Special Research Faculty Handbook Produced by the Office of the Senior Vice President and Provost and the Office of the Vice President for Research August 2008 This document is subject to change. Please refer to the Virginia Tech website www.provost.vt.edu. University policies are located on the university’s website at www.policies.vt.edu. Many important procedures are located on the websites of the Controller’s Office (www.co.vt.edu), Purchasing Office (www.purch.vt.edu), and Human Resources Office (www.hr.vt.edu), and will be updated as policies change. Please refer to these for issues not addressed in the Special Research Faculty Handbook. Virginia Tech does not tolerate discrimination or harassment on the basis of age, color, disability, gender, national origin, political affiliation, race, religion, sexual orientation, or veteran status. Anyone having questions concerning discrimination should contact the Office for Equity and Inclusion (www.oei.vt.edu), 336 Burruss Hall, Blacksburg, VA 24061, 540-231-7500. Table of Contents Section Number Topic 1.0 Governance of the University 1.1 Board of Visitors 1.2 Central Administrative Organization 1.2.1 President 1.2.2 Senior Vice President and Provost 1.2.3 Vice President for Administrative Services 1.2.4 Vice President for Alumni Relations 1.2.5 Vice President for Development and University Relations 1.2.6 Vice President for Equity and Inclusion 1.2.7 Vice President for Finance and Chief Financial Officer 1.2.8 Vice President for Information Technology 1.2.9 University Treasurer 1.3 University Academic Administration 1.3.1 College Deans 1.3.2 Departmental Administration 1.3.3 Dean of University Libraries 1.3.4 Director of Virginia Cooperative Extension 1.3.5 Vice President and Dean for Graduate Education 1.3.6 Vice President and Dean for Undergraduate Education 1.3.7 Vice President and Executive Director of the National Capital Region 1.3.8 Vice President for Research 1.3.9 Vice President for Student Affairs 1.3.10 Vice President for Outreach and International Affairs 1.4 Governance by Shared Responsibility 1.4.1 University Council 1.4.2 Commission on Administrative and Professional Faculty Affairs 1.4.3 Commission on Equal Opportunity and Diversity 1.4.4 Commission on Faculty Affairs 1.4.5 Commission on Graduate Studies and Policies 1.4.6 Commission on Outreach and International Affairs 1.4.7 Commission on Research 1.4.8 Commission on Staff Policies and Affairs 1.4.9 Commission on Student Affairs 1.4.10 Commission on Undergraduate Studies and Policies 1.4.11 Commission on University Support 1.4.12 University Councils 1.4.12.1 University Advisory Council on Strategic Budgeting and Planning 1.4.13 University Committees 1.5 Faculty Senate 1.5.1 Committee on Reconciliation 1.5.2 Faculty Review Committee 1.5.3 Committee on Faculty Ethics 1.6 Other Governance Organizations 1.6.1 College Faculty Associations 1.6.2 Staff Senate 1.6.3 Student Government Association 1.6.4 Graduate Student Assembly 2.0 Faculty Policies and Procedures 2.1 Faculty Definition 2.2 Special Research Faculty Appointments 2.2.1 Research Associate Ranks August 2008 Special Research Faculty Handbook, Table of Contents, page 1 Section Number Topic 2.2.1.1 Research Associate 2.2.1.2 Senior Research Associate 2.2.1.3 Research Scientist 2.2.1.4 Senior Research Scientist 2.2.1.5 Postdoctoral Associate 2.2.2 Project Associate Ranks 2.2.2.1 Project Associate 2.2.2.2 Senior Project Associate 2.2.2.3 Project Director 2.2.3 Research Professor Ranks 2.2.3.1 Research Assistant Professor 2.2.3.2 Research Associate Professor 2.2.3.3 Research Professor 2.2.4 Graduate Student Appointments 2.2.5 Matrix of Research Ranks 2.3 Searches for Research Faculty 2.4 Terms of Faculty Offer for Special Research Faculty and Documentation of Credentials 2.4.1 Restricted Appointments 2.4.2 Restricted Appointments of One Year or Less 2.4.3 Multi-Year Restricted Appointments 2.4.4 Regular Appointments 2.4.5 Calendar Year versus Academic Year Appointments for Special Research Faculty 2.4.6 University-Sponsored Applications for Permanent Residency 2.5 Job Descriptions for Special Research Faculty 2.6 Annual Evaluations of Special Research Faculty 2.7 Merit and Special Adjustments 2.8 Reappointment 2.9 Termination Procedures for Research Faculty 2.9.1 Dismissal for Just Cause 2.9.2 Non-Reappointment for Faculty on Restricted Appointments 2.9.3 Non-Reappointment for Faculty on Regular Appointments 2.9.4 Termination of Appointment for those on Restricted Contracts 2.10 Resignation 2.11 Instructional Responsibilities for Special Research Faculty Members 