Faculty Handbook

Virginia Tech's Faculty Handbook contains information on employment policies and procedures for all categories of faculty.

This document is subject to change. Please refer to the provost’s website for the most recent Faculty Handbook information.

University policies are available online, as are many important procedures maintained by the Procurement Department, Human Resources, the Controller’s Office, and the Virginia Tech Carilion School of Medicine websites. These websites will be updated as policies and procedures change. Please refer to them for issues not addressed in the Faculty Handbook.

2.0 Employment Policies and Procedures for All Faculty

2.1 Types of Positions at the University

2.2 Faculty Definitions

2.3 Faculty Categories

2.3.1 The College Faculty

2.3.2 University Libraries Faculty with Continued Appointment or on the Continued Appointment-Track

2.3.3 Virginia Cooperative Extension Faculty with Continued Appointment or on the Continued Appointment-Track

2.3.4 Administrative and Professional Faculty

2.3.5 Research Faculty

2.3.5.1 Affiliated Research Faculty

2.3.6 Non-Tenure-Track Instructional Faculty

2.3.7 The Faculty of Health Sciences

2.3.7.1 Leadership of the Faculty of Health Sciences

2.3.7.2 Types of Appointments to the Faculty of Health Sciences

2.3.8 The Faculty of the Virginia Tech Carilion School of Medicine (VTCSOM)

2.3.8.1 Cross-college Involvement of Faculty with the Virginia Tech Carilion School of Medicine

2.3.8.2 Faculty Buyout Agreements with Virginia Tech Carilion School of Medicine

2.3.8.3 Faculty Overload Payment Agreements with Virginia Tech Carilion School of Medicine

2.4 Faculty Compensation Plan

2.5 General Procedures for Faculty Searches, Academic and Senior Administrative Searches and Appointments

2.5.1 Faculty Search Procedures

2.5.2 Appointment of Department Heads or Chairs

2.5.3 Appointment of Deans

2.5.4 Appointment of Associate and Assistant Deans

2.5.5 Appointment of Executive Vice President and Provost, Senior Vice President for Operations and Administration, and Vice Presidents

