Important Links

 

News and Announcements

 

Events

 

 

UIC Faculty Affairs WebGuide to Policies and Procedures

Welcome to the Faculty Affairs WebGuide. The guide is divided into five major sections:

  1. Current Faculty
  2. Current Faculty – Administrative Roles
  3. Hiring New Faculty/Administrators or Rehiring Retired Faculty
  4. Exiting Faculty
  5. Student Employees

     

Section I: Current Faculty

Campus Policy & Procedure /
University Statute
Process Flow Required
Form / Letter
Deadlines /
BOT Due Dates
Annual Evaluation of Faculty at UIC Flow Not Applicable Set by Faculty Departments and Colleges
Appointing Named/Honorary Chairs and Professors Flow Transmittal for Named Appointment Form Rolling—Based on Packet Submission and Approval
Appointment of UIC Distinguished Professors Flow Not Applicable Not Applicable
Approved Tenure Hold Flow Approved Tenure Hold Form Must be Submitted within the same Academic Year in which the Event Occurred
Automatic Tenure Hold Flow Automatic Tenure Hold Form No Later than Three Months after the Birth of a Child
Child of Employee Tuition Waiver for University of Illinois or other Illinois Senior Public University Flow Tuition Waiver Benefit Utilization Record Form
Application for Inter-Institutional 50% Tuition Waivers for Children of Public University Employees
Attending University of Illinois Campus—Requests should be Submitted before the Last Day of Instruction of Semester. *Rolling Dates*
College of Medicine "W Agreements" Flow "W" Agreement Form At least Three Weeks Prior to Start of "W Agreement
Compensation for Services Beyond Full-time Flow Request form for Compensation of
Services Beyond Full-Time
At least Three Weeks Prior to
Start of Service Date
Counter-Offer Flow Justification Letter Template Not Applicable
Employee Tuition Waiver Flow

Tuition Waiver Application ISU Request for Inter-Institutional Waiver of Tuition for Employees

Refer to Policy
Evaluation of Ability to Work Flow Refer to policy Not Applicable
Faculty Grievance Procedures Flow Grievance Complaint Form Not Applicable
Faculty Mentoring Policy Flow Not Applicable Not Applicable
Fitness for Duty Evaluation Flow Refer to Policy Not Applicable

Mid-Probationary Review

Memo on Mid-Pro. Reviews

Flow Not Applicable

Reviews Form: 10/6/14

Mid-Pro. Reviews: 5/8/15

Mid-Year Salary Increase Flow Not Applicable Not Applicable
Modified Duties for Faculty with a New Child Flow Refer to Departmental and College Procedures Set by Faculty Departments and Colleges
Non-Tenure Track Bargaining Unit Reappointment Notification Process (Article IX, Section B-3, page 10) Flow

Template Letter – Notice June 1

Template Letter – Notice to Defer to August 1

Deadline: June 1
Promotion and Tenure: Tenure Track and Non-Tenure Track Faculty Flow

Expected Reviews Form

Dossier Forms

Checklists

P&T Calendar of Dates and Deadlines
Sanctions other than Dismissal for Cause Flow Refer to policy Not Applicable
Tenure Rollback Flow

Transmittal Form

Template Letter(s)

By May 1st of the Fifth Year of the Probationary Period
Track Switch from Non-Tenure to Tenure Track (Treated as New Hire) Flow Transmittal Form
Letter Template(s)
Subject to Case by Case Assessment and Nature of Hire Contract

Track Switch from Tenure to Non-Tenure Track Flow Transmittal Form
Letter Template(s)
By Second Week in May of Fourth Probationary Year

 

Section II: Current Faculty –  Adding or Dropping an Administrative Role

Campus Policy & Procedure/University Statute Process Flow Required
Form/Letter
Deadlines/
BOT Due Dates
Administrative Appointment

Administrative Appointment FAQs
Flow

Administrative Job Description Template

Template Letter

Rolling
Unit Executive Officer Appointment (Head, Chair, Director, Associate/Assistant Dean)

Administrative Appointment FAQs
Flow

Current Faculty Template Letter

New Faculty Template Letter

Checklist for Offer Packet Instructions to complete Briefing Document (BD)

