(University Policy #6010)
Instructional/Research Faculty and Administrative/ Professional Faculty Recruitment Funding Policy
Responsible Oversight Executive:
|Provost and Vice President for Academic Affairs
Policy Revision Dates:
|December 1, 1988; November 8, 1995; August 9, 2018
The purpose of this policy is to establish procedures for funding recruitments for full-time
instructional/research faculty and administrative/professional faculty.
Code of Virginia Section 23.1-1301, as amended,
grants authority to the Board of Visitors to make rules and policies concerning the institution. Section
6.01(a)(6) of the Board of
Visitors Bylaws grants authority to the President to implement the policies and procedures of the
Board relating to University operations.
Administrative and Professional (AP) Faculty - Employees who perform work directly related to the management
of the educational and general activities of the institution, department or subdivision or whose
professional positions serve the educational, research, athletic, medical, student affairs, and development
functions or activities of the institution.
Educational and General (E&G) Budget Units - Those departments that are funded from State general
appropriations, tuition, and educational and general fees such as admissions fees, Children's Learning
& Research Center fees, and transcript fees.
Essential Recruitment Expenses - Expenses related to the recruitment of new instructional and
administrative/professional faculty including recruitment advertising in print publications such as
newspapers or academic, scientific or engineering journals; internet recruitment advertising; and travel
expenses for the interview candidates including airfare or mileage, lodging and meals.
Teaching and Research Faculty - Employees whose work assignments primarily involve instruction, research, and
scholarly activities, and who hold academic rank/titles (with departmental designation).
This policy applies to all employees and employees of affiliated organizations who are paid through the
University. Employees include all staff, administrators, faculty, full- or part-time, and classified or
non-classified persons who are paid by the University. Affiliated organizations are separate entities that
exist for the benefit of the University through an operating agreement and include the Foundations, the
Community Development Corporation, and the Alumni Association.
- POLICY STATEMENT
The University maintains a centrally-managed University Recruitment Budget in the Office of the Provost and
Vice President for Academic Affairs to fund essential recruitment expenses such as advertising and travel
expenses for instructional/research faculty and administrative/professional faculty recruitments. Hiring
departments should use other funding sources to support recruitment expenses beyond those provided by the
Non-Educational and General (E&G) budget units may not use the University Recruitment Budget or any other
E&G funds to support their recruitment efforts; however, recruitment expenditures must be in compliance
with applicable Commonwealth directives.
All recruitments for instructional/research faculty and administrative/professional faculty must be
conducted in the University's on-line Position Action/Performance Evaluation Recruitment System
(PAPERS) except for searches conducted with the assistance of an external search firm. Initiation of the
recruitment in PAPERS serves as the hiring department's request to obtain advertising and travel
The Office of Academic Affairs manages the University Recruitment Budget, sets the amount of funding for
each level of recruitment, and approves advertising for instructional faculty positions. The Department
of Human Resources approves advertising for administrative/ professional faculty positions.
To assist hiring departments, the University Recruitment Budget funds annual contracts with The
Chronicle of Higher Education, Chronicle Vitae recruitment website, HigherEducationJobs.com,
studentaffairs.com, diversejobs.net, and other higher education recruitment websites as determined by
the Office of Academic Affairs in consultation with the Department of Human Resources for advertising
instructional/research faculty and administrative/professional faculty positions. Advertising expenses
not covered by the University's annual contracts with recruitment services will be charged back to
the hiring department's Educational and General (E&G) budget.
- Funds allocated from the University Recruitment Budget may also be used to cover a portion of candidates'
travel expenses. Expenditures for travel, such as transportation, lodging and meals, must remain within
the guidelines set forth in the Commonwealth
Account Policies and Procedures (CAPP), Section 20335. The University's
Office of Finance Travel Guidelines should be reviewed for specific details regarding travel
expenditures for recruitment.
- RECORDS RETENTION
Applicable records must be retained and then destroyed in accordance with the Commonwealth's Records
- RESPONSIBLE OFFICER
Associate Vice President for Academic Affairs
- RELATED INFORMATION
Visitors Policy 1401 – Initial Appointment of Teaching and Research Faculty
Visitors Policy 1410 – Academic Rank and Criteria for Rank
Visitors Policy 1480 – Guidelines for Appointment and Promotion of Librarians
Visitors Policy 1490 – Administrative and Professional Faculty