2.5.6 Appointment of the President

2.5.7 Conviction and Driving Record Investigation for Employment

2.5.8 Terms of Faculty Offer and Final Approval of Appointment

2.5.9 Dual Career Program

2.5.10 Faculty Credentialing Guidelines

2.6 Terms of Appointment

2.6.1 Academic Year Appointments

2.6.2 Calendar Year Appointments

2.6.3 Research Extended Appointments

2.6.4 Restricted Appointments

2.6.5 Summer and Winter Appointments

2.6.6 University-Sponsored Applications for Permanent Residency

2.7 Professional Responsibilities and Conduct

2.7.1 Statement of Principles of Ethical Behavior

2.7.1.1 Allegations of Unprofessional or Unethical Conduct

2.7.2 Virginia Tech Principles of Community

2.7.3 University Safety and Security Policy

2.7.4 Campus and Workplace Violence Prevention

2.7.5 Health and Safety

2.7.6 Statement of Business Conduct Standards

2.7.7 Policy on Non-Discrimination and Harassment Prevention

2.7.8 Definition of Sexual Violence

2.7.9 Policies Related to Electronic Communications

2.7.9.1 Privacy of Electronic Communications

2.7.9.2 Standards for Acceptable Use of Information Systems

2.7.10 Policy on Misconduct in Research

2.8 Advanced Study at Virginia Tech

2.9 Leaves

2.9.1 Leave Report

2.9.2 Educational Leave

2.9.3 Military Leave

2.9.4 Administrative Leave

2.9.5 Annual Leave and Holidays

2.9.6 Sick Leave

2.9.7 Family Leave

2.9.7.1 Family Medical Leave Act (FMLA)

2.9.7.2 Additional Leave Benefits for Faculty on Regular, Salaried Appointments

2.9.8 Leave Without Pay

2.9.9 Disaster Relief Leave

2.10 Change of Duty Station or Special Leave

2.11 Retirement, Resignation, and Non-Reappointment

2.11.1 Retirement

2.11.1.1 Voluntary Transitional Retirement Program for Faculty with Tenure or Continued Appointment

2.11.2 Resignation

2.11.3 Non-Reappointment

2.11.3.1 Non-Reappointment for Faculty on Tenure-Track or Continued Appointment-Track

2.11.3.2 Non-Reappointment for Non-Tenure-Track Instructional Faculty on Regular Appointments

2.11.3.3 Non-Reappointment for Research Faculty on Regular Appointments

2.11.3.4 Non-Reappointment for Administrative and Professional Faculty on Regular Appointments

2.11.4 Unclaimed Personal Property

2.12 Reduction in Force

2.12.1 Reduction in Force Under Conditions of Financial Exigency

2.12.2 Reduction in Force for Academic Program Restructuring or Discontinuance

2.13 Severance Benefits

2.13.1 Alternative Severance Option

2.14 Consulting and Outside Employment

2.14.1 Consulting Activities

2.14.2 Technical Assistance Program

2.14.3 Outside Employment and External Activities Other Than Consulting

2.15 Conflict of Commitment

2.16 Conflicts of Interest

2.16.1 Disclosure Requirement

2.16.2 Training Requirement

2.16.3 Related Policies

2.16.4 Conflicts of Interests Procedures

2.16.4.1 Disclosure of External Activities

2.16.4.2 Disclosure of Potential Conflict of Interests

2.16.4.3 Virginia Statement of Economic Interest

2.16.4.4 Management of Potential Conflicts

2.16.4.5 Participation of and Payment to Students

2.16.5 Compliance

2.16.6 Record Retention

2.16.7 Definitions

2.17 Overload Payments for Credit or Non-Credit Instruction

2.17.1 Participation in and Compensation for Non-Credit Continuing and Professional Education Activities

2.17.2 Participation in and Compensation for Credit Continuing and Professional Education Activities

2.18 Use of University Facilities

2.18.1 Required Use of Continuing and Professional Education Program Services and Facilities

2.19 Use of University Letterhead

2.19.1 Social Media

2.20 Political Activities

2.21 Indemnity

2.22 Geographical Transfer Policy

3.0 Employment Policies and Procedures for Tenured and Tenure-Track Faculty

3.1 Standard Faculty Ranks

3.1.1 Assistant Professor

3.1.2 Associate Professor

3.1.3 Professor

3.2 Honored Faculty Appointments

3.2.1 Endowed Chairs, Professorships, and Fellowships

3.2.1.1 Eminent Scholar Program

3.2.2 Alumni Distinguished Professor

3.2.3 University Distinguished Professor

3.2.4 Emeritus or Emerita Designation

3.3 Procedures for Faculty Appointments with Tenure

3.3.1 Part-Time Tenure-Track and Tenured Appointments

3.3.1.1 Part-Time Term Tenure-Track and Tenured Appointments

3.3.1.2 Permanent Part-Time Tenured Appointments

3.4 Promotion and Tenure

3.4.1 Tenure Eligibility

3.4.2 Pre-Tenure Probationary Period and Progress Reviews

3.4.2.1 Extending the Tenure Clock

3.4.3 Guidelines for the Calculation of Prior Service

3.4.4 Evaluation Procedures for Promotion and Tenure

3.4.4.1 Departmental Evaluation for Promotion and Tenure

3.4.4.2 College Evaluation for Promotion and Tenure

3.4.4.3 University Evaluation for Promotion and Tenure

3.4.4.4 Promotion and Tenure Guidelines

3.4.5 Appeals of Decisions on Reappointment, Tenure, or Promotion

3.4.5.1 Probationary Reappointment

3.4.5.2 Tenure Decision

3.4.5.3 Review of Progress Toward Promotion to Professor

3.4.5.4 Promotion Consideration and Decision

3.5 Annual Evaluation, Post-Tenure Review, and Periodic Review of College and Departmental Administrators

3.5.1 Annual Evaluation and Salary Adjustments

3.5.2 Unsatisfactory Performance

3.5.3 Departmental Minimal Standards

3.5.4 Post-Tenure Review

3.5.5 Periodic Review of Academic Deans, Dean of University Libraries, Dean of the Honors College, Department Heads, Senior Administrators, and Academic Vice Presidents

