Faculty Handbook
2022-23 Virginia Tech Faculty Handbook
Approved November 14, 2022
Virginia Tech Board of Visitors
Office of the Executive Vice President and Provost
Office of the Vice President for Policy and Governance
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, and the Controller’s Office websites are updated as policies and procedures change. Please refer to them for issues not addressed in the Faculty Handbook.
Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, national origin, political affiliation, race, religion, sexual orientation, or veteran status; or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants; or any other basis protected by law.
Faculty have the responsibility to be fully acquainted with and to comply with this handbook and the relevant policies of Virginia Tech.
1.1 Governance of the University
1.1.1 University Shared Governance Structure
1.1.3 Governance by Shared Responsibility
1.1.6 University and Senate Commissions
1.1.7 University Standing Committees
1.1.8 Council of College Deans
1.1.9 Department Heads Council
1.1.10 College Faculty Associations
1.2 University Governance and Policy Support
1.2.1 University Policies, Administrative Policies, and Presidential Policy Memoranda
1.2.1.2 Administrative Policies
1.2.1.3 Presidential Policy Memoranda
1.3.2 Executive Vice President and Provost
1.3.3 Executive Vice President and Chief Operating Officer
1.3.4 Senior Vice President(s)
1.4.1 College and Academic Deans
1.4.1.2.1 Dean of University Libraries
1.4.1.2.2 Dean of Honors College
1.4.1.2.3 Dean for Graduate Education
2.0 Employment Policies and Resources for All Faculty
2.1 General Faculty and Faculty Categories
2.1.2 Tenure-Track and Tenured Faculty
2.1.3 Instructional Faculty not on the Tenure-Track
2.1.4 University Libraries Faculty including Continued-Appointment Track
2.1.6 Administrative and Professional Faculty
2.1.6.1 Administrative Faculty
2.2 The Faculty of Health Sciences
2.2.1 Leadership of the Faculty of Health Sciences
2.2.2 Types of Appointments to the Faculty of Health Sciences
2.3 The Faculty of the Virginia Tech Carilion School of Medicine
2.3.1 Faculty Buyout Agreements with Virginia Tech Carilion School of Medicine
2.3.2 Faculty Overload Payment Agreements with Virginia Tech Carilion School of Medicine
2.4.2 Terms of Faculty Offer (TOFO)
2.5 Search and Appointment of Administrative and Academic Leaders
2.5.1 Search and Appointment of the President
2.5.3 Search and Appointment of Academic Deans and Academic Vice Presidents
2.5.4 Search and Appointment of Academic Associate and Assistant Deans
2.5.5 Search and Appointment of Department Heads, Chairs, and School Directors
2.6.1 Academic Year Appointments (AY)
2.6.2 Research Extended Appointments for Faculty on Academic Year Appointments
2.6.3 Calendar Year Appointments (CY)
2.6.5 Summer and Winter Session Appointments
2.6.5.1 Summer Session Appointments
2.6.5.2 Winter Session Appointments
2.6.5.3 Winter and Summer Session Appointments for A/P Faculty
2.7 Documentation of U.S. Citizenship or Lawful Authorization to Work in the United States
2.8 Conviction and Driving Record Investigation for Employment
2.9 University-Sponsored Applications for Permanent Residency
2.11 Qualification and Teaching Credentials for Instructors of Record
2.12 Advanced Study at Virginia Tech
2.13 Types of Leave and Leave Reporting
2.14 Change of Duty Station or Special Leave
2.14.3 Geographical Transfer Policy
2.15 Continuing and Professional Education Activities
2.16 Retirement, Resignation, and Non-Reappointment
