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Week of May 26-30

2025

Faculty Affairs: Considerations for requesting research-extended appointments in AY2025-26

Given the continuing uncertainty around federal grants and contracts, Faculty Affairs has developed guidance for Virginia Tech principal investigators and college and departmental leadership regarding the potential risks of using research-extended appointments in the coming 2025-26 academic year (AY).

Research-extended appointments are intended to allow faculty to extend their AY appointments to calendar year appointments using sponsored research funding. Faculty on AY appointments defer a portion of their AY salary to the summer so that they can be paid year-round. When faculty convert to a calendar year appointment via research-extended appointment, they cease deferring their salary.

In the coming AY, principal investigators and department heads/school directors are encouraged to carefully assess their financial risk before requesting a research-extended appointment. Departments/Schools will need to continue to guarantee summer salary obligations and should a shortfall occur, will assume the responsibility to cover it with indirect or overhead funds.

For more information, read this memo from Faculty Affairs, refer to Virginia Tech Policy 6200 which provides additional details, or visit Faculty Affairs’ Research-Extended Appointments webpage for the forms needed to request or extend a research-extended appointment.

University Libraries: Experts profile can boost scholarly presence, attract collaborators

Virginia Tech Experts is a searchable online profile system managed through University Libraries that provides a public-facing view of researchers, scholars, and educators at Virginia Tech, along with their publications, research interests, teaching, and additional scholarly activities.

Activate your profile by using the Elements database system with a few simple steps and boost your online scholarly presence.  

Virginia Tech Experts supports identifying potential collaborators and discovery of research, scholarship, creative works, and areas of specialization and expertise across disciplines.  

For more information including overview slides, workshops, and a video guide, visit the Virginia Tech Experts website.

TLOS and Division of IT: Video content management system feedback requested

Technology-enhanced Learning and Online Strategies (TLOS) and the Division of IT are seeking feedback from faculty, staff, graduate teaching assistants, and students on Kaltura – Virginia Tech’s video content management system (VCMS).

Kaltura, the university’s VCMS for the past seven years, is the central hub for storing and distributing university-produced video content for teaching, learning, research, and administrative purposes. The online platform is also known as “My Media” in Canvas and video.vt.edu.

The VCMS survey is anonymous and should take no more than five minutes to complete. Input gathered will inform decisions about the university’s future approach to video content management.

The deadline for submitting feedback is Friday, May 30.

For more information, read this campus notice. If you have questions or encounter problems completing the survey, email TLOS.

University Operations: New procedures establish guidance for private funds expenditures

Virginia Tech and the Virginia Tech Foundation, Inc. (VTF) have developed new guidance and procedures governing the expenditure of all funds contributed by private donors to the university.

Effective July 1, all private funds expenditures will be processed using the university’s current systems (including HokieMart, Chrome River, Banner, etc.). This change will reduce the administrative burden on university departments, provide increased clarity and transparency around institutional costs, and significantly bolster the university’s overall financial reporting efforts.

Virginia Tech and VTF will hold joint information sessions on Wednesday, May 28 and Thursday, June 12 to review the new procedures and a FAQs document.

  • May 28, 10:00 a.m.: Overview of the new procedures and Q&A – Register
  • June 12, 11:00 a.m.: Focus on FY end transition activities and Q&A – Register

For more information, read this campus notice. Questions about the new private funds procure to pay (P2P) process can be emailed to the P2P team.

ICYMI: Message from Provost Cyril Clarke and Faculty Senate President Rachel Miles

Provost Cyril Clarke and Faculty Senate President Rachel Miles recently shared a message of appreciation with the academic community as the 2024-25 academic year draws to a close. Here are summary points from the message:

  • We want to extend our appreciation and admiration for your extraordinary work, resilience, and unwavering commitment to our university mission. 
  • We are especially grateful for your partnership and the open and thoughtful dialogue that many of you have engaged in this past year. 
  • To say the past few months have been challenging is an understatement, but through your efforts and engagement, you continue to move Virginia Tech forward in ways that will assure a bright future. 
  • The work you do, the impact you have, and the critical role you play in achieving our strategic goals and priorities is truly invaluable and a foundational element of our success. 
  • The voices, contributions, and impacts of faculty continue to be instrumental in shaping Virginia Tech’s path forward. 
  • Your support for academic freedom and freedom of expression has reaffirmed our commitment to creating an environment where both faculty and students can explore and discuss ideas freely and responsibly. 
  • As we move through the summer, the Provost’s Office in partnership with the Faculty Senate will continue to share information, updates, and resources. 
  • Thank you once again for your partnership and support in the advancement of Virginia Tech’s teaching, research, and service mission.

Read the full message on the Office of the Provost website.

Additional Resources and Updates

Newsletter Spotlight: Virginia Tech Engaged (Office of Engagement)

Please submit a Google form or email Provost Communications for comments or recommendations to improve the Weekly Communications Update or to share faculty, staff, and academic program personnel information.

Visit the provost’s website frequently for new and updated university information. All members of the campus community should also read their VT News daily email for further important updates, notices, and resources.