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Policy: Extending Offers of Employment to Faculty in Academic Areas 


Date: 10/29/09 Policy ID: PROV-006 Status: Final

Policy Type: Executive Vice President & Provost
   
Contact Office: Executive Vice President and Provost (Office of the)
   
Oversight Executive: Executive Vice President and Provost
   
Applies To: Hiring of faculty in the academic areas of the University.
   
Table of Contents: 
   
Reason for Policy: 

Establishes guidelines governing offers of employment to prospective members of the faculty in academic areas.

   
Policy Summary: 
   
Definition of Terms in Statement: 

Academic Areas: Schools and units reporting to the executive vice president and provost.

Academic Employment: All faculty positions classified as academic, including tenured and tenure-track faculty members, as well as non-tenure-track faculty engaged primarily in teaching or research activities.

Conditional Offer: An offer of employment that has been approved by a designated hiring official as compliant with all relevant University policies and procedures but that has not yet been approved by the executive vice president and provost, the president, or the Board of Visitors.

Designated Hiring Official: An individual who is authorized to extend a conditional offer of employment to faculty members on behalf of the University.

   
Policy Statement: 

An offer of employment in the academic areas of the University represents the culmination of the hiring process.  In most cases, a conditional offer letter is the means of offering a faculty appointment to a candidate. The terms of employment must be determined and a conditional offer letter issued to the candidate by a designated hiring official.  Only designated hiring officials may extend a written offer of employment. An offer issued by anyone other than a designated hiring official is not valid.

Designated hiring officials include:  the president, the executive vice president and provost, the academic deans of the University’s schools, and the University librarian. Hiring authority may be delegated in writing by one of these individuals with approval of the president or the executive vice president and provost.

All offers of faculty employment in the academic areas of the University are conditional until approved by the executive vice president and provost, the president, or the Board of Visitors, as required.

Offer letters should be generated using the University’s offer letter template (see Procedures below). Offers that deviate from the required template must be reviewed and approved by the executive vice president and provost. Verbal offers of academic employment are not considered binding; all offers of academic employment must be extended in writing by a designated hiring official and accepted in writing by the faculty candidate to be considered binding. A candidate may not start work until the offer letter has been signed and returned to the designated hiring official by the candidate.
   
Procedures: 

Once a decision has been made to extend an offer of faculty employment, the designated hiring official generates an offer letter using the University’s offer letter template.

   
Related Information: 

Conditional Offer Letter Web Form
Office of Equal Opportunity Programs Hiring Process
Provost’s Faculty Search Committee Tutorial

   
Policy Background: 
   
Major Category: Executive Vice President & Provost Policies
   
Category Cross Reference: 
   
   
Process: 
   
Next Scheduled Review: 10/29/12
   
Approved By, Date: Executive Vice President and Provost, 10/29/09
   
Revision History: This is the first version of this policy.
   
Supersedes (previous policy):