Whenever there is a change in a faculty member's appointment, this is called a "change in status." 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 any approval process has been completed and 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/bonus increases, 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 use "superseding" language at top of contract which references the date of their last contract as shown in the example below. If a change in status occurs concurrent with the faculty member's contract renewal (e.g. at the beginning of the academic year) the applicable contract template should be used and "superseding" language is not required. If a faculty member is already tenured, any change in status would require "superseding" language and the date of their last contract should be referenced.
Below are links to some of the most common types of "change in status" with sample contracts, PAFs, corresponding policies, procedures and/or guidelines:
**This resource is available as a template in DocuSign. DocuSign is a cloud-based application that provides an audit trail of signatures. Visit https://app.docusign.com and login with your VCU email address and password. Once authenticated, click "Templates" in the main navigational bar, then search for the resource listed above. Please note: two versions are available; pick the version that is applicable to your VCU campus.
** This resource is available as a template in DocuSign. DocuSign is a cloud-based application that provides an audit trail of signatures. Visit https://app.docusign.com and login with your VCU email address and password. Once authenticated, click "Templates" in the main navigational bar, then search for the resource listed above. Please note: two versions are available; pick the version 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.
Instructions for Submitting Requests for Emeriti status in Docusign
1. Department Chair notifies HR staff that they want to submit an emeriti request. The Chair should have the following supporting information ready:
2. Department HR Staff initiates appropriate Emeriti Status Request form in DocuSign using either OFRR or VPHS templates. (*Note that a special template will need to be used for School of Dentistry requests):
3. Department Chair (or equivalent)
4. Dean/VP/Unit Head
6. President’s Office
7. HR Staff, OFRR/VPHS, Department Chair, Dean, VP/Designee, and President/Designee will be notified via email when all approvals are obtained and will receive a PDF copy of the completed form
8. OFRR and VPHS will prepare notification letters for the President’s signature, and then send the signed letter to the faculty member, with a cc: to the HR staff
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.