General Faculty Council
University of Virginia

Proposed Policy on the General Faculty - July 1998
(as submitted by the General Faculty Council to the Office of the Vice President and Provost by GFC)

Introduction

The term, general faculty, has changed in meaning over the years. It has evolved in general usage since the 1960’s to mean those faculty who do not hold tenured or tenure-track positions.

The University has made significant use of general faculty positions covering a wide range of duties. The positions are used to provide greater administrative and programmatic flexibility than allowed by the state classified system in employing professional staff who, by virtue of their level of responsibilities and qualifications, require a close peer relationship with the academic community. These positions are grouped according to the following categories:

1. Teaching and Research General Faculty

2. Administrative and Professional General Faculty

1. For a position to be designated as Administrative General Faculty, it must require the performance of work directly related to the management of the educational and general activities of the institution, department or subdivision thereof. Members of the Administrative General Faculty typically perform senior level management duties (e.g., finance, personnel, program administration).
2. For a position to be designated as Professional General Faculty, it must require advanced learning and experience acquired by prolonged formal instruction and/or specialized work experience. This category includes but is not limited to librarians, counselors, coaches, lawyers, physicians, dentists, veterinarians and other professional positions serving education, research, athletic, medical, student affairs, and development functions or activities.

Qualifications

The qualification criteria for general faculty include the following:

• must have terminal degree;
• or advanced degree plus significant professional experience;
• or senior level registration or certification.

Rank and Title

Teaching and Research General Faculty may hold any of the academic or professorial rank titles: lecturer, instructor, assistant professor, associate professor, and professor, providing they possess the requisite degree requirements, years of experience, and level of responsibility in accordance with standards formulated by the appropriate Vice President. Prefixes may be used in conjunction with these ranks, such as "visiting" and "research."

Administrative and Professional General Faculty have the academic rank of lecturer and a functional title fitting their respective position (e.g., Lecturer and Assistant Dean of Students). On an exceptional basis, with evidence of recognized credentials and direct academic involvement, administrative and professional general faculty may be appointed to professorial rank upon recommendation by the appropriate Vice President.

Term of Appointments

Appointments of Teaching and Research General Faculty during the first six years of employment normally are for a minimum period of one calendar or academic year and a maximum term of three calendar or academic years. Appointments of Administrative and Professional General Faculty during the first six years of employment normally are for a minimum period of one year and a maximum term of three years beginning from the date of appointment. The term of appointment for positions reporting to the president normally is five years beginning from the date of appointment.

Performance Expectations

Position Duties and Responsibilities. Emphasis is placed on the performance of position duties and responsibilities at a high level of competence and professionalism. As full participants in the educational mission of the University, general faculty members guided and supported by the faculty member to whom they report and with appropriate support from University resources, are expected to participate in the following two areas:

Service to the University. The University has historically depended upon the general faculty for services and contributions rendered outside the classroom. Therefore these professionals may reasonably be expected to participate in the operational concerns of the institution. Such participation may include service on department, division or presidential committees, service as chair of these committees, special assignments of a University-wide nature, etc.

Professional and Scholarly Activities. General faculty members have an obligation to maintain a high level of competence and to keep current with developments in their professional fields. Effective administrators also benefit from active involvement in the intellectual and scholarly developments of their fields, which often lead to contributions to the profession as well as to superior execution of responsibilities at the University.

Expectation of Continued Employment

Members of the general faculty, if they are reappointed after six years of continuous service as members of the general faculty, serve with the expectation of continued employment as long as:

1. the services to the University continue to be of a type and scope requiring their level of professional skills and;
2. their job performance is judged to continue at a high level of productivity and effectiveness.

Nevertheless, under conditions specified in these policies, members of the general faculty who serve with the expectation of continued employment may be reassigned to another position, terminated for cause, or terminated through abolition of position due to financial stringency.

Performance Review

1. Annual Review

2. Salary Review

3. Sixth-Year Review

Promotion

Members of the general faculty holding a professional or advanced academic degree are eligible for promotion upon completing the sixth year of appointment on the general faculty. The appropriate Vice President will establish the criteria and procedure for promotion review. Promotion decisions are guided by three criteria: 1) attainment of additional advanced degrees, when appropriate; 2) evidence of substantial contributions to the professional field; and 3) evidence of sustained contributions to the University community beyond the requirements of the position held.

Promotion through the academic ranks requires recommendation to the appropriate Vice President by the faculty member to whom they report. A peer review, including at least one non-University individual recognized to be a leader in the individual's field of expertise, must be conducted and a written assessment included in the recommendation brief. All annual performance reviews will be made available to the peer review group, as well as a current letter of self-assessment made by the applicant, and any other material which would offer evidence of attainment and recognition.

Standards for Notice

1. Reappointments

   Appointments to all general faculty positions are term appointments. No aspects of tenure are involved. General faculty may qualify for reappointment and promotion if they are judged to have met the criteria established by the relevant school and approved by the appropriate Vice President. Criteria may differ among the schools, but all should require a high level of professional excellence (see Performance Review section). Reappointments may be with or without a promotion in functional tittle. Each Vice President must establish suitable criteria for promotion in functional title, where this is appropriate.

   Individuals reappointed as teaching and research or administrative and professional general faculty will be notified in writing, within three months, of said reappointment by the appropriate dean, department head, and/or immediate supervisor.

2. Non-reappointments

Notice of non-reappointment must be given in writing in accordance with the following deadlines:

1. At least three months before the expiration of a one-year appointment.
2. At least six months before the expiration of a two-year appointment.
3. At least twelve months before the expiration of an appointment after two or more years at the University.

