Employment
Faculty are employed on either a firm appointment or a tuition-received basis (TRB), as determined by the Director of the Summer Session in consultation with the particular academic dean or department chair.
Summer Session Employment
The University of Virginia Summer Session is subject to the rules and policies established by the Office of the Vice-President and Provost. For detailed information regarding the Provost’s faculty policies, visit www.virginia.edu/provost/policies.html.
Nondiscrimination Policy
Consistent with Federal and State law, the University does not discriminate in any of its programs, procedures or practices on the basis of age, color, disability, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, or veteran status. The University operates equal opportunity and affirmative action programs for faculty, staff, and students, including discriminatory harassment policies and procedures. The University of Virginia is an Equal Opportunity/Affirmative Action Employer.
The Office of Equal Opportunity Programs (EOP) is responsible for the enforcement of the University’s equal opportunity and non-discrimination obligations. A faculty member, staff employee, or student having a complaint of prohibited discrimination may file a complaint with EOP in accordance with the University of Virginia Discrimination Complaint Procedures.
The University’s Section 504 and Americans with Disabilities Act Coordinator is Bradford K. Holland, University Ombudsman. Darlene Scott-Scurry is the University’s Title IX Coordinator and Director of the Office of Equal Opportunity Programs. The Office of Equal Opportunity Programs is located in Washington Hall, East Range; the telephone number for the office is (434) 924-3200. The mailing address is Office of Equal Opportunity Programs, University of Virginia, PO Box 400219, Charlottesville, VA 22904.
Assignment Types During Summer Session
Faculty are employed on either a firm assignment or a tuition-received basis (TRB), as determined by the Director of Summer and Special Academic Programs in consultation with the designated academic dean or summer chair. In addition, faculty may be eligible to receive compensation for advising associated with thesis and dissertation research, or independent study.
During the summer, a faculty member who is elected on an academic year basis may receive a maximum of one-third of the previous academic year salary from all University sources. These sources include the total of teaching in the Summer Session, research on a sponsored program, and teaching or public service with the School of Continuing and Professional Studies. The limit is based on the salary from the preceding academic year.
- Faculty Assignments
Assignments for teaching are made by the Director of Summer and Special Academic Programs in consultation with the designated academic dean or summer chair. A full load consists of teaching two courses (three semester hours each) over the nine-week session or one such course in Session I, II, or III. Faculty may not teach more than one course per session aside from the nine week session.
Summer salaries are based upon an instructor's base salary and rank during the preceding fall semester. There is a maximum summer salary for each rank, e.g., associate professor.
A faculty member who is appointed for twelve months may not receive additional compensation for teaching in Summer Session.
If no students are enrolled in his or her course, a faculty member should promptly notify the designated academic dean or summer chair, as well as the Office of Summer and Special Academic Programs. If no students are enrolled, the course will be cancelled and the faculty assignment becomes void.
If fewer than ten students enroll in his or her course, a faculty member should promptly notify the designated academic dean or summer chair, as well as the Office of Summer and Special Academic Programs. The Director of Summer and Special Academic Programs, after consultation with the designated academic dean or summer chair, will determine the viability of the course. The faculty assignment may be adjusted as a result of the low enrollment or, the course may be cancelled.
- Summer Chair Assignments
Summer chairs are appointed by the department and administer Summer Session related affairs of the department during the summer term. Stipends are offered to chairs who are not employed under a twelve-month contract.
Chairs remain in residence during the contracted period. Responsibilities include advising students, coordinating class rolls and grade rosters, communicating with departmental faculty regarding all Summer Session issues and concerns, and assisting the the Office of Summer and Special Academic Programs with the resolution of academic issues.
Summer chairs in the College and Graduate School of Arts and Sciences should communicate with the Office of Summer and Special Academic Programs directly. Summer chairs in all other schools should communicate with the Office of Summer and Special Academic Programs through their designated academic dean.
- Foreign Faculty Assignments
The University does not employ a citizen of another nation unless that individual has a valid visa status for the position in question. The U.S. Department of Justice through the Immigration and Naturalization Service, Department of Labor, Department of State, and the U.S. Information Agency are government agencies which regulate the entry into the U.S. and the employment of non-U.S. citizens and permanent residents. Thus, the hiring of foreign nationals is complicated by the involvement of such diverse branches of government.
Because of the complex nature of the laws, regulations, and practice associated with this area, the University has delegated liaison responsibility to the International Studies Office (International Students and Scholars Program, ISSP). Advice on individual situations should always be sought from this staff prior to making any final hiring offers to foreign nationals. This will alleviate potential problems and delays due to inappropriate visa status of the foreign national. It is critical that adequate time be allowed to proceed with this aspect of the assignment sequence.