3.6 Imposition of a Severe Sanction or Dismissal for Cause

3.6.1 Adequate Cause

3.6.2 Imposition of a Severe Sanction

3.6.3 Dismissal for Cause

3.7 Faculty Grievance Policy and Procedures

3.7.1 Faculty Reconciliation and Mediation Services

3.7.2 The Formal Grievance Procedure

3.7.3 Timeliness of Grievance and Procedural Compliance

3.7.4 Valid Issues for Grievance

3.7.5 Particular Concerns and Definitions

3.7.6 Overview of the Formal Grievance Process for Tenured and Tenure-Track Faculty

3.8 Study-Research Leave

3.9 Research Assignment

3.10 Modified Duties

4.0 Employment Policies and Procedures for Faculty with Continued Appointment or on the Continued Appointment-Track

4.1 University Libraries Faculty with Continued Appointment or on the Continued Appointment-Track

4.2 Virginia Cooperative Extension Faculty with Continued Appointment or on the Continued Appointment-Track

4.3 University Libraries and Extension Faculty Ranks

4.3.1 Extra-Collegiate Instructor

4.3.2 Assistant Professor

4.3.3 Associate Professor

4.3.4 Professor

4.3.5 Emeritus or Emerita Designation

4.4 Procedures for Appointments with Continued Appointment

4.4.1 Part-Time Continued Appointment and Continued Appointment-Track Appointments

4.5 Continued Appointment and Promotion

4.5.1 Continued Appointment Eligibility

4.5.2 Pre-Continued Appointment Probationary Period and Progress Reviews

4.5.3 Guidelines for the Calculation of Prior Service

4.5.4 Evaluation Procedures for Promotion and Continued Appointment

4.5.5 Appeals of Decisions on Reappointment, Continued Appointment, or Promotion

4.5.5.1 Probationary Reappointment

4.5.5.2 Continued Appointment Decision

4.5.5.3 Review of Progress Toward Promotion to Professor

4.5.5.4 Promotion Consideration and Decision

4.6 Annual Evaluation and Post-Continued Appointment Review

4.6.1 Annual Evaluation and Salary Adjustments

4.6.2 Unsatisfactory Performance

4.6.3 Divisional Minimal Standards

4.6.4 Post-Continued Appointment Review

4.6.5 Periodic Review of Academic Deans, Dean of University Libraries, Dean of the Honors College, Department Heads, Senior Administrators, and Academic Vice Presidents

4.7 Imposition of a Severe Sanction or Dismissal for Cause

4.7.1 Adequate Cause

4.7.2 Imposition of a Severe Sanction

4.7.3 Dismissal for Cause

4.8 Faculty Grievance Policy and Procedures

4.8.1 Faculty Reconciliation and Mediation Services

4.8.2 The Formal Grievance Procedure

4.8.3 Timeliness of Grievance and Procedural Compliance

4.8.4 Valid Issues for Grievance

4.8.5 Particular Concerns and Definitions

4.8.6 Overview of the Formal Grievance Process for Faculty with Continued Appointment or on the Continued Appointment-Track

