Faculty Affairs WebGuide to Policies and Procedures

Welcome to the Faculty Affairs WebGuide. The guide is divided into five major sections:

  1. Current Faculty
  2. Current Faculty – Administrative Roles
  3. Hiring New Faculty/Administrators or Rehiring Retired Faculty
  4. Exiting Faculty
  5. Additional Resources

Faculty Affairs Policy Infrastructure: Development to Enactment

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Section I: Current Faculty

Campus Policy & Procedure / University Statute Process Flow Required
Form/Letter
Deadlines & Due Dates

Annual Evaluation of Faculty at UIC

Flow Not Applicable Set by Faculty Units and Colleges
Teaching Evaluation of Faculty at UIC Flow Not Applicable Course Evaluation Timeline
Appointing Named/Honorary Chairs and Professors Flow Transmittal for Named Appointment Form Rolling—Based on Packet Submission and Approval
Appointment of UIC Distinguished Professors Flow Not Applicable Not Applicable
Approved Tenure Hold Flow Approved Tenure Hold Form Submit in the same Academic Year in which the Event Occurred
Automatic Tenure Hold Flow Automatic Tenure Hold Form No Later than 3 Months after the Birth of a Child
Child of Employee Tuition Waiver Flow

University of Illinois Waiver Forms

Other Illinois Senior Public University Forms

Submit before the Last Day of Instruction of Semester. *Rolling Dates*
College of Medicine “W Agreements” Flow “W” Agreement Form At least 3 Weeks Prior to Start of “W Agreement”
Compensation for Services Beyond Full-time Flow Request Form: Compensation for Services Beyond Full-Time At least 3 Weeks Prior to Start of Service Date
Employee Tuition Waiver Flow

Academic Professional Waiver Forms

Civil Service Waiver Forms

Refer to Policy
Evaluation of Ability to Work Flow Refer to policy Not Applicable
Faculty Grievance Procedures Flow Grievance Complaint Form Not Applicable
Faculty Mentoring Policy Flow Not Applicable Not Applicable
Fitness for Duty Evaluation Flow Refer to Policy Not Applicable

Leave: Educational

Flow

Not Applicable

At least by First of the Final
Month Preceding the Leave

Leave: Personal, without pay

Flow

Not Applicable

Not Applicable

Leave: Sabbatical

Flow

Sabbatical Leave Application

Refer to Annual Provost Memo

Mid-Probationary Review Policy

Mid Probationary Review Webpage

Flow

Expected Reviews Form

Due 1st Monday in October

Due Last Friday in May

Mid-Probationary Review Page

Mid-Year Salary Increase Flow Not Applicable Not Applicable

Modified Teaching Duties

Flow Refer to Departmental and College Procedures Set by Faculty Departments and Colleges
Non-Tenure Track Bargaining Unit Reappointment Notification Process (Article IX, Section B-3) Flow

Template Notification Letter June 1st

Template Notification Letter August 1st

June 1st

June 1st with Final Notification Deferred to August 1st

Promotion and Tenure: Tenure Track and Non-Tenure Track Faculty Flow

Expected Cases Form

Dossier Forms

Checklists

P&T Calendar of Dates and Deadlines
Sanctions other than Dismissal for Cause Flow Refer to policy Not Applicable
Tenure Rollback Flow

Transmittal Form

By May 1st of the Fifth Year of the Probationary Period
Track Switch from Non-Tenure to Tenure Track (Treated as New Hire) Flow Transmittal Form Subject to Case by Case Assessment and Nature of Hire Contract
Track Switch from Tenure to Non-Tenure Track Flow Transmittal Form By Second Week in May of Fourth Probationary Year
Unit Executive Officer Fifth Year Reviews Flow N/A N/A

 

Section II: Current Faculty –  Adding or Dropping an Administrative Role

Campus Policy & Procedure/University Statute Process Flow Required
Forms & Letters
Deadlines & Due Dates

Administrative Appointment

Flow

Faculty Hiring Toolkit

Administrative Appointment Job Description Template

Offer Letter Template

Rolling

Unit Executive Officer Appointment (Head, Chair, Director, Associate/Assistant Dean)

Flow

Faculty Hiring Toolkit

Offer Letter Template

Submission Deadlines for Faculty Affairs

 

Section III: Hiring New Faculty/Administrators or Rehiring Retired Faculty

Campus Policy & Procedure/University Statute Process
Flow
RequireForms & Letters Deadlines & Due Dates