Each foreign national faculty member is responsible for establishing eligibility to accept an offer of employment extended by the University by demonstrating that his or her visa documents and status are appropriate. U.S. permanent residents may accept employment without further consideration of the visa status, only if the permanent resident status is in hand. An approved petition for permanent residency does not automatically grant employment rights. Foreign nationals temporarily in the U.S. and on non-immigrant visas may not be eligible to accept summer faculty compensation.
Individuals who hold visa status F, J or H must confirm employment eligibility with the International Students and Scholars Programs, Minor Hall, 2nd Floor, (434) 982-3010. Holders of B-1, B-2, F-2 or M visa status are not eligible for employment. Other visa statuses also may not be valid for employment. Faculty members who were on a teaching assignment during the academic year preceding the Summer Session may need to have their stays extended in order to accept the summer assignment. Any concerns regarding validity of visa status or other matters pertaining to the visa regulations may be directed to the staff of the International Student and Scholar Programs, Minor Hall, 2nd Floor. All foreign nationals should check in with the office upon arrival in Charlottesville.
- Tuition-Received Assignments
Some courses are offered on a tuition-received basis. In such cases, faculty receive tuition collected for the course they are teaching up to an approved maximum.
- Thesis Dissertation Research
The major advisor supervising research on thesis and dissertation research may receive $100 for each graduate student who has properly registered. The student must be actively involved in research and receive supervision from the major advisor during the summer term. To qualify for this type of pay, the faculty member must not be on a twelve-month contract and the entire summer payment may not exceed 1/3 of the salary for the previous academic year. A request for remuneration must be approved by the academic dean or summer chair of the faculty member's school or department. If a student applying for an August degree enrolls for non-resident status, faculty are not eligible for compensation. All grade sheets, including research grades, must be submitted before August 11. After that date, grades will need to be submitted on individual grade change forms for each student.
- Independent Study
Faculty members may receive compensation for supervising independent study. Students must have registered and paid for an independent study course. The amount that may be claimed is $25 per credit hour per student. To qualify for this type of pay, the faculty member must not be on a twelve-month contract and the entire summer payment may not exceed 1/3 of the salary for the previous academic year. A request for remuneration must be approved by the academic dean or summer chair of the faculty member's school or department.
- Visiting Faculty
A school or department may nominate a visiting faculty member to teach in Summer Session. A letter of endorsement from the designated academic dean or summer chair is required along with a copy of the nominee’s CV. Salary will be determined by the Director of the Office of Summer and Special Academic Programs and the designated academic dean or summer chair. Faculty who have not previously been employed by the University, must complete an Employment Eligibility Form (I-9) as well as tax forms in Garrett Hall B019. Visiting faculty are subject to University of Virginia rules and policies.
Expectations of Faculty
Contracted faculty are expected to teach all scheduled classes. Course schedule changes must be discussed with the designated academic dean or summer chair and approved by the Director of Summer and Special Academic Programs.
Note the withdrawal deadlines for Summer Session 2009. Faculty are asked to communicate this information to students via the course syllabus. In addition, faculty are encouraged to provide graded assignments prior to the midpoint of the course so that students receive appropriate feedback in the event they need to make a decision about a course drop or withdrawal.
Instructors should retain examinations for a year after they are administered, in order to answer any questions concerning grades or grading practice. Some courses which do not meet on a regular schedule (e.g., dissertation research, independent study, and practica) do not require final examinations. However, instructors should retain records concerning the evaluation of student performance.
Instructors must keep class records of attendance, marks on recitations, tests, and examinations; conduct examinations; and report final grades on courses completed to the Office of Summer and Special Academic Programs within 48 hours after the final examination. Due to the transition from ISIS to the new Student Information System in August 2009, timely submission of grade sheets is crucial. Grades received on or after August 11th will require a separate grade change indicator form for each student.
Summer Session Pay Dates Schedule of Pay Dates
Summer Session follows the University's bi-weekly wage payroll schedule beginning on June 26, 2009. All payment is directly deposited. Faculty who have not previously been employed by the University, must complete an Employment Eligibility Form (I-9), direct deposit form as well as tax forms. Faculty who have had a lapse in service at UVa must complete new tax forms and a direct deposit form. For additional information, contact Wanda Trainum in the Office of Summer and Special Academic Programs at wht2e@virginia.edu or (434) 924-6549. Foreign nationals working during the summer should contact Andy Meade at (434) 924-1377 to ensure that all paperwork is in order.