Faculty Resignation and Retirement Notice
Date: 6/2/25
Policy ID: 1.810
Status: Final
Contact Office: Director of Faculty Affairs, PO Box 800793, Charlottesville, VA 22908, phone: 434-243-4078
Oversight Executive: Senior Associate Dean for Faculty Development and Affairs, PO Box 800793, Charlottesville, VA 22908, phone: 434-924-9030
Applies to: Individuals who hold primary appointments in the School of Medicine as faculty in the professorial ranks.
Reason for Policy: Provides guidance regarding the notification to the School of Medicine of a faculty member’s intent to resign or retire from their appointment. While all University faculty are governed by the University’s policy on resignation and retirement, the following states specific requirements for timely notice that enable the School of Medicine to plan for the continuity of patient care, teaching, and externally funded research projects, as well as the transfer of administrative responsibilities.
Definitions:
Academic non-tenure-track faculty: Academic non-tenure-track faculty may hold any of the academic or professorial ranks (lecturer, instructor, assistant professor, associate professor and professor) provided they possess the requisite degree requirements, years of experience and level of responsibility.
Administrative and professional non-tenure-track faculty: Administrative and professional non-tenure-track faculty normally hold the academic rank of lecturer and a functional title (e.g., lecturer and assistant dean of students).
Full-time appointment: For the purposes of this policy, 80% effort or more.
Policy Statement:
Any faculty member who intends to resign, retire, or transfer to another position within the University must provide that intent in writing, as described below. Any faculty member who would otherwise be eligible for a financial incentive will not be eligible for an incentive distribution if he or she is resigning or retiring and has not provided notice in accordance with this policy.
Faculty members with clinical responsibilities who intend to resign from their faculty appointment shall indicate their intention in writing to their department chair as soon as possible but at least four months prior to the date of their stated last date of employment.
Faculty members with clinical responsibilities who intend to retire from their faculty appointment shall indicate their intention in writing to their department chair as soon as possible but at least four months prior to the date of their stated last date of employment. Faculty members providing at least 12 months’ notice and meeting the definition of retirement under the Clinical Faculty Remuneration Policy will be eligible for earned prorated incentives distributed after their retirement termination date.
Faculty or staff without clinical responsibilities who are planning to resign or retire shall give written notice of their intent to their supervisor as far in advance as reasonably possible but at least one month prior to their stated last date of employment.
Notice of resignation or retirement by any faculty member will be accepted in writing by the department chair or designee. Once notice of resignation or retirement is accepted, it may not be rescinded except with the written approval of both the chair and the Dean.
Faculty who are resigning or retiring and transferring grants to another institution or to another investigator should consider providing additional notice to promote the continuity of funding.
Related Policies and Documents:
- University Policy on Faculty Resignation and Retirement Notice
- Retirement Programs, University of Virginia Human Resources
- Clinical Faculty Remuneration Policy
- Basic Science Faculty Incentive Plan
- Quarterly Payment of Clinical Faculty Incentives
- Clinicians’ retirement plan for UPG clinical faculty – contact UPG HR at 434-972-4288
Revision History: Implemented 10/1/10; administrative updates 2/25/15; revised 05/06/2021; revised 12/19/2022; revised 6/2/25
Approved: Melina Kibbe, MD, Dean