Time and Effort Certification System Faculty Effort Reports Template Design FAQs

Faculty effort reports are separated into two (2) sections on all reports with a third section added for Clinical Faculty. These sections capture specific awards/projects based upon the various types of activities and related effort expended in those activities on behalf of the University:

Choose an FAQ link below to jump to the respective answer or scroll through and read all of the FAQs and answers:

What activities are included in Section I - Sponsored Activities?

Externally funded programs under which the University is obligated to perform a defined scope of work according to specific terms and conditions and within budgetary limitations. These programs are to be budgeted and accounted for separately from other activities. Sponsored activities include grants, contracts, cooperative agreements, clinical trial agreements, Intergovernmental Personnel Agreements and other awarding instruments supporting research, instruction, public service, and clinical trials. These activities are established as 'G or Z' awards in the University's Integrated Financial System.

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What activities are included in Section II - Other University Activities?

This section captures funding sources/activities for University effort devoted to activities that are not funded from sponsored projects. Whereas the sponsored effort section requires certification for each sponsored project, effort in Section II is reported in the aggregate.

Instruction: Preparation, evaluation and delivery of teaching and training activities of the Institution, regardless of whether offered on a credit or non-credit basis. Also includes instruction-related activities such as thesis advice, general mentoring of students (except as directly related to an externally funded activity supporting student mentoring/training in Section I above).

Administration: Services that benefit common or joint Institution or Department activities. Includes Faculty with administrative appointments (e.g., Deans, Department Chairs, and Center Directors).

Non-Sponsored Research: Internally (Institutional/Departmental) funded research regardless of whether the activity is separately budgeted and accounted for. Such activities support research, development and other scholarly duties that are not funded from external sources.

Proposal Preparation on New and Competitive Renewal Programs: Considered part of general administrative activities, except for sponsored projects specifically awarded for these purposes (e.g., NIH Career Awards).

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What activities are included in Section III for Clinical Faculty - Clinical Care and Medical Center Related Activities?

In this section, clinical faculty document their effort, in the aggregate, related to each the following:

A. Direct Patient Care:

Patient specific activities on behalf of the University of Virginia Health System, including time spent training/supervising Resident/Fellows/Trainees. Examples include:

  • Outpatient clinic sessions
  • Procedures
  • Consults, telephone consults, review of test/diagnostic procedure reports, interpretive reading sessions
  • Patient related correspondence, documenting, reviewing and/or signing of documentation, care coordination
  • Supervision of care providers
  • Time spent "in room" or "on deck," and active response while on call
  • Medical exams and consults
  • Team conferences
  • Case reviews
  • Interpretive reading sessions, and review of reports
B. Instruction and Training for Residents/Fellows/Trainees:

Instruction and training for non-treatment related patient care and other activities such as:

  • Case Reviews
  • Grand Rounds
  • Journal Review
  • QC Review, Morbidity and Mortality Conference
  • Practice of Medicine
  • Telemedicine demonstrations, saw bone demonstrations, cadaveric and other skill labs
C. Administration of Residency/Fellowship Programs:

Oversight and direction of Residency and Fellowship Programs

D. Administration and Management of activities that relate to delivery of patient care within the UVA Health System:

Administrative and managerial activities, including planning and preparation, conducted within or on behalf of the Medical Center. Examples include:

  • Medical Directorships of units, clinics, services and labs
  • Active response while on administrative call
  • Clinical Chair activities
  • Committees and work groups addressing:
    • Clinical Care
    • Quality
    • Information and Technology
    • Credentialing
    • GME
    • Marketing and/or research development
    • Buchanan Funds
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What is the Time Allotment for Medicare Cost Reporting data used for?

This is a detailed breakdown of the total amount of effort certified in Section III. For Medical Center Related Clinical Administration and Management, a list of Service Codes (from the Medical Center) is provided for certification of applicable committees and directorships.

In addition, clinical faculty are to record the average number of hours per week toward University activities. This information is used by the Medical Center for the annual Medicare Cost Report.

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