Documentation for faculty actions should be submitted primarily in dFac.  Alternatively, sensitive documentation can be submitted via Box if the Box link is referenced within the comments of the corresponding dFac form.  Additional information should be retained within the school or department and be made available upon the Provost's request.

These guidelines were published in May 2023 and updated in April 2024.

new faculty hires, regular rank

For new regular-rank faculty hires, on the New Faculty Member form, please attach:

  • An appointment letter and/or contract with or without signatures that indicates the initial appointment effective dates. The letter/contract should mention that the appointment is contingent on the Provost's approval. For appointments with tenure, the letter/contract should also mention that the appointment is contingent on the Board of Trustees approval. Salary and other sensitive details should be redacted.
     
    • School of Medicine and School of Nursing only: Hiring units may attach a written confirmation, endorsed by the dean, that includes the individuals' name, title, department and/or school, appointment effective dates
       
  • Within the comments of the dFac form please reference the job requisition/online posting (i.e. from Academic Job Online or SuccessFactors) if applicable

new faculty hires, non-regular rank

dFac forms for non-regular rank faculty will not route to the Provost for approval. Therefore, no attachments are required by the Provost's Office. Please check with your dean's office if they require dFac attachments for non-regular rank faculty forms.

reappointments, regular rank

When creating an Appointments [Reappointment] form in dFac for regular rank faculty, please attach one of the following as documentation:

  • An appointment letter and/or contract with or without signatures that indicates the appointment effective dates. The letter/contract should mention that the appointment is contingent on the Provost's approval
     
  • OR a written request, endorsed by the dean, that includes the individuals' name, title, department and/or school, appointment start and end dates. For secondary appointments, requests may be batched into a list (see section below on Secondary Appointments)

For tenure-track reappointments NOT in clinical units, please share the assessment letter that went to the faculty member with the Vice Provost for Faculty Advancement. Faculty Advancement can then best work with the unit and the candidate to help with any interventions needed. These may be submitted in batch once per year if that is easier for your workflow. Only the appointment letter (containing the particulars of the appointment rank and dates) needs to be submitted in dFac.

 

reappointments, non-regular rank

Appointment forms for non-regular rank faculty do not route to the Provost's Office. Therefore no attachments are required for the Provost. However, please check with your dean's office if they require attachments in dFac.

 

PROMOTION OR CHANGE OF STATUS, regular rank

When creating an Appointments [Promotion/COS] form in dFac for regular rank faculty, please attach one of the following as documentation:

  • An appointment letter and/or contract with or without signatures that indicates the appointment effective dates. The letter/contract should mention that the appointment is contingent on the Provost's approval
     
  • OR a written request, endorsed by the dean, that includes the individuals' name, title, department and/or school, appointment start and end dates

PROMOTION OR CHANGE OF STATUS, non-regular rank

When creating an Appointments [Promotion/COS] form in dFac for non-regular rank faculty, please attach one of the following as documentation:

  • An appointment letter and/or contract with or without signatures that indicates the appointment effective dates.  OR
  • A written request, endorsed by the dean, that includes the individuals' name, title, department and/or school, appointment start and end dates

 

For secondary appointments the end date need not be specified however it should be understood that secondary appointments are contingent on holding an active primary appointment.

Documentation for secondary appointments may be submitted as a batched list of requests, with the same list attached to each individual dFac form.

**On School's Letterhead**

Date: [Date of Dean's Request]
To: [Provost]
From: [Dean, Assoc Dean if applicable]
Subject: Secondary Appointments

1. Faculty Member 1's Name, Secondary Appointment Title (with rank), Effective Date

2. Faculty Member 2's Name, Secondary Appointment Title (with rank), Effective Date

Dean's Signature

Any leave request, whether individual or batched, should be summarized by the Dean in written form and submitted as an attachment on the corresponding dFac Leaves Form. A sample is below. Requests should be submitted to dFac on the school's letterhead. Do not include sensitive information (i.e. medical information),

More detailed documentation (see guidelines here) pertaining to the purpose of the leave must be retained at the School level and made available to the Provost upon request.

As a reminder, faculty should be notified in writing at least one pay period in advance of any reduction in salary.

Sample batched leave request from dean to provost  -- attach in dfac

**On School's Letterhead**

Date: [Date of Dean's Request]
To: [Provost]
From: [Dean, Assoc Dean if applicable]
Subject: Faculty Leave Request(s)

1. Faculty Member 1's Name, Type of Leave, Date Range, Pay/Funding during leave, Tenure Clock Relief (if requested)

2. Faculty Member 2's Name, Type of Leave, Date Range, Pay/Funding during leave, Tenure Clock Relief (if requested)

Dean's Signature

 

 

**Unsigned flexible work arrangements and retirement walk-down agreements (with the exception of the School of Medicine and School of Nursing) should first be emailed to the Executive Vice Provost and Assistant Vice Provost for Faculty Affairs Administration for review. Signatures should only be obtained after the EVP has approved the arrangement.

When submitting a flexible work arrangement form in dFac, please attach the signed MOU where salary and other sensitive details are redacted. As a reminder, faculty should be notified in writing at least one pay period in advance of any reduction in salary.

Distinguished Professorships require dean's letters/nominations and a copy of the Sample Request Letter Sent to External Evaluators,  to be submitted to Box within the designated nomination window.  Please contact our office (provostfacultyaffairs@duke.edu) for off-cycle DP requests.

Named professorships should be submitted using the Professorships form (available on the dFac home page). This form collects all the necessary information to ensure the individual is eligible for the professorship throughout the effective dates requested. Schools may also be asked to provide the endowment agreement.