Summer Session Employment

The University of Virginia Summer Session is subject to the rules and policies established by the Office of the Vice-President and Provost. Visit the Provost faculty policies page for detailed information. Policies on summer employment are available on the Provost's website.

Key policies include PROV-026: Faculty Wage Employment, University of Virginia’s Code of Ethics, Virginia State and Local Governments Conflict of Interests Act, UVA’s Policy on Drug and Alcohol Use, UVA Policy: Preventing and Addressing Discrimination and Harassment, UVA Policy: Preventing and Addressing Retaliation, Policy on Sexual and Gender-based Harassment and Other Forms of Interpersonal Violence, UVA Policy: Reporting by University Employees of Disclosures Relating to Sexual and Gender-based Harassment and Other Forms of Interpersonal Violence, UVA’s Policy on the Use of Electronic Communications and Social Media, The University’s Commitment to a Caring Community of Dignity and Respect.

Assignment Types During Summer Session

Faculty are employed on either a firm assignment or a tuition-received basis (TRB), as determined by the Director of Summer and Special Academic Programs in consultation with the designated academic dean or summer chair. In addition, faculty may be eligible to receive compensation for advising students enrolled in thesis and dissertation research, or independent study. 

During the summer, a faculty member elected on an academic year basis may receive a maximum of one-third of the previous academic year's wages from all University sources. These sources include the total of teaching in the Summer Session, research on a sponsored program, and teaching or public service with the School of Continuing and Professional Studies. The limit is based on the wages from the preceding academic year.

Faculty Assignments

Assignments for teaching are made by the Director of Summer and Special Academic Programs in consultation with the designated academic dean or summer chair. A full load consists of teaching two courses (three semester hours each) during the combined Session II and III or one such course in Session I, II, or III. Faculty may not teach more than one course per session, aside from the combined Session II and III. 

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 faculty member who is appointed for twelve months may not receive additional compensation for teaching in Summer Session. 

If no students are enrolled in his or her course, a faculty member should promptly notify the designated academic dean or summer chair, as well as the Office of Summer and Special Academic Programs. If no students are enrolled, the course will be cancelled, and the faculty assignment will be cancelled. 

If fewer than ten students enroll in his or her course, a faculty member should promptly notify the designated academic dean or summer chair, as well as the Office of Summer and Special Academic Programs. The Director of Summer and Special Academic Programs, after consultation with the designated academic dean or summer chair, will determine the viability of the course. The faculty assignment may be adjusted as a result of the low enrollment, or the course may be cancelled.

Summer Chair Assignments

Summer chairs are appointed by the department and administer Summer Session-related affairs of the department during the summer term. Stipends are offered to chairs who are not employed under a twelve-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.

Chairs remain in residence during the contracted period. Responsibilities include advising students, coordinating class rolls and grade rosters, communicating with departmental faculty regarding all Summer Session issues and concerns, and assisting the Office of Summer and Special Academic Programs with the resolution of academic issues.

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

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, ISSP). Advice on individual situations should always be sought from this staff 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 visa status of H must confirm employment eligibility with UVa Human Resources Compliance and Immigration Services, 914 Emmet St., P.O. Box 400127, Charlottesville, VA 22904. 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. All foreign nationals should check in with the office upon arrival in Charlottesville.

Tuition-Received Assignments

Some courses are offered on a tuition-received basis. In such cases, faculty receive a portion of the tuition collected for the course they are teaching up to an approved maximum.

Thesis Dissertation Research

Thesis Dissertation Research is now being administered through the schools. Summer Session will no longer 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 twelve-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 University of Virginia 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. In addition, faculty are encouraged to provide graded assignments prior to the midpoint of the course so that students receive appropriate feedback in the event they need to make a decision about a course drop or withdrawal. 

Instructors should retain examinations for a year after they are administered, in order to answer any questions concerning grades or grading practice. Some courses which do not meet on a regular schedule (e.g., dissertation research, independent study, and practical) do not require final examinations. However, instructors should retain records concerning the evaluation of student performance. 

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 Class Size

If no students are enrolled in his or her course, a faculty member should promptly notify the designated academic dean or summer chair, as well as the Office of Summer and Special Academic Programs. If no students are enrolled, the course will be canceled, and the faculty assignment becomes void.

If fewer than 10 students enroll in his or her course, a faculty member should promptly notify the designated academic dean or summer chair, as well as the Office of Summer and Special Academic Programs. The Director of the Office for Summer and Special Academic Programs, after consultation with the designated academic dean or summer chair, will determine the viability of the course. The faculty assignment may be adjusted as a result of the low enrollment or, the course may be canceled.

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 should be instructed to add the course immediately. 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.