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SOM Faculty Letter Tracking Spreadsheet
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SOM Faculty Letter Tracking Spreadsheet
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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 Rank ReviewSOM 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 Rank ReviewProcedures & Templates
Process | SOP | Template/Form | Example | Estimated Time to Approval | Additional Details |
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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 |
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Submit Anaplan Request for Position Approval | Contact Anaplan team for assistance | Variable | Fixed compensation = base salary Total compensation = fixed compensation + administrative supplements, incentives, etc. |
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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. |
Process | SOP | Template/Form | Example | Estimated Time to Approval | Additional Details |
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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. |
Process | SOP | Template/Form | Example | Estimated Time to Approval | Additional Details |
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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. |
Process | SOP | Template/Form | Example | Estimated Time to Approval | Additional Details |
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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. |
Process | SOP | Template/Form | Example | Estimated Time to Approval | Additional Details |
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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 |
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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 |
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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 |
Process | SOP | Template/Form | Example | Estimated Time to Approval | Additional Details |
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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. |
Process | SOP | Template/Form | Example | Estimated Time to Approval | Additional Details |
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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. |
Process | SOP | Template/Form | Example | Estimated Time to Approval | Additional Details |
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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. |
Process | SOP | Template/Form | Example | Estimated Time to Approval | Additional Details |
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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. |