School of Medicine Policies & Guidelines

Faculty in the School of Medicine are guided by policies at the departmental, School, and University levels.

1. 1. Faculty should first confirm whether or not their department has a policy related to the issue at hand.
   2. If there is no departmental policy, then check the policies on this page.
   3. If there is no applicable School of Medicine policy, faculty should check the University Faculty Policies on the provost’s website.
   4. Health System policies can be found in the Health System Policy Repository.

Faculty with questions should contact their department administrator first, or, if additional assistance is needed, the dean’s office chief of staff (434-924-9224)

• Access to Gift Accounts by Faculty (1.510)

• Administrative Review and Reappointment of Department Chairs or SOM Center Directors (1.413)

• Appointment of Non-Student Fellows (1.700)

• Appointment, Review, and Renewal of Endowed Professorships in the School of Medicine (1.905)

• Assessment of Gifts to the School of Medicine (1.525)

• Basic Science Faculty Incentive Plan (BSIP) (1.620)

• Clinical Faculty Remuneration Policy (1.630)

• Disposition of Institutional Support Balances upon Faculty Resignation (1.520)

• Faculty and Executive and Senior Administrative University Staff Resignation and Retirement Notice (1.810)

• Faculty Appointments to Administrative Positions (1.411)

• Faculty Time Away for Professional Activities (1.200)

• Funding Commitments to Departments and Centers (guidelines)

• Loss of Clinical Privileges; Suspension of Employment and Pay (1.850)

• Mass Digital Communications Through Email (IRM-006)

• Notification of the Passing of a School of Medicine Affiliated Person

• Occupational Health Screening and Maintenance (1.450)

• Offering Sign-On and Retention Bonus Payments to Faculty (1.600)

• Promotion and Tenure Policy (1.900)

• Payment of Clinical Faculty Incentives (1.610)

• Required HIPAA Privacy Training (1.430)

• Research Reassignments and Educational Leave (1.800)

• Responsibilities of Department Chairs (1.412)

• Salary Support Expectations for AI Faculty in Research Departments (1.640)

• School of Medicine Faculty Compensation Policy (1.650)

• Student Mistreatment and Other Unacceptable Behaviors

• Students Volunteering at Healthcare Events

• Supplemental Payments for Administrative Appointments (1.410)

• Use of Discretionary Account Balances (1.511)

• Use of the Rotunda

• Use of the University’s Federally Registered Trademark

• Use of University IT Resources

• Violations of Confidentiality (1.431)

• Academic & Professional Advancement Policy

• Academic Standards & Achievement Committee (ASAC) Operating Procedures

• Attendance, Absence, & Duty Policy

• Campus Transfer Process

• Clinical Skills Center Access

• Combined Degree Enrollment Procedure

• Conflict of Interest in the Teaching & the Evaluation of Students

• Continuous Quality Improvement for the Program Leading to the MD Degree

• Criminal Background Check

• Digital Learning Environment and Educational Materials

• Dress Code

• Drug Screening

• Duty Hours

• Enrollment Procedures

• Exposure to Infectious and Environmental Hazards

• Furlough Policy and Procedures for Medical Students

• Generative AI

• GME Trainees, Graduate Students, Postdoctoral Fellows and Non-Faculty Instructors Preparation

• Inclement Weather

• Leave of Absence, Withdrawal & Readmission

• Maternity/Paternity/Adoption

• Narrative Assessment Policy

• Procedure Available to Medical Students for Filing Reports of Mistreatment and/or Unprofessionalism

• Satisfactory Academic Progress: Impact on Financial Aid

• Security and Fire Safety Report (Clery Act)

• Simulation Center Access

• Student Mistreatment and Other Unacceptable Behaviors

• Student Supervision Policy

• Technical Standards Requirements

• Timeliness of Summative Assessment and Grades

• Tuition Refunds: UVA Tuition and Fee Adjustment Policy (UVA Policy)

• Use of Student Data

• Volunteering at Healthcare Events – Students (4.500)

Sponsored Awards

• Determining If An Award is a Gift or Sponsored Project

• Federal Classified Research

• Individuals Who Are Eligible to Submit External Proposals

• Timely Submission of Grant Proposals and Related Documents (SOM, 2.800; aka “Deadline Policy”)

Equipment, Records Management, Use of UVA Resources

• Data Protection of University Information (UVA)

• Faculty Departure Checklist (Provost; See Appendix E for Transfer of Data, Equipment, etc.)

