III. Faculty Employment Policies and Procedures
Personnel in faculty positions at the publicly supported colleges and universities of Virginia are not included in the classified services of the state's personnel system. Faculty member salary ranges and conditions of employment are determined by the BOV. As a condition of employment, a faculty member must participate in the university's direct deposit program. This program provides for pay to be deposited directly into the faculty member's account at the financial institution of her or his choice. Faculty members may access information on current and year to date pay information by logging into My Madison. Participation in direct deposit begins by completing the necessary paperwork available in the Office of Human Resources.
Funds disbursed by the commonwealth to the university for annual salary adjustments are to be allocated principally on the basis of performance (merit). Annual adjustments in the salaries of faculty members are not an entitlement but rather reflect continued meaningful contributions in the three areas of expected faculty member performance (i.e., for an instructional faculty member, teaching, scholarship and service). This system of salary adjustment is intended to encourage all faculty members toward continuous performance improvement.
III.I.2.a. Adjustments Due to Promotion
A faculty member who is promoted is eligible for a salary increase, in an amount to be set by the BOV. This includes a faculty member who is promoted to assistant professor, a faculty member who is promoted to associate professor and a faculty member who is promoted to professor. Any exceptions must be approved by the Provost upon recommendation of the AUH and dean.
III.I.2.b. Adjustments Due to Merit
Salary adjustments that reflect merit will be dependent on annual evaluations and will be allocated by the AUH or supervisor. For details on the annual evaluation, see Faculty Handbook, Section III.E.4.
III.I.2.c. College Allocation
At the dean's level of allocating funds designated for adjustments to faculty member salaries, there shall be a prior, explicit description of the basis on which the allocation is to be made. This shall include the mechanism for distributing funds among the relevant academic units for merit pay adjustments and the basis used for any other distribution of the funds. The description must alsocontain a specification of the total adjustment funds to be allocated directly to individual faculty member salaries by the dean as a proportion of all funds to be allocated for faculty salary adjustments in all academic units of the college. This description shall not abridge any individual's privacy rights. The college's criteria shall require approval by the provost.
III.I.2.d. Academic Unit Allocation
III.I.2.d.(1.) In addition, there shall be an explicit, published description of the mechanism approved by the academic unit and employed by the AUH in the allocation of merit pay adjustments to individual instructional faculty member salaries. Each mechanism must be objective insofar as it is based on (a) the relative weights applied to the three areas of faculty performance (i.e., teaching, scholarly achievement and professional qualifications, and professional service) and (b) the annual evaluation ratings awarded to the faculty member in each of the performance areas. Each academic unit's mechanism shall require approval by the dean and the provost. At or near the start of an academic year, each faculty member and his/her AUH shall agree on a personal set of relative weights to be applied to the three performance areas of teaching, scholarly achievement and professional qualifications, and professional service in determination of the annual salary adjustment, as a part of the discussion of the Faculty Anticipated Activity Plan. See Faculty Handbook, Section III.E.4.a. This agreement may be amended by mutual consent during the academic year.
III.I.2.d.(2.) The academic unit may approve a standard set of weights that will be applied in the absence of an individually negotiated agreement. Due to annual fluctuations in and uncertainties about the availability of resources for annual salary adjustment, a moving summary of recent past performance (e.g., a moving average of the preceding three years of performance ratings) may be employed in determining the annual salary adjustment.
III.I.2.e.(1) By December 1, a faculty member shall receive a detailed, written explanation of the salary adjustment that he/she is to receive, including the dollar amount and the formula by which the merit component was computed using the annual evaluation ratings. For additional details on the notifications of annual evaluation ratings, see Faculty Handbook, Section III.E.4.
III.I.2.e.(2) Any appeal of an annual salary adjustment must be based on an alleged violation of existing policy and must be made in writing to the appropriate college committee by December 15.
III.I.2.e.(3) The college committee designated by the college to hear such matters shall provide a written recommendation on the appeal to the dean by January 31.
III.I.2.e.(4) The dean shall reach a determination on the appeal by February 15.
III.I.2.e.(5) An appeal of the dean's decision to the provost must be made by March 1. The provost shall render a final decision by March 15. The provost's decision is final, and may not be appealed.
III.I.2.e.(6) At each stage of the appeal process, a clear, written notice and explanation of the decision shall be provided to the faculty member and the AUH.
A faculty member may receive extra pay for overload employment. The amount of extra salary will be decided in advance by negotiation between the faculty member and the AUH. Overload employment of this nature must be approved by the AUH, dean and provost. Overload employment which includes compensation from sponsored programs is limited by federal guidelines. See Manual of Policies and Procedures, Policy 1306, Extra Employment for Faculty and Exempt Staff Members Within the University.
A faculty member who teaches, serves on a committee, commission, or task force, or conducts research under specific endorsement of the university during a time period defined as being outside the contract period may receive additional compensation. See Manual of Policies and Procedures, Policy 1306, Extra Employment for Faculty and Exempt Staff Members Within the University.