Faculty Handbook
2024-25 Virginia Tech Faculty Handbook
Approved June 11, 2024
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.
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 Principles of Shared Governance
1.1.5 University Council Cabinet
1.1.7 University and Senate Commissions
1.1.8 University Standing Committees
1.1.9 Council of College Deans
1.1.10 Department Heads Council
1.1.11 College Faculty Associations
1.2 University Shared 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
1.4.1 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 for All Faculty
2.0.1 Annual Evaluation and Salary Adjustments
2.2 Teaching and Research Faculty (T&R) - College Faculty and Research Faculty
2.2.1.1 Tenure-Track and Tenured Faculty
2.2.1.2 Instructional Faculty not on the Tenure-Track
2.3.1 University Libraries Faculty on the Continued Appointment Track or with Continued Appointment
2.3.2 Virginia Cooperative Extension Faculty (Extension)
2.3.3 Administrative and Professional (A/P) Faculty
2.3.3.1 Administrative Faculty
2.3.4 Emeritus or Emerita Designation
2.3.5 The Faculty of Health Sciences
2.3.5.1 Leadership of the Faculty of Health Sciences
2.3.5.2 Types of Appointments to the Faculty of Health Sciences
2.3.5.3 The Faculty of the Virginia Tech Carilion School of Medicine (VTCSOM)
2.3.5.3.1 Faculty Buyout Agreements with Virginia Tech Carilion School of Medicine
2.3.5.3.2 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 Executive and Senior Administrative and Academic Leaders
2.5.1 Search and Appointment of the Univeristy President
2.5.3 Search and Appointment of College and 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
2.6.3 Academic Year Appointments (AY)
2.6.4 Research Extended Appointments for Faculty on Academic Year (AY)
2.6.5 Calendar Year Appointments (CY)
2.6.6 Summer and Winter Session Appointments
2.6.6.1 Summer Session Appointments
2.6.6.2 Winter Session Appointments
2.6.6.3 Winter and Summer Session Appointments for A/P Faculty
2.7 Documentation of U.S. Citizenship or Lawful Authorization to Work in the U.S
2.8 Conviction and Driving Record Check for Employment
2.9 University-Sponsored Applications for Permanent Residency
2.10 Qualifications for Teaching
2.12 Advanced Study at Virginia Tech
2.13 Types of Leave and Leave Reporting for all Faculty
2.17 Continuing and Professional Education Activities
2.20 Non-Reappointment of Faculty Members on Temporary or Restricted Appointment
2.21 Non-Reappointment of Faculty Members on Regular Appointment
2.21.3 Non-Reappointment for Research Faculty on Regular Appointment
2.22 Unclaimed Personal Property
2.23.1 Reduction in Force (RIF) Under Conditions of Financial Exigency
2.23.2 Reduction in Force (RIF) for Academic Program Restructuring or Discontinuance
2.24.1 Transitional Severance Benefits
2.24.2 Alternative Severance Option (ASO)
2.25 Non-Discrimination, Harassment Prevention, Sexual Assault
2.26 Campus and Workplace Violence Prevention
2.27 Safe Academic and Work Environment
2.29 Virginia Tech Principles of Community
2.30 Professional Responsibilities and Conduct
2.30.1 Policy on Misconduct in Research
2.30.2 Statement of Principles of Ethical Behavior
2.30.3 Allegations of Unprofessional or Unethical Conduct
2.30.3.1 Allegations of Unprofessional or Unethical Conduct against an A/P faculty member
2.31 Faculty Senate Standing Committees on Ethics, Reconciliation, and Review
2.31.1 Faculty Senate Committee on Ethics
2.31.2 Faculty Senate Committee on Reconciliation
2.31.3 Faculty Senate Review Committee
2.33.1 Consulting Activities for Virginia Cooperative Extension Faculty
2.33.2 Virginia Tech Continuing and Professional Education Technical Assistance Program (TAP)
2.34 Outside Employment and External Activities other than Consulting
2.36.1 Conflicts of Interest Involving Spouses, Immediate Family Members
2.36.2 Conflicts of Interest Training and Disclosure Requirements for All Employees
2.36.3 Conflicts of Interest Training and Disclosure Requirements for Certain Employees
2.36.4 Conflicts of Interest Training and Disclosure Requirements for Research Investigators
2.36.5 Training on Disclosures for Research Investigators
2.36.6 Participation of and Payment to Students in Projects Involving Faculty Owners
2.37.2 Standards for Acceptable Use of Information Systems and Digital Media Communications Tools
2.37.3 Privacy of Electronic Communications
2.37.6 Stewardship of Resources and Internal Controls
2.37.7 Use of University Facilities
2.37.7.1 University Space Management
2.37.8 Operation of Autonomous Aircraft
3.0 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
3.3.1 Temporary, Part-time, Tenure-Track and Tenured Appointments
3.3.2 Permanent, Part-Time, Tenured Appointments
3.4.1 Pre-Tenure Probationary Period
3.4.1.1 Reviews of Progress Toward Promotion and/or Tenure
3.4.1.2 Guidelines for the Calculation of Prior Service
3.4.1.3 Extension of Pre-Tenure Probationary Period (Extending the Tenure Clock)
3.4.2 General Expectations for Promotion and Tenure
3.4.3 Departmental or School Evaluation for Promotion and Tenure
3.4.4 College Evaluation for Promotion and Tenure
3.4.5 University Evaluation for Promotion and Tenure
3.5 Appeals of Decisions on Non-Reappointment, Tenure, or Promotion
