For Department Administrators
About
SOM Faculty Letter Tracking Spreadsheet
Learn MoreThis page contains information needed to support the success of your faculty. If you have any comments or suggestions for page improvements, please contact SOM Office of Faculty Affairs.
SOM Faculty Letter Tracking Spreadsheet
Learn MoreFrequently Visited Sites
SOM Faculty Offer Letter
Go to WorkflowSOM Consolidated Hiring facilitates the creation of the Offer Letter and collection of electronic signatures for the hiring of all Faculty (Clinical, Research, Instructional) and Professional Research Staff for SOM Depts/HR, UPG/HR, and the MC CSO.
SOM Faculty Offer Letter
Go to WorkflowSOM Rank Review
Go to WorkflowSOM Rank Review is used by Faculty Affairs and UVA HR Recruiting to do a preliminary check on prospective faculty to ensure that they meet our requirements for the rank of associate professor or professor.
SOM Rank Review
Go to WorkflowProcedures
| PROCEDURE | ESTIMATED TIME TO APPROVAL | WHO DOES WORKDAY ENTRY | WHEN ENTERED |
|---|---|---|---|
| For Your Recruiter: Initiate a T&R Faculty Offer For Position Approval: submit an Anaplan request in the SOM Faculty Recruitment model. | 14 days | HR Talent Support | Once signed offer is received and background check is cleared |
| Faculty New Hire Salary Exceeding Benchmark | 1-2 business days | ||
| T&R Faculty Search Best Practice | N/A | Search chair or delegate enters requisition | Upon approval of the search and after initial meeting with the recruiter |
| Rank Review Request Required for all faculty hires and unpaid faculty appointments at the rank of associate or professor. Paid Appointments – submitted by recruiters in the rank review Workflow system before the offer letter is sent out for signatures. Non-Paid Appointments – submitted by Faculty Affairs in the rank review Workflow system before the appointment letter is sent out for signatures. | 1-2 business days | N/A | N/A |
| SOP for Exception to a Search SOM Form - Request for an Exception to a Search | 5-10 business days | Recruitment | Upon hire, following standard hiring process. |
| Physician Workforce Submission Form -- faculty hiring requests are submitted through Anaplan. Please see the model called SOM Faculty Recruitment. Research or Instructional Faculty Submission Form Only Clinical Fellows Request Form | 2 weeks | Search chair or delegate enters requisition | Upon approval of the search and after initial meeting with the recruiter |
| On Grounds Per Diem UPG Clinicians - New Hires Off Grounds Per Diem Departmental - New Hires T&R Clinicians Retire-Resign and Rehire Per Diem Per Diem Cheat Sheet - Processes for UPG Variable Paid Appointments | 2 business days - Faculty Affairs approves the appointment letter for per diem clinicians practicing on Grounds | UPG enters physician information into Workday UVA Talent Support enters academic appointment into Workday | Upon receipt of signed documents |
| PROCEDURE | ESTIMATED TIME TO APPROVAL | WHO DOES WORKDAY ENTRY | WHEN ENTERED |
|---|---|---|---|
| Faculty Merit | See Merit Timeline | T&R Faculty merit increases will be uploaded from the Faculty Merit Tool. A&P Faculty will be entered directly in Workday. | Upload will begin in early August to meet the payroll deadline for a July 25 effective date. |
| Annual Incentives | See annual incentives timeline | Upload | For October 1 and November 1 payout annually |
| OOC Compensation SOM Request Form - OOC Comp Increase for T&R Faculty SOM Request Form - OOC Comp Increase for A&P Faculty | 5 business days | Department - Workday Compensation Quick Reference Guide | Department enters via Workday after UVA Health and provost approval. |
| PROCEDURE | ESTIMATED TIME TO APPROVAL | WHO DOES WORKDAY ENTRY | WHEN ENTERED |
|---|---|---|---|
| Change in Hours | 2-3 business days | Department | Upon receipt of signed letter |
| Faculty Paid Parental Leave | 2-3 business days | HR Leave and Benefits | Upon receipt of signed letter |
| Faculty Short Term Disability | Depends on vendor review | HR Leave and Benefits | Upon receipt of vendor approved STD |
| PROCEDURE | ESTIMATED TIME TO APPROVAL | WHO DOES WORKDAY ENTRY | WHEN ENTERED |
|---|---|---|---|
| Faculty Letter Process | 10-15 business days from submission of letter to entry into Workday | Depends on the letter - please see letters section of this web page | Depends on the letter - please see letters section of this web page |
Please see the Faculty Affairs Personnel Actions page for:
| HR Talent Support | HR Talent Support enters in Workday upon receipt of the executed letter in DocuSign or the BOV docket. |
| PROCEDURE | ESTIMATED TIME TO APPROVAL | WHO DOES WORKDAY ENTRY | WHEN ENTERED |
|---|---|---|---|
| T&R Clinicians - Retire-Resign then Rehire Variable Paid | |||
