Summer Session Employment

The University of Virginia's Summer Session is subject to the rules and policies established by the Office of the Executive Vice President and Provost. Wage authorization information is available on the Provost's website.

Faculty Assignments

Faculty are employed by the Office of Summer and Special Academic Programs in consultation with the designated academic dean or summer chair. During the summer, a faculty member may receive a maximum of one-third of the previous academic year's wages from all University sources. The limit is based on the wages from the preceding academic year.

A full load consists of teaching one course per four-week session or two courses during the combined eight-week session. Teaching two courses during a four-week session is not permitted.

Summer salaries are based on an instructor's base wages and rank during the preceding fall semester. There is a maximum summer wage for each rank, e.g., associate professor. A 12-month faculty or staff member may not receive additional compensation for teaching in Summer Session.

Working Outside the United States

The University prohibits remote work, including flexwork, outside the fifty (50) United States and the District of Columbia unless required as a part of the responsibilities of the position. For more information, see the UVA Policy on Flexwork.

Guidelines for Class Size

Faculty members are required to monitor course enrollment closely. If enrollment falls below 10 students, the faculty member must promptly notify both the designated academic dean or summer chair and the Office of Summer and Special Academic Programs, who will evaluate the viability of the course. The following guidelines apply:

• Courses with five (5) or fewer students are subject to cancellation.
• Courses with zero (0) enrolled students will not be offered, and the faculty assignment for that course will be discontinued.

Summer Chair Assignments

Summer chairs are appointed by their department to work with the Office of Summer and Special Academic Programs. Chairs remain in residence during the contracted period. Key responsibilities include coordinating the summer course schedule, advising students, communicating with instructors about Summer Session-related matters, and supporting the Office in resolving academic issues as they arise.

Stipends are offered to chairs who are not employed under a 12-month contract. An academic dean is assigned summer chair responsibilities in the School of Architecture, the School of Education & Human Development, the School of Engineering and Applied Science, and the School of Nursing.

Summer chairs and designated academic deans should communicate with the Office of Summer and Special Academic Programs directly.

Student Employee Descriptions

Course enrollment of 20 students or more is required to hire an assistant or a grader.

An Undergraduate Teaching Assistant is an academically qualified and registered student who assists the supervising faculty member with course delivery. Responsibilities may include assisting the supervising faculty member with the delivery discussion, or laboratory that supplements faculty lectures and by grading assignments or examinations at the direction of the supervising faculty member.

A Graduate Grader is an academically qualified graduate student who provides administrative support to the supervising faculty member. Responsibilities generally include the grading of homework, papers, laboratory reports, or examinations at the direction of the supervising faculty member.

A Graduate Teaching Assistant is an academically qualified graduate student who assists the supervising faculty member with course delivery. Responsibilities include assisting the supervising faculty member by delivering discussion, laboratory, or quiz sections that supplement faculty lectures and by grading assignments or examinations at the direction of the supervising faculty member.

Foreign Faculty Assignments

The University does not employ a citizen of another nation unless that individual has a valid visa status for the position in question. The U.S. Department of Justice, through the Immigration and Naturalization Service, Department of Labor, Department of State, and the U.S. Information Agency, are government agencies that regulate the entry into the U.S. and the employment of non-U.S. citizens and permanent residents. Thus, the hiring of foreign nationals is complicated by the involvement of such diverse branches of government.

Because of the complex nature of the laws, regulations, and practices associated with this area, the University has delegated liaison responsibility to the International Studies Office (International Students and Scholars Program and the Immigration Services Office within University Human Resources). Advice on individual situations should always be sought from these resources before making any final hiring offers to foreign nationals. This will alleviate potential problems and delays due to the inappropriate visa status of the foreign national. Adequate time must be allowed to proceed with this aspect of the assignment sequence.