University of Illinois Board of
Trustees Schedule of Meetings

 

Section III: Hiring New Faculty/Administrators or Rehiring Retired Faculty

Campus Policy & Procedure/University Statute Process
Flow
Required
Form/Letter
Deadlines/BOT Due Dates
Appointing Named/Honorary Chairs and Professors Flow Transmittal for Named Appointment Form Rolling
Clinical Non-Tenure Track Hire Flow Template Letter N/A
Other Non-Tenure Track Hire (Instructors,Lecturers, Adjuncts) Flow Template Letter N/A
Q–Appointment Hire Flow

3 Year Q Template Letter

4+ Year Q Template Letter

N/A
Research Non-Tenure Track Hire Flow Template Letter N/A
Tenure-Track Assistant Professor Hire Flow Template Letter Rolling
Tenure-Track Mid-Year Assistant Professor Hire Flow Template Letter  
Tenured Associate or Full Professor Hire Flow Template Letter

Checklist for Offer Packet
Two Weeks Prior to Offer
Faculty Search or Waiver Process Flow Template Letters
Form Matrix (pg. 4)
Rolling
Moving Expenses N/A Not Applicable Not Applicable
Multi-Year Contracts for Non-Tenured Faculty Flow

Template Letter


Special Written Agreement to Accept
Terms of a MYC Checklist for Offer Packet

By July 1 of the Academic Year into which the Faculty will be Hired
Partner Accommodation Program Flow Transmittal for Request  
Rehiring Retired Faculty Flow Proposal for Re-Employment of a
U of I Retiree
Three Weeks in Advance to the
Start of Appointment
*Dead Line-Under Review*
Tenure Code Provision with Initial Partial Term
Appointment
Flow Service Toward Completion of the
Probationary Period
Request Must be Made at the
Time of the Initial Appointment.
See Policy for Details
Under-Represented Faculty Recruitment Program Flow Letter of Justification Template/Sample Not Applicable

 

Section IV: Leaves, Separations and Exiting Faculty

Campus Policy & Procedure/University Statute Process
Flow
Required
Form/Letter
Deadlines/
BOT Due Dates
Dismissal of Non-Tenured Faculty with Multi-Year
Contract
Flow Template & Sample Letters Not Applicable
Educational Leaves Flow Not Applicable At least by First of the Final
Month Preceding the Leave
Emeritus Requests Flow Emeritus/Emerita Status Request Form Rolling
Exempt Leave Report Flow Leave Report Form Not Applicable
Family and Medical (FMLA) Leaves Flow FMLA Time off and Leave At least 30 calendar-days
before date of leave. If not foreseeable 30 days in advance, provide verbal notice within two working days of learning of the need for leave
Non-Reappointment of Non-Tenured or Probationary
Faculty Contract
Flow Template & Samples Letters Get 2x year from HR
Newsflash Link to HR Deadline or Update it Once Received – BOT sets this Annually (mid- late Jan and mid-late June)
Personal Leave of Absence without Pay Flow Not Applicable Not Applicable
Sabbatical Leaves Flow Sabbatical Leave Application Refer to Annual Provost Memo
Separating Faculty Eligible for SURS or Compensable
Leave
Flow Exit Checklist See Policy
Separating Faculty Ineligible for SURS or Compensable
leave
Flow Exit Checklist See Policy
Separation Agreement for Tenured Faculty and
Administrators
Flow Not Applicable No Later than 12 Months from
Effective Date of Agreement
SURS Disability Leave Flow Not Applicable Not Applicable

 

Section V: Student Employees (Undergraduate & Graduate)

Campus Policy & Procedure/University Statute Process
Flow
Required
Form/Letter
Deadlines/BOT Due Dates
Hiring an Undergraduate Student Flow Student Employment Forms Not Applicable
Hiring a Graduate Student (Research, Teaching, or
Graduate Assistant)
Hiring a Graduate Hourly
Flow Template for Assistantship Letter of Offer /
Notices of Appointment
Minima for Graduate Appointments
Not Applicable