| Emeritus Rank Request | HR Talent Support | HR Talent Support enters appointments in Workday from the BOV docket. | |
| Notice of Non-Reappointment *Please consult UVA Employee Relations, your HR business partner, or Faculty Affairs | Depends on situation | Department | Keyed typically 3-6 months prior to separation date |
| Lack of Funding *Please consult UVA Employee Relations, your HR business partner, or Faculty Affairs | Depends on situation | Department | Keyed typically 3-6 months prior to separation date |
Faculty Affairs Letters
| LETTER TYPE | PREPARES | REVIEWS | SENDS | WORKDAY ENTRY | WHEN ENTERED |
|---|---|---|---|
| Reappointment TI | Department prepares; Faculty Affairs reviews & sends | HR Talent Support | HR Talent Support enters in Workday upon receipt of the executed letter in DocuSign. |
| Reappointment TE | Department prepares; Faculty Affairs reviews & sends | HR Talent Support | HR Talent Support enters in Workday upon receipt of the executed letter in DocuSign. |
| Courtesy Original Appointment | Department prepares; Faculty Affairs reviews & sends | HR Talent Support | HR Talent Support enters in Workday upon receipt of the executed letter in DocuSign. |
| Courtesy Reappointment | Department prepares; Faculty Affairs reviews & sends | HR Talent Support | HR Talent Support enters in Workday upon receipt of the executed letter in DocuSign. |
| Change in Hours TI (Tenure eligible and tenured faculty may not work less than full time) | Department prepares; Faculty Affairs reviews & sends letter and SOC or new UPG contract. | Department | Department enters in Workday upon receiving the executed letter via DocuSign, attaching the executed letter. Must be entered and approved before the appropriate payroll period. Entries should ideally be entered no later than one week before the payroll deadline to ensure that all approvals are obtained. |
| Leave with Partial Pay (LWPP) LWPP - Phased Retirement Letter Phased Retirement Addendum | Department prepares with faculty member; Faculty Affairs reviews & sends letter and SOC. | HR Leave and Benefits keys the leave and compensation change. For phased retirement, department keys the retirement action. | HR Leave and Benefits enters in Workday upon receipt of the executed letter via DocuSign. For phased retirements, department keys retirement typically 3-6 months prior to separation date, attaching the resignation ad acceptance. Please ensure that you meet the required BOV docket entry dates. |
| Paid Parental Leave | Department prepares; Faculty Affairs reviews & sends | HR Leave and Benefits | HR Leave and Benefits enters in Workday upon receipt of the executed letter via Docusign. |
| Retirement | Faculty Member | Department | Upon receipt of signed and accepted resignation/retirement letter. Keyed typically 3-6 months prior to separation date, attaching the resignation ad acceptance. Please ensure that you meet the required BOV docket entry dates. |
| Administrative Appointment Administrative Reappointment | Department prepares, reviews, and sends. Faculty Affairs ONLY reviews & sends documents for administrative appointments that report to a Senior Associate Dean or are paid with Dean's Office funds. | HR Talent Support enters admin appointment and admin supplement field for dual clinicians; Department enters compensation change. | HR Talent Support enters in Workday upon receipt of the executed letter via DocuSign. Department enters in Workday upon receiving the executed letter via DocuSign, attaching the executed letter. Must be entered and approved before the appropriate payroll period. Entries should ideally be entered no later than one week before the payroll deadline to ensure that all approvals are obtained. |
| UPG Amendment to Exhibit A - Part Time Employment Agreement Schedule of Compensation and Benefits UPG Amendment - Schedule of Compensation & Benefits for Standard 1A Employment Agreement | Department | Faculty Affairs | Faculty Affairs | Depends on type of transaction | |
| Retention - Available from Office of Faculty Affairs upon request | Department | Faculty Affairs | Faculty Affairs | Department enters any compensation (base, supp, incentive/bonus) | Department enters in Workday upon receiving the executed letter via DocuSign, attaching the executed letter. Must be entered and approved before the appropriate payroll period. Entries should ideally be entered no later than one week before the payroll deadline to ensure that all approvals are obtained. |
| Phased Retirement - Available from Office of Faculty Affairs upon request | |||
| Notice of Non-Reappointment TI - Available from your business partner or ER consultant | Department | BP or ER Consultant | Faculty Affairs | Department | Department enters termination in Workday, attaching the executed letter. Must be entered and approved before the appropriate payroll period. Entries should ideally be entered no later than one week before the payroll deadline to ensure that all approvals are obtained. |
