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 & 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 onto your computer desktop in order to use the E-Signature field. | 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 Procedures | Grievance Form | Not 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) **Download forms locally onto your computer desktop in order to use the E-Signature field. | 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 via Blackboard Due: 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 | Rolling—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 - June 1st, final notification deferred to July 16 | No later than June 1st |
| 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 | Applications are due in OVPFA: Friday, October 25, 2019 |
| Severe Sanctions other than Dismissal for Cause | Refer to Policy | Not Applicable |
| Summer Appointment | Exception for Summer Appointment Form Exception for Summer Appointment Addendum **Download forms locally onto your computer desktop in order to use the E-Signature field. | 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 - COVID-19 | Tenure Rollback Form **Download form locally onto your computer desktop in order to use the E-Signature field. Tenure Rollback COVID-19 Form | By May 1st of the Fifth Year of the Probationary Period Deadlines for Tenure Rollback COVID-19: Faculty in Tenure Year 5 (T5): May 15th, 2020 Faculty in Tenure Year 1-4 (T1-T4): December 15th, 2020 |
| 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 |
Section 2: Current Faculty - Adding or Dropping an Administrative Role
| University Policy & Procedures | Required Forms & Letters | Deadlines & Due Dates |
|---|---|---|
| Administrative Faculty Job Descriptions | Faculty Administrative Job Description Faculty Hiring Toolkit | Rolling |
| Unit Executive Officer Appointment (Head, Chair, Director, Associate/Assistant Dean) | Faculty Hiring Toolkit | Submission Deadlines for Faculty Affairs |
Section 3: Hiring New Faculty/Administrators or Rehiring Retired Faculty
Section 4: 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 Exit Interviews | Rolling | 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 Ineligible 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 |