• Highly Sensitive Data ProtectionStandard for Individual-Use Electronic Devices or Media (UVA)

• Laboratory Notebook and Record Keeping (UVA; Includes Transfer of Data to Other Institutions)

• Permanent Transfer of Equipment Assets to or from UVA

• Transfer of Research Equipment From the SOM to Other Institutions (SOM, 2.410)

• Use of Working Time and University Equipment for Personal or Commercial Purposes (UVA)

• UVA Records Management Site (Commonwealth of Virginia Requirements for Document Retention)

• Wet Lab Research Space (SOM-RES-020)

Authorship, Misconduct

• Authorship of Scholarly Publications (SOM, 2.700)

• Research Misconduct (UVA)

Volunteers, Fellows, Professional Research Staff

• Appointment of Non-Student Fellows (SOM, 1.700)

• Authorization of Volunteers in the Workplace (UVA)

• Employment of Professional Research Staff (UVA)

• Request for Extension of Employment of a Postdoctoral Research Associate

• Volunteers in Research (SOM, 2.300)

• Post Doc Salary Policy (SOM, 2.900)

Intellectual Property, Conflict of Interest, Consulting

• Approval of External Activities Form (SOM)

• Bridge Funding for Dean’s Office Direct Reports (Guidelines)

• Conflict of Interest and Conflict of Commitment (Health System; SOM COI Policy Has Been Retired)

• Conflict of Interest Committee

• Endorsement of External Entities and Products (SOM, 2.600)

• External Consulting and Professional Activities (SOM, 2.000)

• Faculty External Consulting and Internal Overload

• Faculty Time Away for Professional Activities (SOM, 1.200)

• Financial Conflicts of Interest for Research Investigators (UVA)

• Financial Conflicts of Interests: FAQs

• Financial Interests of Faculty

• General Guidelines for SOM Faculty When Contracting Directly With a Company to Provide Consulting Services (SOM)

• Guidance for SOM Clinical Faculty on the Affordable Care Act “Sunshine Provisions”

• Innovation Revenue and Equity Distribution Formulas

• Institutional Conflict of Interest in Human Subjects Research (UVA)

• Instructions for Completing CITI Conflict of Interest Modules

• Paper Disclosure (Non-UVA Investigators)

• Request for Exemption of conflict of interest for research activities (UVA)

• SOM On-Line System for Disclosing External Financial Interests

• UVA Copyright Policy

• UVA Patent Assignment Form

• UVA Patent Policy

• Vendors/Sales and Service Representatives (Medical Center)

Other SOM Research and Administrative Policies

• Administration of Multiple-Investigator Awards (SOM, 2.510)

• Compliance and Training

• F&A (Indirect Cost) Distribution Percentage Allocations for Departments and Centers (SOM, 2.400)

• Human Gene Transfer Research (2.100)

• Procedures for Human Gene Transfer (HGT) Research at UVA

• Payments for Referring or Enrolling Patients in Clinical Trials (2.200)

• Serious Adverse Event Reporting Form (2.101)

• Standards for Laboratory and Computational Space Use (SOM, 2.500)

• Support for Training Grant Proposals (Guidelines)

Other UVA Research and Administrative Policies

• Managing Exports of Controlled Technology to Foreign Persons and Destinations in Support of Research and Scholarship

• Minimum Effort on Federally Funded Sponsored Research Activities

• Time and Effort Certification

Federal Circulars and Policies Governing Research Awards

• NIH Grants Policy Statement (Eff. 10/17)

• OMB Circulars (Cost Principles, Audit Requirements)

Additional Research Resources

• Office for Research

• University Medical Center and Health System Policies

• Executive Vice President and Provost Academic Policies

• University Registrar (UREG)

• UVA Policy Directory

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