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Faculty Handbook

2023-24 Virginia Tech Faculty Handbook

Approved August 29, 2023
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.

2.0 Employment Policies for All Faculty

2.1 General Faculty and Faculty Categories

2.1.1 College Faculty: Tenure-Track and Tenured Faculty, and Instructional Faculty not on the Tenure-track

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

2.1.5 Extension Faculty

2.1.6 Administrative and Professional (A/P) Faculty

2.1.6.1 Administrative Faculty

2.1.6.2 Professional Faculty

2.1.7 Research 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 (VTCSOM)

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 Faculty Search Processes

2.4.1 Equitable Searches

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

2.5.2 Search and Appointment of Executive Vice President and Provost, Executive Vice President and Chief Operating Officer, and Administrative Vice Presidents

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 Appointment Types

2.6.1 Regular Appointments

2.6.2 Restricted Appointments

2.6.3 Academic Year Appointments (AY)

2.6.4 Research Extended Appointments for Faculty on Academic Year Appointments

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

2.6.7 Emeritus or Emerita Designation

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

2.10 Dual Career Program

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

2.14.1 Change of Duty Station

2.14.2 Special Leave

2.14.3 Geographical Transfer Policy

2.15 Continuing and Professional Education Activities

2.15.1 Required Use of and Participation in Continuing and Professional Education Program Services and Facilities

2.15.2 Overload Payment and Compensation for Non-Credit Continuing and Professional Education Activities

2.15.3 Overload Payment and Compensation for For-Credit Continuing and Professional Education Activities

2.16 Retirement, Resignation, and Non-Reappointment

2.16.1 Retirement

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

2.16.2 Resignation

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

2.16.3.2 Notice of Non-Reappointment for Faculty on Probationary, Term Tenure-Track or Continued-Appointment-Track

2.16.3.3 Notice of Non-Reappointment for Faculty on Regular, Non-Tenure-Track, Instructional Appointments

2.16.3.4 Non-Reappointment for Research Faculty on Regular Appointment

2.16.3.5 Notice of Non-Reappointment for Administrative and Professional Faculty on Regular Appointment

2.16.3.6 Unclaimed Personal Property

2.17 Reduction in Force (RIF)

2.17.1 Reduction in Force (RIF) Under Conditions of Financial Exigency

2.17.2 Reduction in Force (RIF) for Academic Program Restructuring or Discontinuance

2.18 Severance Benefits

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

2.19.5 Health and Safety

2.19.6 Safe Academic and Work Environment

2.19.7 Policy on Misconduct in Research

2.19.8 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 Consulting Activities

2.22.1 Consulting Activities for Virginia Cooperative Extension Faculty

2.23 Virginia Tech Continuing and Professional Education Technical Assistance Program (TAP)

2.24 Outside Employment and External Activities Other Than Consulting

2.25 Political Activities

2.26 Conflicts of Commitment

2.27 Conflicts of Interest

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 Workplace Policies

2.28.1 Indemnity

2.28.2 Standards for Acceptable Use of Information Systems and Digital Media Communications Tools

2.28.3 Privacy of Electronic Communications

2.28.4 Social Media

2.28.5 Crowdfunding

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

2.28.9 Domestic and International Travel

2.28.10 Use of University Letterhead

3.0 Employment Policies for Tenure-Track and Tenured Faculty

3.1 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

3.2.2 Alumni Distinguished Professor

3.2.3 University Distinguished Professor

3.3 Appointments with Tenure

3.3.1 Part-time Tenure-Track and Tenured Appointments

3.3.1.1 Permanent Part-Time Tenured Appointments

3.4 Promotion and Tenure

3.4.1 Tenure Eligibility

3.4.2. Pre-Tenure Probationary Period and Reviews of Progress Toward Promotion and/or Tenure

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 General Expectations 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 Candidate Notification

3.4.5 Appeals of Decisions on Non-Reappointment, Tenure, or Promotion

3.4.5.1 Appeal of Probationary Non-Reappointment Decision

3.4.5.2 Appeal of Promotion and/or Tenure Decision

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

3.5.1 Annual Evaluation and Salary Adjustments

3.5.2 Unsatisfactory Performance

3.5.3 Post-Tenure Review

3.5.4 Periodic Review of Academic Administrators: College Deans, Dean of University Libraries, Dean of the Honors College, Dean of Graduate Education, Senior Administrators, and Academic Vice Presidents

3.5.5 Annual and Periodic Review of Department Heads, Chairs, and School Directors

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 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

3.8 Study-Research Leave

3.9 Research Assignment

3.10 Modified Duties

4.0 Employment Policies for University Libraries 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 University Libraries Faculty Ranks

4.2.1 Instructor

4.2.2 Assistant Professor

4.2.3 Associate Professor

4.2.4 Professor

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

4.5.5 Periodic Review of Dean of University Libraries, Unit/Division Supervisors, Senior Administrators

4.6 Imposition of a Severe Sanction or Dismissal for Cause*

4.6.1 Adequate Cause

4.6.2 Imposition of a Severe Sanction

4.6.3 Dismissal for Cause

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

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

4.8 Study-Research Leave

4.9 Research Assignment

4.10 Modified Duties

6.0 Employment Policies for Research Faculty

6.1 Research Faculty

6.1.1 Considerations for Establishment of Research Faculty Positions

6.1.2 Postdoctoral Associate

6.1.3 Research Associate Ranks

6.1.3.1 Research Associate

6.1.3.2 Senior Research Associate

6.1.4 Research Scientist Ranks

6.1.4.1 Research Scientist

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

6.1.5.3 Research 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

6.5.1 Restricted Appointments

6.5.2 Regular Appointments

6.5.3 Calendar Year (CY) versus Academic Year (AY) Appointments

6.6 Position Descriptions

6.7 Annual Evaluations

6.8 Merit and Special Adjustments

6.9 Reappointment

6.10 Termination Procedures for Research Faculty

6.10.1 Dismissal for Cause

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 Faculty Rank and Title

7.1.2 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

7.3.2 Senior A/P Academic Administrators Reporting to the Provost

7.3.3 Reviews of the Provost, Administrative Vice Presidents, and Senior Administrators Reporting to the President, and Other Senior 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 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

7.8 Leave

7.9 Consulting Activities for Virginia Cooperative Extension Faculty

9.0 Instruction-Related Policies

9.1 Assignment of Academic Responsibilities

9.1.1 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

9.2 Scheduling of Classes

9.3 Registration for Classes

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

9.6.3 Final Examinations

9.6.4 Undergraduate Student Grade Appeals

9.6.5 Graduate Student Grade Appeals

9.6.6 Student Academic Complaints

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 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

9.9 Classroom Conduct

9.10 Teaching Evaluation

9.10.1 Student Evaluation of Courses and Faculty

9.10.2 Peer Evaluation of Courses and Faculty

9.11 Student Record Policy

9.11.1 Academic Records

9.12 Undergraduate Student Advising

9.13 Identifying and Referring the Distressed Student

14.0 Virginia Extension Faculty with Continued Appointment or on the Continued Appointment-Track

14.1 Continued Appointment Track and Continued Appointment Extension Faculty Ranks

14.1.1 Instructor on the Continued Appointment Track

14.1.2 Assistant Professor

14.1.3 Associate Professor

14.1.4 Professor

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

14.5.1 Adequate Cause

14.5.2 Imposition of a Severe Sanction

14.5.3 Dismissal for Cause

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

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

14.7 Study-Research Leave

14.8 Research Assignment

14.9 Modified Duties

14.10 Consulting Activities for Virginia Cooperative Extension Faculty

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