Webguide To Policies & Procedures

Faculty Handbook

Current Faculty

University Policy & Procedures	Required Forms and/or Letters	Deadlines and Due Dates
Annual Evaluation of Faculty	Inquire with Faculty Unit and/or College	Set by Faculty Unit and/or College
Compensation for Services Beyond Full-Time (Overcompensation)	Compensation for Services Beyond Full-Time Form **Download form locally to your computer in order to use the fillable fields.	At least 3 Weeks Prior to Start of Service Date
Distinguished Professor Appointment	Not Applicable	Not Applicable
Educational Leave	Not Applicable	At least by First of the Final Month Preceding the Leave
Evaluation of Ability to Work	Refer to policy	Not Applicable
Fitness for Duty Evaluation	Inquire with Responsible Unit: UIC Human Resources	Inquire with Responsible Unit: UIC Human Resources
Grievance Policy	Grievance Form	Not Applicable
Instructional Faculty Qualifications (IFQ)	IFQ FormBuilder IFQ Process Flow and Job Aide IFQ Policy Standards IFQ Policy Templates IFQ Sample Form IFQ Criteria & Evaluation for Instructional Faculty Form	IFQ Tested Experience Annual Report – No Later than August 15th of each Academic Year
Leave of Absence Without Pay (Personal)	Service Toward Completion of the Probationary Period Form (as applicable) **Download form locally to your computer in order to use the fillable fields.	Request must be made at the time of the initial appointment. See policy for details
Mentoring Program for Faculty	Not Applicable	Not Applicable
Mid Probationary Review (MPR) (Tenure-Track Faculty) Mid-Probationary Reviews Webpage	MPR Required Materials	Expected Faculty Reviews Due: First Monday of October MPRs Due via Box: Second-to-Last Friday in May
Mid-Year Salary Increase	Refer to Procedures	Refer to Policy
Modified Teaching Duties	Refer to Unit and College Procedures	Set by Faculty Unit and/or Colleges
Named Chairs and Professors Appointment	Named Chairs Professors Form **Download form locally to your computer in order to use the fillable fields.	Rolling—Based on Packet Submission and Approval
Non-Tenure Track Bargaining Unit Reappointment Notification Process (Article IX, Section B.2-B.3)	1) Notification Letter Template - May 15 (<10 years) 2) Notification Letter Template - May 15, final notification deferred to July 16 (<10 years) 3) New Notification Letter Template - August 15 (10 years or more)	No later than May 15 for #1 & #2 No later than August 15 for #3
Online Course Materials - Interim Policy for Fall 2020	N/A	N/A
Promotion and Tenure (P&T): Tenure Track and Non-Tenure Track Faculty	P&T Required Materials	P&T Calendar of Dates and Deadlines
Sabbatical Leaves	Sabbatical Leave Application	The application period for each academic year will open in mid-August. Applications will close the 3rd Friday of October each year.
Severe Sanctions Other than Dismissal for Cause Policy Procedures for Implementation of Severe Sanctions	Refer to Procedures for Implementation	Not Applicable
Summer Appointment	Request for Exception to the Limit on Summer Appointment Form Summer Exception Process Map Summer Exception Form Job Aid	2 Weeks Prior to Appointment Start Date
Teaching Evaluation of Faculty Teaching Evaluation Special Amendment	Inquire with Faculty Unit and/or College	Course Evaluation Timeline
Tenure Hold (Approved)	Approved Tenure Hold Form	Submit in the same Academic Year in which the Event Occurred
Tenure Hold (Automatic)	Automatic Tenure Hold Form	No Later than 3 Months after the Birth of a Child
Tenure Rollback	Tenure Rollback Form **Download form locally to your computer in order to use the fillable fields.	By May 1st of the Fifth Year of the Probationary Period
Track Switch from Non-Tenure Track to Tenure Track (Treated as New Hire)	Faculty Hiring Toolkit	Subject to Case by Case Assessment and Nature of Hire Contract
Track Switch from Tenure Track to Non-Tenure Track	Refer to Policy	By Second Week in May of Fourth Probationary Year
Tuition Waivers for Employees and Children of Employees	Inquire with Responsible Unit: UIC Human Resources	Submit before the Last Day of Instruction of Semester. Rolling Dates - Inquire with Responsible UIC HR Details.
Review of Unit Executive Officers	Refer to Policy	Refer to Policy
W-Agreement (Special Written Agreement for College of Medicine Faculty)	W-Agreement Form	At least 3 Weeks Prior to Start of W-Agreement

