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SOM Faculty Letter Tracking Spreadsheet

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This page contains information needed to support the success of your faculty. If you have any comments or suggestions for page improvements, please contact SOM Faculty Affairs.

SOM Faculty Letter Tracking Spreadsheet

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Frequently Visited Sites

SOM Faculty Offer Letter

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SOM 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

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SOM Rank Review

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SOM 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

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Overview

Appointment Overview

Procedures & Templates

Hiring/Retention

Process	SOP	Template/Form	Example	Estimated Time to Approval	Additional Details
Faculty Offer Letter Terms Sheet		Faculty Hire Terms Sheet	N/A	14 business days	Faculty Search Best Practices HR Talent Support enters into Workday once the offer letter is signed and the background check is cleared
Submit Anaplan Request for Position Approval			Contact Anaplan team for assistance	Variable	Fixed compensation = base salary Total compensation = fixed compensation + administrative supplements, incentives, etc.
Rank Review	Rank Review SOP	Visit Rank Review	Contact Workflow Team for assistance	1-2 business days
Faculty New Hire Salary Exceeding Benchmark	COMING SOON	Request Comp for over AAMC Benchmark Form	COMING SOON	1-2 business days
Exception to a Search (non-Fellow)	COMING SOON	Exception to a Search Form	COMING SOON	5-10 business days	Recruitment keys into Workday upon hire, following standard hiring process
Exception to a Search: Clinical Fellows	COMING SOON	Hiring Exception Request Form - Clinical Fellows	COMING SOON	5-10 business days
Physician Workforce Submission Form		Visit Anaplan to submit	Contact Anaplan team for assistance	10 business days	Search Chair or delegate enters requisition upon approval of the search after the initial meeting with the recruiter
Retention Letter	Faculty Letters SOP	Retention Letter Template	COMING SOON	5 business days	If changing compensation, this must be paired with an OOC request. Sent by department after Faculty Affairs approval.

Total Compensation

Process	SOP	Template/Form	Example	Estimated Time to Approval	Additional Details
Faculty Merit	COMING SOON	N/A	N/A	See Merit Timeline (COMING SOON)	Faculty merit increases will be uploaded from the Faculty Merit Tool. Upload will begin early August to meet the payroll deadline for a July 25 effective date.
Annual Incentives	COMING SOON	N/A	N/A	See Annual Incentives Timeline (COMING SOON)	Uploaded to Workday by HR for October 1 and November 1 payout annually.
Mid-Year Incentives	COMING SOON	N/A	N/A	See Mid-Year Incentives Timeline (COMING SOON)	Uploaded to Workday by HR for April 1 payout annually.
OOC Compensation Request	OOC Compensation Request SOP	OOC Compensation Request Form	COMING SOON	5 business days	Department enters via Workday after Faculty Affairs, UVA Health, and Provost Approval. OOC Request Form Job Aid
Request for Faculty Bonus of Less than $10,000	COMING SOON	Bonus Request Less than $10k Form	COMING SOON	5 business days	Department enters into Workday upon receiving approval from Faculty Affairs.
Request for Faculty Bonus of $10,000 or More	COMING SOON	Bonus Request $10k or More	COMING SOON	5 business days	Department enters into Workday upon receiving approval from Faculty Affairs.

Leaves and Change in Hours

Process	SOP	Template/Form	Example	Estimated Time to Approval	Additional Details
Change in Hours - TI Only	Faculty Letters SOP	Change in Hours Template	COMING SOON	2-3 business days	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.
Faculty Paid Parental Leave	PPL SOP	PPL Letter Templates	COMING SOON	2-3 business days	HR Leave enters into Workday upon receipt of signed letter
Faculty Short Term Disability	ST Disability Guidance	Contact HR Leave Team	COMING SOON	2-3 business days	HR Leave enters into Workday upon receipt of signed letter
Leave with Partial Pay / Leave Without Pay	Faculty Letters SOP	LWPP or LWOP Template	COMING SOON	2-3 business days	HR Leave and Benefits enters in Workday upon receipt of the executed letter via DocuSign.
Phased Retirement	Faculty Letters SOP	Phased Retirement Template	COMING SOON	2-3 business days	HR Leave enters the phased retirement upon receipt of executed letter via DocuSign. Department keys retirement typically 3-6 months prior to separation date, attaching the resignation and acceptance. Please ensure that you meet the required BOV docket entry dates.
Phased Retirement Addendum	Faculty Letters SOP	Phased Retirement Addendum Template	COMING SOON	2-3 business days	HR Leave enters the phased retirement addendum upon receipt of executed letter via DocuSign.

Exits

Process	SOP	Template/Form	Example	Estimated Time to Approval	Additional Details
Retire then Rehire	Retire then Rehire SOP	Unpaid Faculty CF Per Diem Appointment Letter Template	COMING SOON	5 business days	UPG will provide the UPG Contract documents.
Notice of Non-Renewal	Contact HR	Contact HR	Contact HR	Variable	Keyed typically 3-6 months prior to separation date. *Please consult UVA Employee Relations, your HR business partner, or Faculty Affairs
Lack of Funding	Contact HR	Contact HR	Contact HR	Variable	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.
Retirement	COMING SOON	Retirement Letter Template	COMING SOON	Variable	Department keys into Workday 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.

