Required Procedures for Cluster Searches

Office of the Executive Vice President & Provost
Procedural Guidelines for Cluster Search Candidates
Fiscal Year 2016-2017

  1. Authorization to hire.

    Even though your cluster search has been approved by the provost’s office, you still need provost approval before making an offer to a particular candidate. Once you have a final candidate, the dean (of the school the faculty member would be joining in their primary assignment) must submit a written request directly to Provost Katsouleas. This request must be copied to Vice Provost Abrams, in addition to all other deans of schools involved in the cluster. The request must include:

    • a description of the candidate and why the committee has decided to make that candidate an offer
       
    • the amount of the proposed salary range and cost of any start-up package.
       
    • The respective dean may issue an offer only after the Provost has approved the candidate.
  2. Financial Commitments:

    1. Support from the Provost: If an offer is accepted, the Provost's Office will support the hire on a five-year walk-down (100% salary and fringes in year 1, 75% year 2, etc.).
       
    2. Start-Up Costs: Generally, the Provost’s office will cover 1/2 of the start-up costs, amortized over a period of three years. Any start-up package needs to be approved in advance by the provost.
       
    3. Required Documentation: In order for a school to receive any funding, the hire must be documented as outlined below.
  3. MOUs:

    For any joint hire, an MOU is a good idea. It is required if the hire is a joint hire with tenure between schools or a joint hire on the tenure track between two departments within a school. An MOU sets forth both the general terms of the individual’s appointment as well as the financial commitment from all departments and/or school (for a template, see our website). An MOU for a joint tenure-track hire must include a “parachute” clause, whereby the faculty member can elect to seek tenure in only one school. The MOU should be created concurrently with the offer letter and signed by the faculty member, as well as both deans and the provost.

  4. Documentation of the search & hire (or declination):

    Search committees are required to document both the search and hire process through an online tracking system. Detailed information regarding how to use this system, as well as what information is needed, will be posted by the end of January and linked from this site. and will be provided in a separate document. Once an individual has accepted the offer, the final signed offer letter and information regarding the financial aspects of the hire must be submitted via this system in order to be considered documented.

  5. Contacts

    If you need assistance, the following provost office personnel may be helpful to you:

     

General questions
Committee structure
Best practices for search committees

Kerry Abrams
Vice Provost for Faculty Affairs

Email: kerryabrams@virginia.edu

Inside Higher Ed “Spotlight” Ad

Alexandra Rebhorn
Communications Manager

Email: arebhorn@virginia.edu

Dual Career
Opportunities

Carolyn Kalantari
Dual Career Program Director

Web: http://provost.virginia.edu/dual-career
Email: cc7ac@virginia.edu

Financial commitment

Eduardo Lorente
Associate Vice Provost for Budget and Financial Planning

Email: el3ap@virginia.edu

Joint Hire MOU

Laura Hawthorne
Associate Vice Provost for Administration & Policy Development

Email: lfh4C@virginia.edu

Documenting the final search & hire

Maggie Harden
Associate Vice Provost for Academic Administration

Email: mph4d@virginia.edu