Each foreign national faculty member is responsible for establishing eligibility to accept an offer of employment extended by the University by demonstrating that his or her visa documents and status are appropriate. U.S. permanent residents may accept employment without further consideration of the visa status, only if the permanent resident status is in hand. An approved petition for permanent residency does not automatically grant employment rights. Foreign nationals temporarily in the U.S. and on non-immigrant visas may not be eligible to accept summer faculty compensation. Individuals who hold visa status F or J must confirm employment eligibility with the International Students and Scholars Programs, Minor Hall, 2nd Floor, (434) 982-3010. Individuals who hold H-1B, TN, O-1, or E3 visa status must confirm employment eligibility with UVA Human Resources Immigration Services, 2420 Old Ivy Rd, Charlottesville, VA 22903. Holders of B-1, B-2, F-2, or M visa status are not eligible for employment. Other visa statuses also may not be valid for employment. Faculty members who were on a teaching assignment during the academic year preceding the Summer Session may need to have their stays extended to accept the summer assignment. Any concerns regarding the validity of visa status or other matters pertaining to the visa regulations may be directed to the staff of the International Student and Scholar Programs, Minor Hall, 2nd Floor, or Immigration Services within University Human Resources. All foreign nationals should check in with the appropriate office upon arrival in Charlottesville.

Thesis Dissertation Research

Thesis Dissertation Research is administered through the schools. Summer Session does not pay faculty for supervising research.

Independent Study

Faculty members may receive compensation for supervising independent study. Students must have registered and paid for an independent study course. The amount that may be claimed is $100 per credit hour per student. To qualify for this type of pay, the faculty member must not be on a 12-month contract, and the entire summer payment may not exceed 1/3 of the wages for the previous academic year. A request for remuneration must be approved by the academic dean or summer chair of the faculty member's school or department.

Visiting Faculty

A school or department may nominate a visiting faculty member to teach in Summer Session. A letter of endorsement from the designated academic dean or summer chair is required along with a copy of the nominee’s CV. Wages will be determined by the Director of the Office of Summer and Special Academic Programs and the designated academic dean or summer chair. All visiting faculty must complete an application through hr.virginia.edu. A criminal background check will be run on all faculty who have not previously been employed by the University, must complete an Employment Eligibility Form (I-9) as well as tax forms in the Office of Summer and Special Academic Programs. Visiting faculty are subject to the University of Virginia's rules and policies.

Expectations of Faculty

Contracted faculty are expected to teach all scheduled classes. Course schedule changes must be discussed with the designated academic dean or summer chair and approved by the Director of Summer and Special Academic Programs. 

Note the withdrawal deadlines for Summer Session. Faculty are asked to communicate this information to students via the course syllabus. Additionally, faculty are encouraged to provide graded assignments before the midpoint of the course, allowing students to receive timely feedback in the event they need to consider dropping or withdrawing from the course. 

Instructors must set up UVACanvas sites for their courses. Instructions for creating a course site may be accessed here: https://canvas.virginia.edu/. Instructors must keep class records of attendance, marks on recitations, tests, and examinations; conduct examinations; and report final grades in the SIS within 48 business hours after the final examination.

Summer Session Pay Dates 

Summer Session follows the University's bi-weekly wage payroll schedule. All payment is directly deposited. Faculty who have not previously been employed by the University must complete an Employment Eligibility Form (I-9) and direct deposit form as well as tax forms. Faculty who have had a lapse in service at UVA must complete new tax forms and a direct deposit form. For additional information, contact Katrina Hunter in the Office of Summer and Special Academic Programs at ksd4z@virginia.edu or (434) 924-6549. Foreign nationals working during the summer should contact Logan Hobbs (434) 924-1377 to ensure that all paperwork is in order.

Guidelines for Contact Hours

Class Rosters

Class rosters are available through the Student Information System (SIS). Only students officially registered for the course at the time the roster is published will be listed on the roster. Instructors are required to address any discrepancies between the students listed on the roster and those attending class.  

Students whose names do not appear on the class roster and are attending the class should be instructed to add the course in SIS. Instructors should verify all CR/NC and Audit grade options that appear on the class rosters. Instructors should also notify the Office of Summer and Special Academic Programs about students whose names appear on a class roster but who are not attending class. Staff will follow up with these students to resolve registration issues.