4.9 Study-Research Leave

4.10 Research Assignment

4.11 Modified Duties

4.12 Consulting Activities for Virginia Cooperative Extension Faculty

6.0 Employment Policies and Procedures for Research Faculty

6.1 Office of the Vice President for Research and Innovation Human Resources

6.2 Research Faculty Appointments

6.2.1 Research Faculty Promotions: Non-Professorial Ranks

6.2.2 Research Faculty Promotions: Professorial Ranks

6.3 Research Associate Ranks

6.3.1 Research Associate

6.3.2 Senior Research Associate

6.3.3 Research Scientist

6.3.4 Senior Research Scientist

6.3.5 Postdoctoral Associate

6.4 Project Associate Ranks

6.4.1 Project Associate

6.4.2 Senior Project Associate

6.4.3 Project Director

6.5 Research Professor Ranks

6.5.1 Research Assistant Professor

6.5.2 Research Associate Professor

6.5.3 Research Professor

6.6 Matrix of Research Ranks

6.7 Affiliated Research Faculty

6.8 Searches for Research Faculty

6.9 Terms of Faculty Offer and Documentation of Credentials

6.9.1 Restricted Appointments

6.9.2 Multi-Year Restricted Appointments

6.9.3 Regular Appointments

6.9.4 Calendar Year versus Academic Year Appointments

6.10 Position Descriptions

6.11 Annual Evaluations

6.12 Merit and Special Adjustments

6.13 Reappointment

6.14 Termination Procedures for Research Faculty

6.14.1 Dismissal for Cause

6.14.2 Non-Reappointment of Research Faculty

6.14.3 Termination of Position Because of Insufficient Funds or No Further Need for Services

6.15 Effort Certification Compliance Issues for Research Faculty Members

6.16 Instructional Responsibilities for Research Faculty Members

6.17 Faculty Grievance Policy and Procedures

6.17.1 Faculty Reconciliation and Mediation Services

6.17.2 The Formal Grievance Procedure

6.17.3 Timeliness of Grievance and Procedural Compliance

6.17.4 Valid Issues for Grievance

6.17.5 Particular Concerns and Definitions

6.17.6 Overview of the Formal Grievance Process for Research Faculty

7.0 Employment Policies and Procedures for Administrative and Professional Faculty

7.1 Categories and Definition of Administrative and Professional Faculty

7.1.1 Faculty Rank and Title

7.1.2 Standard Faculty Rank

7.2 Policies Related to Administrative and Professional Faculty Appointments

7.2.1 Protection of Academic Freedom

7.2.2 Initial Appointment and Reappointment

7.2.3 Degree Verification

7.2.4 Academic Year Appointments for Administrative and Professional Faculty

7.3 Annual Evaluations

7.3.1 Periodic Evaluation of Deans, Vice Presidents, and Directors of Major Organizational Units

7.3.1.1 Reviews for Senior Academic Administrators

7.3.1.2 Reviews for the Provost, Vice Presidents, Senior Staff Reporting to the President, and Other Non-Academic Administrators

7.4 Salary Adjustments

7.5 Teaching Credit Classes and Overload Compensation for Administrative and Professional Faculty

7.6 Non-Reappointment, Reassignment, Removal, and Imposition of Sanctions Other Than Dismissal

7.6.1 Non-Reappointment of Administrative and Professional Faculty on Regular Appointments

7.6.2 Non-Reappointment of Administrative and Professional Faculty on Restricted Appointments

7.6.3 Reassignment

7.6.4 Dismissal for Cause

7.6.5 Imposition of Sanctions Other Than Dismissal

7.6.6 Abolition of Position

7.7 Grievance Policy and Procedures for Administrative and Professional Faculty

7.7.1 Faculty Reconciliation and Mediation Services

7.7.2 The Formal Grievance Procedure

7.7.3 Timeliness of Grievance and Procedural Compliance

7.7.4 Valid Issues for Grievance

7.7.5 Particular Concerns and Definitions

7.7.6 Overview of the Formal Grievance Process for Administrative and Professional Faculty

7.8 Leave

7.9 Consulting Activities for Virginia Cooperative Extension Faculty

9.0 Instruction-Related Policies

9.1 Assignment of Academic Responsibilities

9.1.1 Summer and Winter Sessions

9.1.2 Independent Study and Undergraduate Research

9.1.3 Graduate Program Standards and Policies

9.2 Scheduling of Classes

9.3 Registration Procedures

9.3.1 Drop-Add Period

9.3.2 Force-Add Requests

9.3.3 Class Rolls

9.4 Textbooks and Other Instructional Materials

9.4.1 Faculty-Authored Course Materials

9.5 Grading Systems

9.6 Course Grading

9.6.1 Syllabus and Performance Expectation

9.6.2 Class Attendance

9.6.2.1 Religious Holidays

9.6.3 Final Examinations

9.6.4 Undergraduate Student Grade Appeals

9.6.5 Graduate Student Grade Appeals

9.6.5.1 Student Academic Complaints

9.6.6 Grade Adjustments for Undergraduate Honor Suspects

9.6.7 Change of Grade

9.6.8 Final Grade Reports

9.7 Instruction-Related Responsibilities

9.7.1 Office Hours

9.7.2 Tutoring

9.7.3 Students with Disabilities

9.8 The Undergraduate Honor System

9.8.1 Undergraduate Honor Code Sanctions

9.8.2 Definitions of Academic Misconduct

9.8.3 Faculty Participation

9.8.4 The Honor Code Pledge

9.8.5 Course Syllabi

9.9 Honor System for Graduate Students, Students in the College of Veterinary Medicine, and the Virginia Tech Carilion School of Medicine

9.10 Classroom Conduct

9.11 Teaching Evaluation

9.11.1 Student Evaluation of Courses and Instructors

9.11.2 Other Evaluation of Courses and Instructors

9.12 Student Record Policy

9.12.1 Academic Records

9.13 Undergraduate Student Advising

9.14 Identifying and Referring the Distressed Student

9.15 Faculty Awards for Teaching, Advising, Research, and Outreach

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