being a critical friend offering feedback on proposals

Representing the applicant on the Diocesan Committee

Be available, if appropriate, for a debrief meeting after the sabbatical
The Archdeaconry Advisers are:
Oxford & Dorchester
The Rev'd Andrew Gregory
Archdeaconries:
Tel: 01865 01865 276663
Email: andrew.gregory@theology.ox.ac.uk
Berkshire Archdeaconry:
The Rev’d Simon Howard
Tel: 0118 934 1092
Email: revsimon@lineone.net
Buckingham Archdeaconry:
The Rev'd Graham Saunders
Tel: 01753 643233
Email: revghs@gmail.com
Secretary to the Committee:
Andrew Gear
CMD Team
Diocesan Church House
Tel: 01865 208256
Email: andrew.gear@oxford.anglican.org
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APPENDIX C
Sabbatical Application Form
All applications for the following year will be considered at the July meeting each year.
APPLICATIONS TO BE RECEIVED NO LATER THAN 30TH JUNE
1.
Personal Details
Full Name:
Address:
Tel:
2.
e-mail:
Office Details
Role Title:
Benefice & Deanery:
Date of Licencing :
3.
Date of Ordination:
Process of Approval
Is your application supported by your bishop?
Yes / No
Does this application arise out of a recent Ministerial Development Review?
Yes / No
Have you consulted your Area Dean / Lay Chair concerning the timing
of your sabbatical?
Yes / No
If a Team Vicar, SSM, House for Duty priest or LLM, have you the approval of your
Incumbent?
Yes / No
Have you had any period of Study Leave in the past 5 years?
Yes / No
Are you responsible for a curate in training, or a newly licensed LLM
Yes / No
If so have you spoken with the respective IME or LLM Officer?
Yes / No
Please use the space below to give any further information
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Details of the proposed sabbatical
When would you like to take a sabbatical?
From …………….
To ………………. Year ………….
£ …...………….…
Anticipated Total Cost
On a separate sheet of paper please give an outline of:
 how you plan to spend your sabbatical
 budget/ cost involved and proposed sources of funding
 arrangements for cover of office while away
APPLICATION FOR GRANT
The diocese has a limited number of grants to support sabbatical available for stipendiary clergy, self
supporting and house for duty minister,
Do you wish to be considered for a diocesan grant?
Yes / No
What level of grant are you requesting? (maximum of £500)
£………….
What other funding have you been able to source to support your sabbatical?
(Please tick all that apply)

 Grant making bodies and trusts
Amount
£………….
Name of grant making body or trust …………………………….………………………………………
 Your parish.

Amount
£…………..
 A mission agency.

Amount
£…………..
Name of mission agency……………………………………………...……………………………………

 Other sources of funding
Amount
£……………
Name of source………………………………………………………………..………
Signature……………………………………….
Date………………………………………………
Please complete and return together with attachments to:
CMD Team Administrator, Diocesan Church House, North Hinksey Lane, Oxford OX2 0NB
Email: sheila.townsend@oxford.anglican.org Tel: 01865 208277
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APPENDIX D
Details of Grant Making Trusts
for Sabbatical Applications
American Memorial Chapel
Travel Grant
Bayne Benefaction
Jane Burrell, Secretary,
The Bayne Benefaction (Charity No 203262)
Walnut Tree Cottage, Oxford Road,
Donnington, Newbury RG14 3AG
Tel: (01635) 46497
E-mail: Jane@Burrell-Wood.org.uk
37 Charles Street
London, W1J 5ED
Tel: 020 7529 1550
Fax: 020 7495 6108
Email: education@esu.org
Web: www.esu.org
Please note that funding will only be provided for
specific study programmes or projects. Please
check with your archdeacon if in doubt.
Culham Educational
Foundation
EIG Ministry Bursary Award Scheme:
For RE and education focussed
projects. Go to:
http://www.cstg.org.uk/grants/
and this will guide you through
the eligibility and application
process
Michelle Douse
Beaufort House
Brunswick Rd
Gloucester GL1 1JZ
Tel: 01452 875562
Website:
http://www.ecclesiastical.com/ChurchMatters/
foryouandyourparish/clergy/mba/index.aspx
St Georges Trust
St Boniface Trust
Please go to www.fsje.org.uk to
check eligibility following which
an application form will be
emailed.
If you wish to speak to the
Administration Officer contact:
Linden Sheffield (Mrs.)
Direct telephone 07739 012459
or 01494 446636
4 Cley View
Warminster
Wiltshire
BA12 8NS
Telephone: 01985 216904 - evenings and
weekends
Email: secretary@stbonifacetrust.org.uk
Web:
http://www.stbonifacetrust.org.uk/grants.html
Corporation of Sons of the Clergy & Friends of the Clergy
All enquiries via email: enquiries@clergycharities.org.uk or see the web:
http://www.sonsoftheclergy.org.uk
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Appendix E
Sabbatical Feedback
Sustaining the Sacred Centre
Name
…….......................... ……………………………………………….
Could you please give a brief description of the content / programme of your
sabbatical
What are the memories which are still with you from your sabbatical?
What did you hope to receive / achieve / experience from this programme and
how have these hopes been realized, challenged or changed?
What are the most important areas of learning for you from your sabbatical?
How has this learning impacted on you and your ministry?
Are there any aspects of your ministry you hope to change as a result of this
sabbatical?
Please return this form to:
Sheila Townsend, Diocesan Church House, North Hinksey, Oxford OX2 0NB
or email to: sheila.townsend@oxford.anglican.org
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