2.16.1.1 Voluntary Transitional Retirement Program for Faculty with Tenure or Continued Appointment
2.16.3 Non-Reappointment of Faculty Members on Temporary or Restricted Appointment
2.16.3.1 Non-Reappointment of Faculty Members on Regular Appointment
2.16.3.4 Schedule of Notice of Non-Reappointment for Research Faculty on Regular Appointment
2.16.3.6 Unclaimed Personal Property
2.17.1 Reduction in Force Under Conditions of Financial Exigency
2.17.2 Reduction in Force for Academic Program Restructuring or Discontinuance
2.18.1 Alternative Severance Option (ASO)
2.19 Professional Responsibilities and Conduct
2.19.1 Virginia Tech Principles of Community
2.19.2 Statement of Business Conduct Standards
2.19.3 Non-Discrimination, Sexual Assault, and Harassment Prevention
2.19.4 Campus and Workplace Violence Prevention
2.19.6 Safe Academic and Work Environment
2.19.7 Policy on Misconduct in Research
2.19.8 Faculty Statement of Principles of Ethical Behavior
2.20 Allegations of Unprofessional or Unethical Conduct
2.21 Faculty Senate Standing Committees on Ethics, Reconciliation, and Review
2.21.1 Faculty Senate Committee on Ethics
2.21.2 Faculty Senate Committee on Reconciliation
2.21.3 Faculty Senate Review Committee
2.22.1 Consulting Activities for Virginia Cooperative Extension Faculty
2.23 Technical Assistance Program
2.24 Outside Employment and External Activities Other Than Consulting
2.27.1 Conflicts of Interest Involving Spouses, Immediate Family Members
2.27.2 Participation of and Payment to Students
2.27.3 Disclosure Requirements for All Employees
2.27.3.1 Disclosure Requirements for Research Investigators
2.27.3.2 Training on Disclosures for Research Investigators
2.27.3.3 Disclosure Requirements to the Commonwealth of Virginia
2.27.3.4 Training on Disclosures to the Commonwealth for Certain Employees
2.28.2 Standards for Acceptable Use of Information Systems and Digital Media Communications Tools
2.28.3 Privacy of Electronic Communications
2.28.6 Stewardship of Resources and Internal Controls
2.28.7 Use of University Facilities
2.28.7.1 University Space Management
2.28.8 Operation of Autonomous Aircraft
3.0 Employment Policies for Tenure-Track and Tenured Faculty
3.2 Honored Faculty Appointments
3.2.1 Endowed Chairs, Professorships, and Fellowships
3.2.2 Alumni Distinguished Professor
3.2.3 University Distinguished Professor
3.2.4 Emeritus or Emerita Designation
3.3.1 Part-time Tenure-Track and Tenured Appointments
3.3.1.2 Permanent Part-Time Tenured Appointments
3.4.2 Pre-Tenure Probationary Period and Progress Reviews
3.4.2.1 Extension of Pre-Tenure Probationary Period (Extending the Tenure Clock)
3.4.3 Guidelines for the Calculation of Prior Service
3.4.4 Evaluation 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 Non-Reappointment, Tenure, or Promotion
3.4.5.1 Probationary Non-Reappointment
3.4.5.3 Review of Progress Toward Promotion to Professor
3.4.5.4 Promotion Consideration and Decision
3.5.1 Annual Evaluation and Salary Adjustments
3.5.2 Unsatisfactory Performance
3.5.3 Departmental Minimal Standards
3.5.6 Annual and Periodic Review of Department Heads, Chairs, and School Directors
3.6 Imposition of a Severe Sanction or Dismissal for Cause
3.6.2 Imposition of a Severe Sanction
3.7 Faculty Grievance Policy and Procedures
3.7.1 Ombuds, Mediation Services, and Faculty Senate Committee on Reconciliation
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
4.1 University Libraries Faculty with Continued Appointment or on the Continued Appointment-Track
4.2 University Libraries Faculty Ranks
4.2.5 Emeritus or Emerita Designation
4.3 Appointments with Continued Appointment
