WebGuide to Policies and Procedures

Faculty Affairs Policy Infrastructure: Development to Enactment

For questions, concerns, or more information please contact facultyaffairs@uic.edu

Section 1: Current Faculty

University Policy & ProceduresRequired Forms and/or LettersDeadlines and Due Dates
Annual Evaluation of FacultyInquire with Faculty Unit and/or CollegeSet by Faculty Unit and/or College
Compensation for Services Beyond Full-Time (Overcompensation)Compensation for Services Beyond Full-Time FormAt least 3 Weeks Prior to Start of Service Date
Distinguished Professor AppointmentNot ApplicableNot Applicable
Educational LeaveNot ApplicableAt least by First of the Final Month Preceding the Leave
Evaluation of Ability to WorkRefer to policyNot Applicable
Fitness for Duty EvaluationInquire with Responsible Unit:
UIC Human Resources
Inquire with Responsible Unit:
UIC Human Resources
Grievance ProceduresGrievance FormNot Applicable
Instructional Faculty Qualifications (IFQ)IFQ Form

IFQ Criteria & Evaluation for Instructional Faculty Form
IFQ Certification – 5/30/19

IFQ Procedures – 5/30/19

IFQ Tested Experience Annual Report – By 8/15/19
Leave of Absence Without Pay (Personal)Service Toward Completion of the Probationary Period Form (as applicable)Request must be made at the time of the initial appointment.
See policy for details
Mentoring Program for FacultyNot ApplicableNot Applicable
Mid Probationary Review (MPR) (Tenure-Track Faculty)

Mid-Probationary Reviews Webpage
MPR Required MaterialsExpected Faculty Reviews Due: First Monday of October

MPRs via Blackboard Due: Second-to-Last Friday in May
Mid-Year Salary IncreaseRefer to ProceduresRefer to Policy
Modified Teaching DutiesRefer to Unit and College ProceduresSet by Faculty Unit and/or Colleges
Named Chairs and Professors AppointmentNamed Chairs Professors FormRolling—Based on Packet Submission and Approval
Non-Tenure Track Bargaining Unit Reappointment Notification Process (Article IX, Section B-3)Notification Letter Template - June 1

Notification Letter Template - July 16
June 1st with Final Notification Deferred to August 1st
Promotion and Tenure (P&T): Tenure Track and Non-Tenure Track FacultyP&T Required MaterialsP&T Calendar of Dates and Deadlines
Sabbatical LeavesSabbatical Leave ApplicationApplications are due in OVPFA:
Friday, October 25, 2019
Severe Sanctions other than Dismissal for CauseRefer to PolicyNot Applicable
Summer AppointmentException for Summer Appointment Form

Exception for Summer Appointment Addendum
2 Weeks Prior to Appointment Start Date
Teaching Evaluation of FacultyInquire with Faculty Unit and/or CollegeCourse Evaluation Timeline
Tenure Hold (Approved)Approved Tenure Hold FormSubmit in the same Academic Year in which the Event Occurred
Tenure Hold (Automatic)Automatic Tenure Hold FormNo Later than 3 Months after the Birth of a Child
Tenure RollbackTenure Rollback FormBy 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 ToolkitSubject to Case by Case Assessment and Nature of Hire Contract
Track Switch from Tenure Track to Non-Tenure TrackRefer to PolicyBy Second Week in May of Fourth Probationary Year
Tuition Waivers for Employees and Children of EmployeesInquire 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 OfficersRefer to PolicyRefer to Policy
W-Agreement (Special Written Agreement for College of Medicine Faculty)W-Agreement FormAt least 3 Weeks Prior to Start of W-Agreement

Section 2: Current Faculty - Adding or Dropping an Administrative Role

University Policy & ProceduresRequired Forms & LettersDeadlines & Due Dates
Administrative Faculty Job DescriptionsFaculty Administrative Job Description

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

Section 3: Hiring New Faculty/Administrators or Rehiring Retired Faculty

University Policy & ProceduresRequired Forms & LettersDeadlines & Due Dates
Employment of Non-Native English Speaking FacultyCertification of Oral English Proficiency FormSubmit with Faculty Hiring Documents and Process
Faculty Hire: Hourly Faculty AppointmentFaculty Hire StandardInquire with Hiring Unit and/or College
Faculty Hire: Non-Tenure – Clinical, Research, Instructors, Lecturers, AdjunctsInquire with Hiring Unit and/or CollegeInquire with Hiring Unit and/or College
Faculty Hire: Q-Appointment Policy

Faculty Hiring Toolkit

Offer Letter Template
Submission Deadlines for Faculty Affairs
Faculty Hire: Tenure System Assistant ProfessorFaculty Hiring Toolkit

Offer Letter Template
Submission Deadlines for Faculty Affairs
Faculty Hire: Tenured Associate or Full ProfessorFaculty Hiring Toolkit

Offer Letter Template
Submission Deadlines for Faculty Affairs
Faculty Search or Waiver ProcessInquire with Responsible Unit:
Office for Access and Equity
Inquire with Responsible Unit:
Office for Access and Equity (OAE)
Moving Expenses/Reimbursements for Faculty and AdministratorsInquire 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 FacultyOffer Letter Template

Special Written Agreement to Accept Terms of MYC
By July 1 of the Academic Year into which the Faculty will be Hired
Named Chairs and Professors AppointmentNamed Chairs Professors FormRolling
Partner Accommodation ProgramPartner Accommodation FormNot Applicable
Re-Hiring Retired Faculty

Addendum on Rehiring Retired Faculty
Proposal for Re-Employment of a SURS Employey Retiree

Request Form for Retiree Courtesy Appointment for Faculty
Three Weeks in Advance to the Start of Appointment *Dead Line-Under Review*
Tenure Code Provision with Initial Partial Term AppointmentService Toward Completion of the Probationary Period FormRequest must be made at the time of the initial appointment.
See policy for details
Under-Represented Faculty Recruitment Program (UFRP)Not ApplicableNot Applicable

Section 4: Exiting Faculty

University Policy and Procedures Required Form and/or LettersDeadlines and Due Dates
Disability LeavesNot ApplicableNot Applicable
Emeritus/Emerita Status RequestEmeritus/Emerita Status Request FormRolling
Faculty Exit InterviewsRollingNot 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

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
Exit ChecklistSee Policy
Separating Faculty Ineligible for SURS or Compensable
leave
Exit ChecklistSee Policy
Separation Agreement for Tenured Faculty and
Administrators
Not ApplicableNo Later than 12 Months from

Effective Date of Agreement

Section 5: Additional Resources

University Policy and ProcedureRequired Forms and/or Letters
General Terms of Employment for Academic Staff
Hiring Graduate StudentsInquire with the Responsible Unit:
UIC Human Resources
Hiring Undergraduate StudentsInquire with the Responsible Unit:
UIC Student Employment
Leaves (Sick, Vacation, etc.) for Civil Service and Academic ProfessionalsAnnual Vacation and Sick Leave Reporting Form
NESSIE
Office for Access and Equity
Office of the Vice Provost for Global Engagement
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