A change in status occurs whenever there is a change to a faculty member's appointment. These changes include leave, salary increases/decreases, additional duties, tenure status changes, etc. When these changes occur, the HR professional/associate is responsible for ensuring that necessary approvals have been obtained and that a new contract and Personnel Action Form (PAF) are issued. The types of changes in status that require approvals before a new contract can be issued include salary increases, bonuses, tenure status changes, track transfers, extension of tenure review year, etc. If a change in status occurs during a faculty member's current contract, the HR professional/associate should issue a superseding contract and use "superseding" language at the top, which references the date of their last contract (see example below). If a change in status occurs concurrently with the faculty member's contract renewal, the appropriate contract template should be used and "superseding" language is not necessary. If a faculty member is tenured, any change in status would require "superseding" language with the date of their most recent contract referenced.
Below are links to some of the most common types of changes in status with sample contracts, PAFs, corresponding policies, procedures and/or guidelines:
The Study Research/Educational/Sloan Leave request form and Leave without Pay request form are available as fillable templates in DocuSign. Visit https://app.docusign.com and login with your VCU email address. Once authenticated, click "Templates" in the main navigational bar, then search for the resources listed above. Please note: two versions are available; pick the version that is applicable to your VCU campus.
Track transfer request forms for both Term to Tenure-Eligible and Tenure-Eligible to Term are available as fillable templates in DocuSign. To access, go to https://app.docusign.com/ and login with your email address and then your username (eID) and VCU password. Click "Templates" in the main navigational bar, then search for the appropriate Track Transfer form. Please review the Faculty Track Transfer policy linked below before submitting.
This request form is available as a fillable template in DocuSign. Visit https://app.docusign.com and login with your VCU email address and password. Click "Templates" in the main navigational bar, then search for the resource listed above. Please note: two versions are available; pick the form that is applicable to your VCU campus.
In accordance with VCU's Faculty Handbook, the title emeritus/emerita is awarded for distinguished or exceptional service and outstanding dedication to the university. Normally, eligibility is limited to full-time faculty members who have retired at the rank of professor or associate professor and who have served the university for a period of not less than ten consecutive years prior to retirement. To be eligible for an emeriti appointment, a faculty member shall be nominated by the department chair or applicable unit head. The nomination then requires approval by the respective dean, vice president, president, and/or Board of Visitors, as applicable. Emeriti appointments carry the benefits of retired faculty, plus the following lifetime privileges: listing in university publications; participation in university processions; and ability to serve on dissertation committees. Additional information about parking and discounts for retired faculty can be found on the Office of the Provost website.
Emeriti requests are submitted in DocuSign, typically by the HR Professional at the request of the department chair. To submit a request, login to DocuSign using your VCU email and then authenticate through CAS with your eID and password. Click Templates and search for the appropriate fillable template to ensure it is routed properly (there is one template for units under the Provost and another for units under the Senior Vice President for Health Sciences).
NOTE: DocuSign has a record retention period of 18 months. Therefore, it should not be used as the system of record for emeriti requests. Copies of completed forms and official notification letters should be placed in the faculty member’s personnel file in their home department.