Per Diem

Process	SOP	Template/Form	Example	Estimated Time to Approval	Additional Details
Retire then Rehire	Retire then Rehire SOP	Unpaid Faculty CF Per Diem Appointment Letter Template	COMING SOON	5 business days	UPG will provide the UPG Contract documents.
On Grounds Per Diem UPG	On-Grounds Per Diem SOP	Contact UPG	Contact UPG		UPG enters physician information into Workday UVA Talent Support enters academic appointment into Workday
Off Grounds Per Diem UPG	Off-Grounds Per Diem SOP	Contact UPG	Contact UPG		UPG enters physician information into Workday UVA Talent Support enters academic appointment into Workday
Original Unpaid Appointment *CF Only) Per Diem	Faculty Letters SOP	Unpaid Faculty CF Per Diem Appointment Letter Template	COMING SOON	5 business days	UPG will provide the UPG Contract documents.
UPG Per Diem Intake Form	Contact UPG	New Hire Per Diem Intake Form	Contact UPG
UPG Amendment to Exhibit A	Contact UPG	Amendment to Exhibit A Template	Contact UPG
UPG Schedule of Compensation	Contact UPG	UPG SOC Template	Contact UPG

T&R Reappointments and Courtesy Letters

Process	SOP	Template/Form	Example	Estimated Time to Approval	Additional Details
Reappointment TI	Faculty Letters SOP	TI Reappointment Letter Template	TI Reappointment Letter EXAMPLE	5 business days	HR Talent Support enters in Workday upon receipt of the executed letter in DocuSign.
Reappointment TE	Faculty Letters SOP	TE Reappointment Letter Template	TE Reappointment Letter EXAMPLE	5 business days	HR Talent Support enters in Workday upon receipt of the executed letter in DocuSign.
Courtesy Original Appointment	Faculty Letters SOP	Courtesy Appointment Letter Template	Courtesy Appointment Letter EXAMPLE	5 business days	HR Talent Support enters in Workday upon receipt of the executed letter in DocuSign.
Courtesy Reappointment	Faculty Letters SOP	Courtesy Reappointment Letter Template	Courtesy Reappointment Letter EXAMPLE	5 business days	HR Talent Support enters in Workday upon receipt of the executed letter in DocuSign.

Administrative Appointments

Process	SOP	Template/Form	Example	Estimated Time to Approval	Additional Details
Administrative Appointment	COMING SOON	Administrative Appointment Letter Template	Administrative Appointment Letter EXAMPLE	5 business days	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.
Administrative Reappointment	COMING SOON	Administrative Reappointment Letter Template	Administrative Reappointment Letter EXAMPLE	5 business days	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.
Ending Administrative Appointment	COMING SOON	Ending Administrative Appointment Letter Template	Ending Administrative Appointment EXAMPLE	5 business days	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.

Visiting and Unpaid Appointments

Process	SOP	Template/Form	Example	Estimated Time to Approval	Additional Details
Original Unpaid Appointment (IF, RF-S)	Faculty Letters SOP	Original Unpaid Appointment (IF, RF-S) Letter Template	Unpaid Faculty (IF, RF-S) Appointment Letter EXAMPLE	5 business days	HR Talent Support enters in Workday upon successful completion of background checks and required screenings.
Unpaid Faculty Reappointment (All Eligible Tracks)	Faculty Letters SOP	Unpaid Faculty Reappointment Letter Template	Unpaid Faculty Reappointment Letter EXAMPLE	5 business days	HR Talent Support enters in Workday upon successful completion of background checks and required screenings.
Original Visiting Faculty Appointment	Faculty Letters SOP	Visiting Faculty Appointment Letter Template	Visiting Appointment Letter EXAMPLE	5 business days	HR Talent Support enters in Workday upon successful completion of background checks and required screenings.
Visiting Faculty Reappointment	Faculty Letters SOP	Visiting Faculty Reappointment Letter Template	Visiting Faculty Reappointment ESAMPLE	5 business days	HR Talent Support enters in Workday upon successful completion of background checks and required screenings.
Visiting Scholar Appointment	Faculty Letters SOP	Visiting Scholar Appointment Letter Template	Visiting Scholar Appointment EXAMPLE	5 business days	HR Talent Support enters in Workday upon successful completion of background checks and required screenings.
Original Preceptor	Faculty Letters SOP	Original Preceptor Appointment Template	COMING SOON	5 business days	HR Talent Support enters in Workday upon successful completion of background checks and required screenings.
Preceptor Reappointment	Faculty Letters SOP	Preceptor Reappointment Letter Template	COMING SOON	5 business days	HR Talent Support enters in Workday upon successful completion of background checks and required screenings.

Faculty Overload/Wage

Process	SOP	Template/Form	Example	Estimated Time to Approval	Additional Details
Faculty Internal Overload Form	Faculty Letters SOP	Faculty Internal Overload Form	COMING SOON	5 business days	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	Faculty Letters SOP	Faculty Wage Appointment Template	COMING SOON	5 business days	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.

For Department Administrators

About

SOM Faculty Letter Tracking Spreadsheet

SOM Faculty Letter Tracking Spreadsheet

Frequently Visited Sites

SOM Faculty Offer Letter

SOM Faculty Offer Letter

SOM Rank Review

SOM Rank Review

Overview

Faculty Appointment Types Guide

SOM Formal Faculty Titles

Faculty Appointments Overview

School of Medicine Policies & Guidelines

Office of the Executive Vice President and Provost Policy Overview

Procedures & Templates