4.3.1 Part-Time Continued Appointment and Continued Appointment-Track Appointments
4.3.1.1 Part-Time Term Continued Appointment and Continued Appointment-Track Appointments
4.3.1.2 Permanent Part-Time Continued Appointments
4.4 Continued Appointment and Promotion
4.4.1 Continued Appointment Eligibility
4.4.2 Pre-Continued Appointment Probationary Period and Progress Reviews
4.4.2.1 Extending the Continued Appointment Clock
4.4.3 Guidelines for the Calculation of Credit for Prior Faculty Service
4.4.4 Evaluation for Promotion and Continued Appointment
4.4.4.1 Libraries Evaluation for Promotion and Continued Appointment
4.4.4.2 University Libraries Promotion and Continued Appointment Committee (Review Committee)
4.4.4.3 Review and Recommendations by the Dean of University Libraries
4.4.4.4 The University-level Committee Evaluation for Promotion and Continued Appointment
4.4.5 Appeals of Decisions on Reappointment, Continued Appointment, or Promotion
4.4.5.1 Probationary Reappointment
4.4.5.2 Continued Appointment Decision
4.4.5.3 Review of Progress Toward Promotion to Professor
4.4.5.4 Promotion Consideration and Decision
4.5 Annual Evaluation and Post-Continued Appointment Review
4.5.1 Annual Evaluation and Salary Adjustments
4.5.2 Unsatisfactory Performance
4.5.3 University Libraries Minimal Standards
4.5.4 Post-Continued Appointment Review
4.6 Imposition of a Severe Sanction or Dismissal for Cause
4.6.2 Imposition of a Severe Sanction
4.7 Faculty Grievance Policy and Procedures
4.7.1 Ombuds, Mediation Services, and Faculty Senate Committee on Reconciliation
4.7.2 The Formal Grievance Procedure
4.7.3 Timeliness of Grievance and Procedural Compliance
4.7.4 Valid Issues for Grievance
5.0 Employment Policies for Non-Tenure-Track Instructional Faculty
5.1 Non-Tenure-Track Instructional Faculty Series
5.1.3 Professor of Practice Series
5.1.5 Collegiate Faculty Series
5.2 Policies Related to Non-Tenure-Track Instructional Appointments
5.2.3 Annual Evaluations and Merit Adjustments
5.2.4 Promotion Guidelines for Instructors, Professors of Practice, and Clinical Faculty Ranks
5.2.4.1 Promotion Guidelines for Collegiate Professor Ranks
5.2.5 Appeals of Decisions on Promotion
5.3 Termination Procedures for Non-Tenure-Track Faculty on Regular Appointments
5.3.2 Termination of Appointment During the Contract Period
5.4 Participation in Governance
5.5 Participation on Graduate Committees
5.6 Eligibility to Serve as a Principal Investigator
5.7 Faculty Grievance Policy and Procedures
5.7.1 Ombuds, Mediation Services, and Faculty Senate Committee on Reconciliation
5.7.2 The Formal Grievance Procedure
5.7.3 Timeliness of Grievance and Procedural Compliance
5.7.4 Valid Issues for Grievance
5.7.5 Particular Concerns and Definitions
5.7.6 Overview of the Formal Grievance Process for Non-Tenure-Track Instructional Faculty
6.0 Employment Policies for Research Faculty
6.1.1 Considerations for Establishment of Research Faculty Positions
6.1.3 Research Associate Ranks
6.1.3.2 Senior Research Associate
6.1.4 Research Scientist Ranks
6.1.4.2 Senior Research Scientist
6.1.5 Research Professor Ranks
6.1.5.1 Research Assistant Professor
6.1.5.2 Research Associate Professor
6.2 Policies Related to Research Faculty Appointments
6.2.1 Instructional Responsibilities for Research Faculty Members
6.2.2 Research Faculty Promotions: Research Associate, Research Scientist
6.2.3 Research Faculty Promotions: Professorial Ranks
6.3 Affiliated Research Faculty
6.4 Searches for Research Faculty
6.5 Terms of Faculty Offer (TOFO) and Documentation of Credentials