Unit Level Tenure-System Offer Process

Unit Level Non-Tenure System Offer Process

Flow

Flow

Timeline

 

N/A

Faculty Hire: Hourly Appointments

Flow

Faculty Hire Standard

N/A

Faculty Hire: Non-Tenure Track – Clinical, Research, Instructors, Lecturers, Adjuncts

Flow

N/A

N/A

Faculty Hire: Q-Appointment Policy I 

Faculty Hire: Q-Appointment Policy II

Flow

Faculty Hiring Toolkit

Offer Letter Template

Submission Deadlines for Faculty Affairs

Faculty Hire: Tenure Track Assistant Professor

Flow

Faculty Hiring Toolkit

Offer Letter Template

Submission Deadlines for Faculty Affairs

Faculty Hire: Tenured Associate or Full Professor

Flow

Faculty Hiring Toolkit

Offer Letter Template

Submission Deadlines for Faculty Affairs

Faculty Search or Waiver Process

Flow

Form Matrix (pg. 4)

Rolling

Moving Expenses

N/A

Not Applicable

Not Applicable

Multi-Year Contracts for Non-Tenured Faculty Flow Template Letter

Special Written Agreement to Accept Terms of a MYC

By July 1 of the Academic Year into which the Faculty will be Hired

Named/Honorary Chairs and Professors Appointment

Flow

Transmittal for Named Appointment Form

Rolling

Partner Accommodation Program

Flow

Transmittal for Request

Not Applicable

Rehiring Retired Faculty

Addendum on Rehiring Retired Faculty

Flow

Proposal for Re-Employment of a
U of I Retiree

Request Form: Retiree Courtesy Appointment

Three Weeks in Advance to the Start of Appointment

*Dead Line-Under Review*

Tenure Code Provision with Initial Partial Term Appointment

Flow

Service Toward Completion of the Probationary Period

Request must be made at the time of the initial Appointment.
See Policy for Details

Under-Represented Faculty Recruitment Program

Flow

Not Applicable

Not Applicable

Section IV: Exiting Faculty

Campus Policy & Procedure/University Statute Process
Flow
Required
Forms & Letters
Deadlines & Due Dates
Dismissal of Non-Tenured Faculty with Multi-Year
Contract
Flow Template & Sample Letters Not Applicable
Emeritus Requests Flow Emeritus/Emerita Status Request Form Rolling
Exempt Leave Report Flow Leave Report Form Not Applicable
Faculty Exit Interviews and Surveys Flow Rolling  

Family and Medical (FMLA) Leaves

Flow

FMLA Leaves At least 30 calendar-days
before date of leave. If not foreseeable 30 days in advance, provide verbal notice within two working days of learning of the need for leave

 

Non-Reappointment of Non-Tenured or Probationary
Faculty Contract

 

Flow

 

Not Applicable

Get 2x year from HR
Newsflash Link to HR Deadline or Update it Once Received – BOT sets this Annually (mid- late Jan and mid-late June)
Separating Faculty Eligible for SURS or Compensable
Leave
Flow Exit Checklist See Policy
Separating Faculty Ineligible for SURS or Compensable
leave
Flow Exit Checklist See Policy
Separation Agreement for Tenured Faculty and
Administrators
Flow Not Applicable No Later than 12 Months from
Effective Date of Agreement
SURS Disability Leave Flow Not Applicable Not Applicable

 

Section V: Additional Resources

Campus Policy & Procedure/University Statute Process Flow Required Forms & Letters
General Terms of Employment for Academic Staff    
Hiring an Undergraduate Student Flow Student Employment Forms
Hiring a Graduate Hourly   Template for Assistantship Letter of Offer /
Notices of Appointment
Minima for Graduate Appointments
Hiring a Graduate Student (Research, Teaching, or
Graduate Assistant)
Flow Template for Assistantship Letter of Offer /
Notices of Appointment
Minima for Graduate Appointments
Leaves (Sick, Vacation, etc.) for Civil Service and Academic Professionals   Annual Vacation and Sick Leave Reporting Form
NESSIE    
Office for Access and Equity    
Office of the Vice Provost for International Affairs    
Office of University Payroll    
Return to Work Limitations for SURS Annuitants    
State University Retirement System (SURS)    
Temporary Guidelines Regarding Appointments Requiring Direct Approval (proposed 05/13/15)    
UIC Human Resources (Civil Service, Academic Professional and Graduate Assistants)    
University of Illinois – Board of Trustees (BOT) Statutes, General Rules, and Bylaws    

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