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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 Flow Not Applicable Promotion & Tenure 2012/2013
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
Promotion and Tenure of Tenured and Tenure-trackFaculty Flow Dossier Forms Expected Promotion & Tenure Reviews
Checklists for Preparers and Typists
FAQ's about Letters from Collaborators		 Promotion & Tenure 2012/2013
Promotion of Non-Tenure-track Faculty Flow Dossier Forms Expected Promotion & Tenure Reviews
Checklists for Preparers and Typists
FAQ's about Letters from Collaborators		 Promotion & Tenure 2012/2013
Sanctions other than Dismissal for Cause Flow Refer to policy Not Applicable
Tenure Rollback Flow Transmittal Form
Letter Template(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 Rolling
Administrative Appointment with a Direct Reporting Line
to the Dean
(e.g. Department Head/Chair/Associate/Assistant Dean) Administrative Appointment FAQs		 Flow 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
Faculty Hire: Clinical Non-Tenure-Track Flow Template & Sample Letters N/A
Faculty Hire: Other Non-Tenure Track (Instructors,Lecturers, Adjuncts) Flow Template & Sample Letters N/A
Faculty Hire: Q– contract Flow Template & Sample Letters N/A
Faculty Hire: Research Non-Tenure Track Flow Template & Sample Letters N/A
Faculty Hire: Tenure-Track Flow Template & Sample Letters Rolling
Faculty Hire: with Tenure Flow Template & Sample Letters
Checklist for Offer Packet		 Two Weeks Prior to Offer
Faculty Search or Waiver Process Flow Template & Sample Letters
Form Matrix (pg. 4)		 Rolling
Moving Expenses N/A Not Applicable Not Applicable
Multi-Year Contracts for Non-Tenured Faculty Flow Template & Sample Letters
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