2.12 Professional Responsibilities and Conduct 2.12.1 Statement of Principles of Ethical Behavior 2.12.2 Virginia Tech Principles of Community 2.12.3 Campus and Workplace Violence Prevention 2.12.4 Standards of Business Conduct 2.12.5 Policy on Anti-Discrimination and Harassment Prevention 2.12.6 Policies Related to Electronic Communications 2.12.6.1 Privacy of Electronic Communications 2.12.6.2 Guidelines for Acceptable Use of Information Systems 2.12.7 Policy on Misconduct in Research 2.12.7.1 Definition 2.12.7.2 Activities Covered 2.12.7.3 Procedures 2.13 The Grievance Procedure for Research Faculty 2.13.1 Faculty Reconciliation and Mediation Services 2.13.2 Valid Issues for Grievance 2.13.3 Timeliness of Grievance and Procedural Compliance 2.13.4 The Formal Grievance Procedure 2.13.5 Particular Concerns and Definitions Special Research Faculty Handbook, Table of Contents, page 2 August 2008 Section Number Topic 2.14 Advanced Study at Virginia Tech 2.15 Leaves 2.15.4 Military Leave 2.15.5 Administrative Leave 2.15.6 Annual Leave 2.15.7 Sick Leave 2.15.8 Family Leave 2.15.9 Family Medical Leave Act (FMLA) 2.15.10 Disaster Relief Leave 2.15.11 Leave Report 2.16 Consulting and Conflict of Interests 2.16.1 Consulting Activities and Outside Employment 2.16.2 Consulting Activities for Virginia Cooperative Extension Faculty 2.16.3 Conflict of Interests and Commitment 2.16.3.1 Faculty Commitment to the University 2.16.3.2 Statement of Principles 2.16.3.3 Procedures to Monitor and Approve Involvement in External Activities 2.16.3.4 Compliance with the Virginia Conflict of Interests Act 2.16.3.5 Compliance with Federal Conflict of Interests Guidelines 2.16.3.6 Definitions 2.16.3.7 Disclosure of External Activities and Potential Conflict of Interests and/or Commitment 2.16.3.8 Appeal Process 2.16.3.9 Compliance 2.16.4 Faculty Compensation for Continuing and Professional Education Participation 2.16.4.1 Participation in and Compensation for Non-Credit Continuing and Professional Education Activities 2.16.4.2 Participation in and Compensation for Credit Continuing and Professional Education Activities 2.16.5 Use of University Facilities 2.16.6 Use of University Letterhead 2.17 Political Activities 2.18 Indemnity 2.19 Geographical Transfer Policy 3.0 Benefits Program 3.1 Required Benefits 3.1.1 Group Life Insurance 3.1.2 Long-Term Disability Insurance (Required for Faculty) 3.1.3 Faculty Retirement 3.1.3.1 Virginia Retirement System 3.1.3.2 Optional Retirement Plan 3.1.3.3 Disability Income Protection 3.2 Optional Programs 3.2.1 Long-Term Care 3.2.2 Accidental Death and Dismemberment Insurance 3.2.3 Health Insurance 3.2.4 Employee Assistance Program 3.2.5 Tax-Deferred Investments/Deferred Compensation/Cash Match 3.2.6 Savings Bond 3.2.7 Credit Unions 3.2.8 Charitable Deductions 3.3 Special Programs 3.3.1 Unemployment Insurance 3.3.2 Worker’s Compensation August 2008 Special Research Faculty Handbook, Table of Contents, page 3 Section Number Topic 3.3.2.1 Reporting Work-Related Injuries 4.0 Research and Creative Activities 4.1 Procedures for Research and Scholarship 4.1.1 Departmental Research 4.1.2 Core Research 4.1.3 Sponsored Research 4.1.4 Preparation of Proposals for Sponsored Projects 4.1.5 Laboratory Services and Facilities 4.1.6 Ownership and Control of Research Results 4.1.7 Classified Research 4.1.8 Securing Theses and Dissertations 4.1.9 Publication of Research 4.1.10 Supplemental Grants Program 4.2 Affiliated Research Faculty 4.3 Policy on Intellectual Property 4.3.1 Ownership of Intellectual Property 4.3.2 Obligation to Disclose 4.3.3 Revenue Sharing 4.3.4 Management Responsibility 5.0 Other Policies, Procedures, and Information 5.1 Virginia Cooperative Extension 5.2 Travel 5.2.1 International Travel 5.2.2 Virginia Tech/Montgomery Executive Airport 5.2.3 University Vehicles 5.3 Facilities and Services 5.3.1 University Libraries 5.3.2 Communications Network Services 5.3.3 Information Technology 5.3.4 Mail Services 5.3.5 Administrative Information Systems 5.3.6 Office of Institutional Research and Effectiveness 5.3.7 Outreach Program Development 5.3.8 Office of International Research, Education, and Development (OIRED) 5.3.9 Office of the Associate Vice President for International Affairs 5.3.10 Related International Programs 5.3.11 University Bookstore 5.3.12 University Club 5.3.13 Child Development Center for Learning and Research 5.4 Campus Cultural, Recreational, and Athletic Activities 5.4.1 Fine and Performing Arts 5.4.2 Recreational Facilities 5.4.3 Intercollegiate Athletics 5.5 Virginia Tech Alumni Association, Inc.