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Faculty Personnel Action Dates for Academic Year 2022-23

Promotion and Tenure, Non-Reappointments, Research Extended Appointments, Faculty Leave Requests, Nominations for Emeritus/a, Endowed Chair, Professorships, Fellowships, and Hires with Tenure

Promotion and Tenure

See the Promotion and Tenure webpage for more information.
Contact: Cyndi Hutchison

Date Information
September 29, 2022
2:00-4:00 p.m.
Latham A, Inn at Virginia Tech

Workshop: Deans, department heads/chairs, and P&T committee chairs. This workshop is especially valuable for department heads and members of department and college promotion and tenure committees.

Presenters include: the Provost and/or the Vice Provost for Faculty Affairs, a college Dean, a member from the University P&T committee, and two department heads.
Date Information
November 2, 2022
2:00-4:00 p.m.
Assembly Hall, Holtzman Alumni Center

Workshop: This workshop will provide the process and requirements for promotion to full professor. Recently promoted faculty members will give their perspectives on preparation for promotion, and current or former members of college and university promotion and tenure committees will respond to questions.

Presenters include: the Provost and/or the Vice Provost for Faculty Affairs, a college Dean, a member from the University P&T committee, and three recently promoted faculty members.
Date Information
01/30/23 Deadline: Promotion & Tenure listing sheets + electronic copy of each dossier 
Deans to Provost
03/01/23 Deadline: Recommendations for administrative promotions in the instructor, clinical, collegiate, and practice series   
Deans to Provost
02/09/23
2:00-4:00 p.m.		 Meeting: University P&T Committee meeting and dossier distribution (Deans are present)
Provost to Committee
03/01/23
8:00 a.m.-5:00 p.m.		 Meeting: Faculty Subcommittee of University P&T Committee (Deans are not present)
03/02/23
8:00 a.m.-5:00 p.m.		 Meeting: Faculty Subcommittee of University P&T Committee (Deans are not present)
03/13/23
8:00 a.m.-Noon		 Meeting: All members of the University P&T Committee (Deans are present)
03/14/23
8:00 a.m.-5:00 p.m.		 Meeting: All members of the University P&T Committee (Deans are present)

March 2023

 Provost presents promotion, cont. appt., and admin. promotion recommendations to the President
Provost to President

April 2023

 Notification sent to promotion, cont. appt., and administrative promotion candidates
Provost to Candidates

June 2023

 Promotion/tenure recommendations submitted to Board of Visitors
President to Board of Visitors
Date Information
03/01/23 Deadline: Promotion/continued appointment listing sheets + electronic copy of each dossier 
Libraries Dean to Provost
03/01/23 Deadline: Recommendations for administrative promotions to ext. agent, sr. ext. agent
Dean to Provost
03/08/23 Deadline: Dossiers distributed electronically to Univ. Promotion and Continued Appointment Committee members
Provost to Committee
03/15/23
10:00 a.m.-Noon		 Meeting: University P&CA Committee
March 2023 Provost presents promotion, cont. appt., and admin. promotion recommendations to the President
Provost to President
April 2023 Notification sent to promotion, cont. appt., and administrative promotion candidates pending board approval
Provost to Candidates
June 2023 Promotion, cont. appt., and administrative promotion recommendations submitted to Board of Visitors
President to Board of Visitors
June 2023 Notification sent to promotion, cont. appt., and administrative promotion candidates of board approval
Provost to Candidates

Contact: Lynn Byrd

Date Information
02/01/23 Deadline: Promotion lists and dossier packets
Deans/Institute Directors to OVPRI
03/01/23 Deadline: Dossiers reviewed and recommendations sent to Provost    
OVPRI to Provost
March 2023 Provost presents promotion recommendations to President
Provost to President
June 2023 Promotion recommendations submitted to Board of Visitors
President to Board of Visitors
June 2023 Notifications sent to promotion candidates
OVPRI to Candidates

Non-Reappointments

Contact: Leah Taylor

Non-reappointment letter must indicate the final date of employment. Please send a copy of the non-reappointment letter to the appropriate Dean and to Leah Taylor. If the due date falls on a weekend, please deliver letter on the prior business day.

Date Information
11/09/22 (or earlier) Deadline: Notice of non-reappointment for second-year faculty
Department Heads to Faculty
02/09/23 (or earlier) Deadline: Notice of non-reappointment for first-year faculty, including instructors on one-year appointments
Department Heads to Faculty
05/09/23 (or earlier) Deadline: Notice of non-reappointment for probationary faculty in at least third year of service
Department Heads to Faculty

Non-tenure-track instructional faculty are typically instructor, clinical faculty, or professor of practice faculty. For those faculty members on REGULAR appointments, the deadlines for non-reappointment are as follows:

  • Three months before the end of the current contract for those with less than two years employment;
  • One semester before the end of the current contract for those with two to five years employment;
  • One year before the end of the current contract for those with five years or more employment.

Research Extended Appointments

Contact: Faculty Affairs

Date Information
08/10/22 Deadline: For faculty already on a Research-Extended appointment; confirms funding is available to continue the appointment in Summer 2023.
Date Information
08/10/22- 3/10/23
5:00 p.m.		 Deadline: Faculty with sufficient grant funding to convert to a Research-Extended appointment for Summer 2023.

Faculty Research Leave Requests

Submissions should include the Research Leave or Special Leave with Pay Memorandum of Agreement (HR Form P88) and the Request for Employee Leave (HR Form P4B).

See the Research Leaves webpage for more information.
Contact: Rachel Gabriele

Date Information
11/01/22 Deadline: Faculty to Department Heads
11/15/22 Deadline: Department Heads to Deans
12/15/22 Deadline: Deans to Provost
04/04/23 Deadline: Leave recommendations from Provost to the Board of Visitors

Emeriti Requests and Endowed Chairs, Professorships, Fellowships

See the Emeritus/a Status webpage for more information.
See the Endowed Chairs, Professorships, or Fellowships webpage for more information.
Contact: Rachel Gabriele

Date Information
07/15/22 Deadline (confirmed): Materials for the August 21-23 BOV meeting
Deans to Provost
10/01/22 Deadline (projected): Materials for the November 13-14 BOV meeting
Deans to Provost
02/01/23 Deadline (projected): Materials for the March 19-20 BOV meeting
Deans to Provost
05/01/23 Deadline (projected): Materials for the June 5-6 BOV meeting
Deans to Provost

Hires with Tenure

See Procedures for Faculty Appointments with Tenure (PDF) for more information about the process for recommending a newly hired faculty member.
Contact: Cyndi Hutchison

Date Information
07/01/22

Deadline (confirmed): Materials for the August 21-23 BOV meeting
Deans to Provost

Materials must be received by this deadline to allow for review and approval by University Subcommittee, president, and provost prior to 07/15/22 BOV deadline.
09/15/22

Deadline (projected): Materials for the November 13-14 BOV meeting
Deans to Provost

Materials must be received by this deadline to allow for review and approval by University Subcommittee, president, and provost prior to 10/1/22 BOV deadline.
01/15/23

Deadline (projected): Materials for the March 19-20 BOV meeting
Deans to Provost

Materials must be received by this deadline to allow for review and approval by University Subcommittee, president, and provost prior to 02/1/23 BOV deadline.
04/15/23

Deadline (projected): Materials for the June 5-6 BOV meeting
Deans to Provost

Materials must be received by this deadline to allow for review and approval by University Subcommittee, president, and provost prior to 05/1/23 BOV deadline.
Important Dates (PDF)