Documentation for faculty actions should be submitted primarily in dFac.  Sensitive documentation should be submitted via Box and the link will be referenced in dFac.  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 one of the following as documentation:

  • 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 OR
  • 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 provide at least one of the following:

  • For new hires, reference the Academic Job Online requisition, if applicable
  • For appointments where a dossier is involved, provide a Box link to the dean's letter/assessment (from the dossier)

new faculty hires, non-regular rank

For new non-regular rank faculty hires, on the New Faculty Member form, please attach one of the following as documentation:

  • An appointment letter and/or contract with or without signatures that indicates the initial appointment effective dates. Salary and other sensitive details should be redacted OR
  • A written confirmation, endorsed by the dean, that includes the individuals' name, title, department and/or school, appointment effective date

Within the comments of the dFac form please provide at least one of the following:

  • For new hires, reference the Academic Job Online application, if applicable

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.

For secondary appointments, the end date is contingent upon an active primary appointment.

reappointments, non-regular rank

When creating an Appointments [Reappointment] 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. For secondary appointments, the end date is contingent upon an active primary appointment.  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.

For secondary appointments, the end date is contingent upon an active primary appointment.

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

For secondary appointments, requests may be batched into a list.

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, requests may be batched into a list.

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.

Sample 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

 

 

**All flexible work arrangements and retirement walk-down agreements (with the exception of the School of Medicine) should be submitted to the Executive Vice Provost in draft form. Signatures should only be obtained after the EVP has approved the arrangement.

When submitting a flexible work arrangement in dFac, please attach the signed MOU where salary and other sensitive details are redacted.

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.