6.5.3 Calendar Year (CY) versus Academic Year (AY) Appointments
6.8 Merit and Special Adjustments
6.10 Termination Procedures for Research Faculty
6.10.2 Non-Reappointment of Research Faculty
6.10.3 Termination of Position Because of Insufficient Funds or No Further Need for Services
6.11 Effort Certification Compliance Issues for Research Faculty
6.12 Faculty Grievance Policy and Procedures
6.12.1 Ombuds, Mediation Services, and Faculty Senate Committee on Reconciliation
6.12.2 The Formal Grievance Procedure
6.12.3 Timeliness of Grievance and Procedural Compliance
6.12.4 Valid Issues for Grievance
6.12.5 Particular Concerns and Definitions
6.12.6 Overview of the Formal Grievance Process for Research Faculty
7.0 Employment Policies for Administrative and Professional Faculty
7.1 Categories and Definition of Administrative and Professional Faculty
7.2 Policies Related to Administrative and Professional Faculty Appointments
7.2.1 Protection of Academic Freedom
7.2.2 Initial Appointment and Reappointment
7.2.4 Academic Year Appointments for Administrative and Professional Faculty
7.3.1 Periodic Evaluation of Deans, Vice Presidents, and Directors of Major Organizational Units
7.3.2 Senior A/P Academic Administrators Reporting to the Provost
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
7.6.5 Imposition of Sanctions Other Than Dismissal
7.7 Grievance Policy and Procedures for Administrative and Professional Faculty
7.7.1 Ombuds, Mediation Services, and Faculty Senate Committee on Reconciliation
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
7.9 Consulting Activities for Virginia Cooperative Extension Faculty
9.0 Instruction-Related Policies
9.1 Assignment of Academic Responsibilities
9.1.1 Special Authority Conferred to the University Registrar During States of Emergency
9.1.2 Summer and Winter Sessions
9.1.3 Independent Study and Undergraduate Research
9.1.4 Graduate and Professional Program Standards and Policies
9.4 Textbooks and Other Instructional Materials
9.4.1 Faculty-Authored Course Materials
9.6.1 Syllabus and Performance Expectation
9.6.4 Undergraduate Student Grade Appeals
9.6.5 Graduate Student Grade Appeals
9.6.6 Student Academic Complaints
9.7 Instruction-Related Responsibilities
9.7.3 Students with Disabilities
9.8 The Virginia Tech Honor Code Pledge
9.8.1 The Undergraduate Honor System
9.8.1.1 Faculty Participation in the Undergraduate Honor System
9.8.1.2 Undergraduate Honor Code Statement in Course Syllabi
9.8.1.3 Undergraduate Honor Code Definitions of Academic Misconduct
9.8.1.4 Undergraduate Honor Code Sanctions
9.8.1.4.1 Grade Adjustments for Suspected Academic Misconduct
9.8.2 Graduate and Professional Student Honor Systems
9.8.2.1 Graduate School Honor System
9.8.2.2 Virginia Maryland College of Veterinary Medicine
9.8.2.3 Virginia Tech Carilion School of Medicine
9.10.1 Student Evaluation of Courses and Faculty
9.10.2 Peer Evaluation of Courses and Faculty
10.0 Policies for Research, Creative and Scholarly Activities
10.1 Principal Investigator Guidelines
10.3 Preparation of Proposals for Sponsored Projects
10.4 Laboratory Services and Facilities
10.5 Research Involving Human Subjects, Animal Subjects, and Biohazardous Agents
10.5.1 Research with Human Subjects
10.5.2 Teaching and Research with Animals
10.5.2.1 Animal Resources and Care Division (ARCD)
10.6 Ownership and Control of Research Results
10.7 Financial Conflicts of Interest Related to Sponsored Research
10.8 Classified and Controlled Unclassified Research
10.9 Special Circumstances for Theses and Dissertations
10.11 Scholarly Integrity and Misconduct in Research