3.5.1 Appeal of Probationary Non-Reappointment Decision
3.5.2 Appeal of Promotion and/or Tenure Decision (and summary table)
3.6 Annual Evaluation and Salary Adjustments
3.6.1 Required Department or School (or College) Expectations Guidelines for Promotion and/or Tenure
3.6.2 Annual Faculty Activity Report (FAR)
3.6.3 Unsatisfactory Performance
3.9 Annual and Periodic Review of Department Heads, Chairs, and School Director
3.10 Imposition of a Severe Sanction or Dismissal for Cause*
3.10.2 Imposition of a Severe Sanction
3.11 Faculty Grievance Policy and Procedures
3.11.1 Ombuds, Mediation Services, and Faculty Senate Committee on Reconciliation
3.11.2 The Formal Grievance Procedure
3.11.3 Timeliness of Grievance and Procedural Compliance (see chart below)
3.11.4 Valid Issues for Grievance
3.11.5 Particular Concerns and Definitions
3.11.6 Overview of the Formal Grievance Process for Tenured and Tenure-Track Faculty
3.12 Research Leaves for Tenured Faculty
3.13 Work-Life Resources for Tenure Track and Tenured Faculty
4.1 Continued Appointment or Continued Appointment-Track
4.2 Faculty Ranks for Continued Appointment Track and Continued Appointment
4.3 Appointments with Continued Appointment
4.3.1 Temporary, Part-Time, Continued Appointment and Continued Appointment-Track
4.3.2 Permanent, Part-Time Continued Appointments
4.4 Reappointment, Promotion and/or Continued Appointment
4.4.1 Probationary Period and Progress Reviews (pre-continued appointment)
4.4.1.1 Guidelines for the Calculation of Credit for Prior Faculty Service
4.4.1.2 Probationary Reappointment
4.4.2 Guidelines and Evaluation for Promotion and Continued Appointment
4.4.4 Review and Recommendations by the Dean of University Libraries
4.4.5 The University-level Committee Evaluation for Promotion and Continued Appointment
4.4.6 Continued Appointment Decision
4.4.7 Promotion Consideration and Decision
4.4.8 Review of Progress Toward Promotion to Professor
4.4.9 Appeals of Decisions on Reappointment, Continued Appointment, or Promotion
4.5 Annual Evaluation and Post-Continued Appointment Review
4.5.1 Annual Evaluation and Salary Adjustments
4.5.3 University Libraries Minimal Standards
4.5.4 Unsatisfactory Performance
4.5.5 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
4.7.5 Particular Concerns and Definitions
4.9 Work-Life Resources for Continued Appointment Track and Continued Appointment Faculty
4.9.3 Tenure Clock Extension. Extension of the Probationary Period
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 Evaluation and Salary Adjustments
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 Faculty Grievance Policy and Procedures
5.4.1 Ombuds, Mediation Services, and Faculty Senate Committee on Reconciliation
5.4.2 The Formal Grievance Procedure
5.4.3 Timeliness of Grievance and Procedural Compliance
5.4.4 Valid Issues for Grievance
5.4.5 Particular Concerns and Definitions
5.4.6 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
7.1.1 Administrative Faculty – Executive and Senior Administrators
7.2 Administrative and Professional Faculty Rank and Title
7.2.1 University Libraries Faculty
7.2.2 Virginia Cooperation Extension faculty (Extension Faculty)
7.3 Policies Related to Administrative and Professional Faculty Appointments
7.3.1 Protection of Academic Freedom
7.3.2 Initial Appointment and Appointment Term
7.3.3 Degree Verification and Qualifications for Teaching
7.3.4 Calendar Year (CY) and Academic Year (AY) Appointments
7.4 Annual Evaluation and Salary Adjustments
7.4.2 Electronic Faculty Activity Reporting (EFAR)
7.4.3 Annual and Periodic Reviews of Administrators Reporting to the President
7.5 Non-Reappointment or Reassignment
7.5.1 Non-Reappointment of Administrative and Professional Faculty on Regular Appointments
7.5.2 Non-Reappointment of Administrative and Professional Faculty on Restricted Appointments
7.6.1 Imposition of Sanctions other than Dismissal
7.8 Grievance Policy and Procedures for Administrative and Professional Faculty
7.8.1 Ombuds, Mediation Services, and Faculty Senate Committee on Reconciliation
7.8.2 The Formal Grievance Procedure
7.8.3 Timeliness of Grievance and Procedural Compliance
7.8.4 Valid Issues for Grievance
7.8.5 Particular Concerns and Definitions
7.8.6 Overview of the Formal Grievance Process for Administrative and Professional Faculty
7.10 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 Faculty 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
10.13.1 Effort Reporting and Certification
10.13.2 Summer Research Appointments for Nine Month Faculty Members
11.1.1 Health Flexible Spending Account
11.1.2 Dependent Care Flexible Spending Account
11.2 Group Life Insurance (required employee participation)
11.2.3 Long-Term Care Insurance
11.2.4 Supplemental Insurance Plans
11.2.5 Accidental Death and Dismemberment Insurance
11.3 Retirement Plans (required employee participation)
11.3.1 Tax-Deferred Investments/Deferred Compensation/Cash Match
11.4 Workers Compensation Program
11.4.1 Reporting Work-Related Injuries
11.5 Disability (required employee participation)
11.7.3 Family and Medical Leave Act (FMLA)
11.7.5 Leave without Pay or Leave of Absence
11.7.8 Civil Administrative Leave