Adding or Dropping an Administrative Role

University Policy & Procedures	Required Forms & Letters	Deadlines & Due Dates
Administrative Faculty Job Descriptions	JDXpert - Job Description Form Faculty Hiring Toolkit	Rolling
Unit Executive Officer Appointment (Head, Chair, Director, Associate/Assistant Dean)	Faculty Hiring Toolkit Offer Letter Template	Submission Deadlines for Faculty Affairs

Hiring New Faculty/Administrators or Rehiring Retired Faculty

University Policy & Procedures	Required Forms & Letters	Deadlines & Due Dates
Employment of Non-Native English Speaking Faculty	Certification of Oral English Proficiency Form	Submit with Faculty Hiring Documents and Process
Faculty Hire: Hourly Faculty	Hourly Faculty Job Description Template	Inquire with Hiring Unit and/or College
Faculty Hire: Non-Tenure - Clinical, Research, Instructors, Lecturers, Adjuncts **Guidance on Teaching Modifier	Inquire with Hiring Unit and/or College	Inquire with Hiring Unit and/or College
Faculty Hire: Q-Appointment	Faculty Hiring Toolkit Offer Letter Templates	Submission Deadlines for Faculty Affairs
Faculty Hire: Tenure System - Assistant Professor	Faculty Hiring Toolkit Offer Letter Templates	Submission Deadlines for Faculty Affairs
Faculty Hire: Tenured Associate or Full Professor	Faculty Hiring Toolkit Offer Letter Templates	Submission Deadlines for Faculty Affairs
Faculty Search or Waiver Process	Inquire with Responsible Unit: Office for Access & Equity	Inquire with Responsible Unit: Office for Access & Equity
Moving Expenses/Reimbursements for Faculty and Administrators	Inquire with Responsible Unit: Office of Business and Financial Services (OBFS)	Inquire with Responsible Unit: Office of Business and Financial Services (OBFS)
Multi-Year Contracts for Non-Tenured Faculty	Special Written Agreement to Accept Terms of MYC Form	No later than July 18, 2025
Named Chairs or Professors Appointment	Named Chairs/Professors Form	Rolling
Partner Accommodation Program	Partner Accommodation Form	Not Applicable
Re-Hiring Retired Faculty Additional Resources for Re-Hiring Retired Faculty	Proposal for Re-Employment of a SURS Employee Retiree IMPORTANT: AITS is transitioning this request form to a new authentication method. Please do not initiate any new requests between 6/20/24 and 6/25/24 as any in progress transactions started but not completed will need to be resubmitted: Request Form for Retiree Courtesy Appointment for Faculty Faculty Courtesy Retire Rehire Form Job Aid	Received in Faculty Affairs at least Three Weeks Prior to the Proposed Start Date of the Appointment
Tenure Code Provision with Initial Partial Term Appointment	Service Toward Completion of the Probationary Period Form **Download form locally to your computer in order to use the fillable fields.	Request must be made at the time of the initial appointment. See policy for details

Exiting Faculty

University Policy and Procedures	Required Form and/or Letters	Deadlines and Due Dates
Disability Leaves	Not Applicable	Not Applicable
Emeritus/Emerita Status Request	Emeritus/Emerita Status Request Form	Rolling
Faculty Retention and Exit Surveys	Details will be shared by OVPFA Faculty Reviews Team, facultyreviews@uic.edu	Not Applicable
Family and Medical Leaves (FMLA)	Inquire with Responsible Unit: UI System Human Resources	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-Tenure or Probationary Faculty	Not Applicable	BOT sets this Annually (mid-late Jan. and mid-late June)
Separating Faculty Eligible for SURS or Compensable Leave	Exit Checklist	See Policy
Separating Faculty Eligible for SURS or Compensable Leave	Exit Checklist	See Policy
Separation Agreement for Tenured Faculty and Administrators	Not Applicable	No Later than 12 Months from Effective Date of Agreement

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Office of the Vice Provost for Faculty Affairs

Webguide To Policies & Procedures

Faculty Handbook

Current Faculty

Adding or Dropping an Administrative Role

Hiring New Faculty/Administrators or Rehiring Retired Faculty

Exiting Faculty

Office of the Vice Provost for Faculty Affairs (OVPFA)