10.11.3 Procedures for Reporting, Investigating, and Resolving Misconduct in Research
10.12 Removal of a Principal, Co-Principal, Lead Investigator, or Equivalent
10.13 Effort Certification and Salary Charges to Sponsored Grants and Contracts
10.13.2 Summer Research Appointments for Nine-Month Faculty Members
11.1 University Provided Benefits
11.1.2 Long-Term Disability Insurance
11.1.4 Virginia Retirement System
11.1.5 Optional Retirement Plan
11.1.6 Voluntary Transitional Retirement Program for Faculty with Tenure or Continued Appointment
11.1.7 Short-Term Disability Income Protection
11.2 Types of Leave and Leave Reporting
11.2.5 Annual Leave and Holidays
11.2.8 Family and Medical Leave Act (FMLA)
11.2.9 Additional Leave Benefits for Faculty on Regular, Salaried Appointments
11.3 Optional Benefits Programs Offered to Employees
11.3.2 Health Flexible Spending Account
11.3.3 Dependent Care Flexible Spending Account
11.3.4 Tax-Deferred Investments/Deferred Compensation/Cash Match
11.3.5 Optional Term Life Insurance
11.3.6 New York Life Insurance Company
11.3.7 Long-Term Care Insurance
11.3.10 Accidental Death and Dismemberment Insurance
11.3.11 Employee Assistance Program
12.0 Virginia Tech Carilion School of Medicine (VTCSOM) Faculty
12.1 Virginia Tech Carilion School of Medicine Faculty Appointments
12.2 Tenure-to-Title Track Faculty Appointments
12.3 Department and College Evaluation for Promotions (Including Tenure-To-Title)
14.1 Continued Appointment Track and Continued Appointment Extension Faculty Ranks
14.1.1 Instructor on the Continued Appointment Track
14.1.5 Emeritus or Emerita Designation
14.2 Appointments with Continued Appointment
14.2.1 Part-Time Continued Appointment and Continued Appointment-Track Appointments
14.2.1.1 Part-Time Term Continued Appointment and Continued Appointment-Track Appointments
14.2.1.2 Permanent Part-Time Continued Appointments
14.3 Continued Appointment and Promotion
14.3.1 Continued Appointment Eligibility
14.3.2 Probationary Period and Progress Reviews
14.3.2.1 Extending the Continued Appointment Clock
14.3.3 Guidelines for the Calculation of Prior Service
14.3.4 Evaluation for Promotion and Continued Appointment
14.3.4.1 Division-Level Evaluation for Promotion and Continued Appointment
14.3.4.2 Composition of Extension Division-Level Promotion and Continued Appointment Committees
14.3.4.3 Recommendations of Extension Divisional Promotion and Continued Appointment Committees
14.3.4.4 Review and Recommendations by the Director of Virginia Cooperative Extension
14.3.4.5 University Evaluation for Promotion and Continued Appointment
14.3.5 Appeals of Decisions on Reappointment, Continued Appointment, or Promotion
14.3.5.1 Probationary Reappointment
14.3.5.2 Continued Appointment Decision
14.3.5.3 Review of Progress Toward Promotion to Professor
14.3.5.4 Promotion Consideration and Decision
14.4 Annual Evaluation and Post-Continued Appointment Review
14.4.1 Annual Evaluation and Salary Adjustments
14.4.2 Unsatisfactory Performance
14.4.3 Extension Divisional Minimal Standards
14.4.4 Post-Continued Appointment Review
14.5 Imposition of a Severe Sanction or Dismissal for Cause
14.5.2 Imposition of a Severe Sanction
14.6 Faculty Grievance Policy and Procedures
14.6.1 Ombuds, Mediation Services, and Faculty Senate Committee on Reconciliation
14.6.2 The Formal Grievance Procedure
14.6.3 Timeliness of Grievance and Procedural Compliance
14.6.4 Valid Issues for Grievance
14.6.5 Particular Concerns and Definitions
14.10 Consulting Activities for Virginia Cooperative Extension Faculty