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.

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 Provost and/or Board of Trustee 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 application, if applicable
  • For appointments where a dossier is involved, provide a Box link to the dean's letter/assessment (from the dossier)

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

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

  • An appointment letter, without signatures, where salary and other sensitive details are redacted OR
  • A written request, endorsed by the dean, that includes the individuals' name, title, department and/or school, appointment start and end dates

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

  • For new hires, reference the Academic Job Online application
  • For appointments where a dossier is involved, provide a Box link to the dean's letter/assessment (from the dossier)
  • When creating an Appointments form in dFac for non-regular rank faculty, please attach an appointment letter, with signatures, where salary and other sensitive details are redacted
     
  • For new hires only, within the comments of the dFac form please provide reference the Academic Job Online posting.

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

 

 

The Office of Faculty Affairs Administration does not require attachments for flexible work arrangements.  Simply fill out the dFac Flexible Work Arrangements electronic form and submit the memorandum of understanding via Box. Do not include sensitive information on the dFac form.  Within the comments of the dFac form, provide the corresponding Box link to the MOU.

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 require specification of the professorship title. Schools may be asked to provide the endowment agreement.