If notice of non-reappointment is tendered after the deadlines called for in these policies but prior to the expiration of a general faculty member’s current appointment, then the general faculty member shall be entitled to an additional period of employment immediately following the current employment period as follows:

1. At least three months after the expiration of the current appointment in the case of a one-year appointment.
2. At least six months after the expiration of the current appointment in the case of a two-year appointment.
3. At least twelve months after the expiration of the current appointment after two or more years at the University.

If notice of non-reappointment is tendered after the expiration of an appointment, then the general faculty member shall be presumed to have been renewed for a period equal to the period of the expired appointment.

Except in cases of termination for cause as defined in this policy, notice of non-reappointment shall not reduce a general faculty member’s current appointment or term of employment.

In all instances, the obligation to initiate reappointment proceedings rests with the University. The University has an affirmative obligation to tender notice of non-reappointment in a timely manner consistent with these policies.

Reassignment and Termination

Members of the general faculty may be reassigned or terminated under the following conditions:

1. Reassignment

Members holding a general faculty position may have their duties reassigned if their position has been abolished due to the reduction or elimination of the specific services for which they were employed.

Reassignment shall be initiated by the faculty member to whom they report, with final approval by the appropriate Vice President, and can involve removal from administrative title or supervisory responsibilities, or reassignment to another department. Under reassignment, the University's responsibility shall be to make available a substitute position, commensurate with the general faculty member's education, experience and performance. Administrative reassignment has no effect on academic rank or the current term of appointment.

2. Termination

Members of the general faculty may be terminated under the following circumstances:

1. Non-reappointment - Subject to compliance with the standards for notice provided in this policy, members of the general faculty who do not serve with the expectation of continued employment may be terminated by non-reappointment.
2. For cause - includes professional incompetence, unacceptable performance after due notice, unethical conduct, misconduct that interferes with the capacity of the employee to perform his duties effectively, and falsification of credentials or experience.

Termination for cause must be accompanied by:

1. a written notice of the specific cause or causes for termination and the effective date of the termination;
2. a written explanation of the underlying information giving rise to the decision to terminate.
3. In addition, the general faculty member must have due process and a reasonable opportunity to respond to the written notice and explanation.

However, a general faculty member may be suspended immediately and required to vacate the premises of the University if, in the judgment of the Vice President to whom the general faculty member ultimately reports, it is determined that such action is necessary to prevent injury, damage, or disruption. However, the required notice, explanation, and opportunity to respond must be provided within 30 days after the suspension.

Members of the general faculty who have been suspended or terminated for cause have the right to appeal the decision through established grievance procedures (see policy) and to seek reinstatement, back pay, and other appropriate relief.

Grievance Procedure

There are two grievance procedures that apply to General Faculty. The Senate Faculty Grievance Polices and Procedures (April ‘95, Faculty Handbook) apply to Teaching and Research General Faculty.

The Administrative General Faculty Grievance Procedure (August ‘87, Provost’s Home Page) applies to Administrative and Professional General Faculty.

Resignation

Members of the general faculty wishing to resign should give notice as far in advance as possible, taking into account the needs of the academic schedule. For Administrative and Professional General Faculty, ordinarily two months is the minimum acceptable notice.

Professional Development

The University has an interest and an obligation to foster the continuing advancement of the expertise of its general faculty, thus assuring excellence of the activities which they execute or manage. In order for general faculty members to maintain levels of competency and currency, the University will make available to qualified general faculty members relevant support for research and teaching, including but not limited to summer research grants and travel funding for conference presentations. Similarly, the university must provide professional development opportunities for general faculty in senior level administrative and professional general faculty positions.

The general faculty member and the faculty member to whom they report, on the occasion of the annual performance review, will develop a plan for professional development consistent with the requirements of the position, the needs of the University, and the potential of the individual. The plan may entail short-term coursework designed to enhance particular skills, a long-term course of study leading to further degrees or certificates of professional mastery, research activity leading to presentation or publication beyond the University community, professional association leadership roles, community service consistent with position responsibilities, position exchange with colleagues in peer organizations, teaching appointments outside the University, etc.

Recognizing that the attainment of advanced professional goals enhances the general faculty member's capacity to make greater contributions to institutional life, the University will support such efforts through a plan of professional leave time. After the seventh year of continuous service as a member of the general faculty, individuals will become eligible to apply for one semester of full-time, or two semesters of half-time paid leave with full benefits accruing. The purpose of the leave must be fully consistent with the professional development plan and make a clear contribution to the execution of position responsibilities.

Under appropriate circumstances, individuals may arrange with the responsible vice-president to continue on unpaid leave for a maximum of 2 years without loss of other benefits. In special situations, i.e., for the purpose of continuing an advanced degree or to complete a fellowship award period, an additional period of time up to 12 months can be approved. This would be granted with the written commitment of the individual to return to the University for a minimum of 2 years.

Leaves

Annual Leave: Annual leave is available to all members of the general faculty who hold full-time positions with appointments of a year or longer. Annual leave is granted in accordance with the following schedule:

12 month contractual cycle - 22 working days

11 month contractual cycle - 20 working days

10 month contractual cycle - 18 working days

9 month contractual cycle - 16 working days

The timing of annual leave is subject to approval by the supervisor and to the needs of the University.

Leaves with and without pay are subject to the general policies of the University established for all members of the faculty.

Comments? Please send your remarks to gen-fac@virginia.edu or post them to the uva.generalfaculty newsgroup