| Notice of Non-Reappointment TE - Available from your business partner or ER consultant | Department | BP or ER Consultant | Faculty Affairs | Department | Department enters termination in Workday, attaching the executed letter. Must be entered and approved before the appropriate payroll period. Entries should ideally be entered no later than one week before the payroll deadline to ensure that all approvals are obtained. |
| Lack of Funding (RF-I, RF-S) - Available from your business partner or ER consultant | Department | BP or ER Consultant | Faculty Affairs | Department | Department enters termination in Workday, attaching the executed letter. Must be entered and approved before the appropriate payroll period. Entries should ideally be entered no later than one week before the payroll deadline to ensure that all approvals are obtained. |
| LETTER TYPE | PREPARES | REVIEWS | SENDS | WORKDAY ENTRY | WHEN ENTERED |
|---|---|---|---|
| *Original Unpaid Appointment (IF - RF-S) Unpaid Faculty Reappointment (All Eligible Tracks) | Department | Faculty Affairs | Faculty Affairs | HR Talent Support | HR Talent Support enters in Workday upon successful completion of background checks and required screenings. |
| Original Unpaid Appointment (CF only) - Per Diem UPG Per Diem Intake Form Unpaid Faculty Reappointment (All Eligible Tracks) | Department | Faculty Affairs | UPG Recruiter or Faculty Affairs | HR Talent Support | HR Talent Support enters in Workday upon successful completion of background checks and required screenings. |
| *Original Visiting Appointment Visiting Faculty Reappointment *Visiting Scholar Appointment | Department | Faculty Affairs | Faculty Affairs | HR Talent Support | HR Talent Support enters in Workday upon successful completion of background checks and required screenings. |
| *Original Preceptor Preceptor Reappointment | Department | Faculty Affairs | Faculty Affairs | HR Talent Support | HR Talent Support enters in Workday upon receipt of the executed letter via DocuSign. |
* Sponsored Accounts and Unpaid/Visiting Appointments
This appointment type requires a sponsored account because these faculty are not UVA or UPG employees. A sponsored account is NOT REQUIRED for per diem faculty because they are employed by UPG.
Process Overview for New Appointments
- The department sends the appointment letter and CV to Faculty Affairs (FA).
- FA sends out the appointment letter in DocuSign, copying Ask HR (Talent Support).
- After the letter is executed, the department submits a new sponsored account request.
- If access to health system resources is needed, then an account should be requested through HIT.
- If access to academic resources is needed, then an account should be requested through ITS.
- When HR has the signed letter and sees the active sponsored account, they initiate a background check through Fischer. A health screening may also be required through UVA Workmed. Please see the Health System policy, Occupational Health Screening and Maintenance.
- After the background check and health screenings are complete, HR creates a Workday profile for the faculty member, keys in the academic appointment, and uploads the appointment letter into Workday.
IMPORTANT: Reappointments and sponsored account renewals are separate processes. The sponsored account must be renewed by the department every year, even if the appointment spans three years. Faculty will be deactivated in Workday if they have an expired sponsored account regardless of the appointment term.
| LETTER TYPE | PREPARES | REVIEWS | SENDS | WORKDAY ENTRY | WHEN ENTERED |
|---|---|---|---|
| Faculty Internal Overload Form | Department | Faculty Affairs | Faculty Affairs | Home department of faculty member | Department enters in Workday, attaching the executed letter. Must be entered and approved before the appropriate payroll period. Entries should ideally be entered no later than one week before the payroll deadline to ensure that all approvals are obtained. |
| Original Faculty Wage Appointment (RF, IF) COMING SOON! | Please discuss with Office of Faculty Affairs well before work begins. | Department | Department enters in Workday, attaching the executed letter. Must be entered and approved before the appropriate payroll period. Entries should ideally be entered no later than one week before the payroll deadline to ensure that all approvals are obtained. |
| LETTER TYPE | PREPARES | REVIEWS | SENDS | WORKDAY ENTRY | WHEN ENTERED |
|---|---|---|---|
| Reappointment | Department | Faculty Affairs | Faculty Affairs | HR Talent Support | HR Talent Support enters in Workday upon receipt of the executed letter via DocuSign. |