F A C U L T Y   H A N D B O O K



102 Gilmer Hall

P.O. Box 400400

University of Virginia

Charlottesville, Virginia 22904-4400

PHONE - (804) 982-4750

FAX - (804) 982-4766

                                                                                    Updated 8/22/00



                                              TABLE OF CONTENTS

Click on highlighted topics to go to that portion of the text

I. Department Organization

II. Faculty Evaluation, Promotion and Leaves

            A. Annual Evaluations and Reports

            B. Third year Renewal

            C. Promotion to Associate Professor without term (Tenure)

            D. Promotion to Full Professor

            E. Promotion for General Faculty Members

            F. Leaves and Sabbaticals

III. Faculty  Responsibilities

            A. Teaching Load and Policy

            B. Faculty Meetings

            C. Office Hours

            D. Committees

            E. Area meetings

            F. Hiring

            G. Colloquia

            H. Graduate  Students

                        1. Advising

                        2. Funding

                        3. Office Space

                        4. Admissions

            I. Undergraduate Advising

                        1. Undeclared students

                        2. Major advising

            J. Graduation

            K. Consulting/Supplemental Teaching

            L. Biosafety Requirements, Hazardous Waste and Radioactive Substances

            M. Emergency Procedures

IV Office Services

            A. Office Staff

            B. Office Supplies

            C. Telephone System

            D. Copies and reprints

            E. Mail

            F. Keys

            G. Reimbursement

                        1. Faculty Travel

                        2. Entertaining Faculty Candidates

                        3. Entertaining Colloquium Speakers

                        4. Hosting Student Gatherings

V. Other Departmental Services

            A. Computers

            B. Shop Services

            C. Office and lab space

            D. Ainsworth Clinic

VI. Teaching Information

            A. Curriculum

            B. Course Scheduling

            C. Managing Course Enrollments

            D. Teaching Resources

            E. Teaching Assistants and Graders

            F.  Toolkit (course web pages)

            G. Reserve Readings

            H. Audio-Visual Equipment

            I. Ordering Textbooks

            J. Teaching Policy

                        1.  Grading Practices

                        2.  Grade Sheets

                        3.  Grade Changes

                        4.  Confidentiality of Grades, Records, Personal Data

            K. Course Syllabi

            L. Course Evaluation

            M Teaching Awards

VII. Research Information

            A.  Research Support

            B. University Approval for Research

                        Human and Animal Review Boards

            C. Undergraduate Research Assistants

            D. Distinguished Majors Program

VIII. University Information

            A. University Faculty Organization

            B. University Faculty HandbookFaculty Handbook

            C. Faculty/Staff Newsletter (Inside UVa)

            D. Honor System

            E. Library Services


                        Bio-Psych Library



            F. Computing Services (ITC)

            G. Benefits

            H. Parking and Transportation

            I. Athletic Facilities

            K. Athletic Events

            J. Faculty Club (Colonnades)


IX. Other

            A. Licensing in the Commonwealth of Virginia

            B. Professional and Academic Organizations



            A. Bylaws of the Psychology Department

            B: Procedures for Faculty Promotion

C.  Responsibilities of Teaching Assistantships and Graderships

D. Gilmer Hall Evacuation Plan

E. Biohazard Research Guidelines for Psychology Department Animal Research Laboratories


I. Department Organization

The Department is governed by a set of Bylaws (See Appendix A). The Chair (Peter Brunjes) is responsible for overseeing the day-to-day activities of the department.  The Chair is aided by the Director of Graduate Studies (Eric Turkheimer), and the Director of Undergraduate Studies (Mazen Saah).  As outlined below, the department has been divided into several areas  (Clinical, Cognitive, Community, Developmental, Quantitative, Social, and Psychobiology) organized on the basis of teaching and research interests. There are no formal requirements for this organization.  Many faculty feel allegiance to more than one area, and it is expected that new areas may appear without notice.   Area Leaders, appointed by the Chair, oversee and coordinate the activities of the faculty with the Chair.  The Department also has an elected Steering Committee (see Bylaws), whose job is to advise the Chair on any concern that arises, and to set hiring priorities on a year-to-year basis subject to the  approval of the entire faculty. Faculty who have new ideas they would like considered by the department as a whole should submit their plans for consideration by the Steering Committee first.


II. Faculty  Evaluation, Promotion and Leaves

A. Annual Evaluations

All faculty will prepare an Annual Report outlining their activities for the calendar year when requested during the first months of the subsequent year. These reports are very important: they are used by the Department Chair to determine raises, and are viewed by the Dean's and Provost's office in their determination of adequate and acceptable behavior. Periodic faculty raises are determined by the Dean of Arts and Sciences and the Board of Visitors upon the recommendation of the Department Chair, using criteria and funds provided by the Board.  Notification of new salaries is usually made in mid summer for the upcoming academic year. In recent years, new salaries have gone into effect on November 25th.


B.  Procedures for Renewal (Third Year Review)

The initial appointment for untenured faculty is normally for a period of four academic years.  Departments will normally consider tenure-track candidates for renewal of term in the third year of their service.   The Department notifies candidates of appropriate procedures during the end of their second year in residence. Throughout the process, the Chair serves to answer whatever questions the candidate might have about the renewal process. Complete details on processes can be found in the Appendices


C. Procedures for Promotion to the Rank of Associate Professor Without Term

 The process of consideration for tenure is automatically initiated by the department Chair at the end of the fifth year.  It can also be initiated earlier by a request from a candidate.  The Department notifies candidate of procedures to be followed before the end of classes of the academic year prior to one during which the tenure process occurs.  The Chair will make an effort to answer whatever questions the candidate might have about the promotion and tenure process. Complete details on processes can be found in Appendices


D. Procedures for Promotion to the Rank of Full Professor

The process by which a candidate may be advanced for promotion from Associate to Full Professor may be initiated on two ways. First, any faculty member has the right to ask that he or she be considered.  This route usually begins with several conversations with the Department Chair about the process and its likely outcome. Second, the Executive Committee, comprised of the full professors of the Department, may initiate the process with the consent of any candidate. In general, both routes should be initiated near the end of the academic year prior to the one in which the promotion is to be considered. The Chair will be available throughout the process to answer any of the candidate’s questions. In every case, the Promotion and Tenure Committee, Dean, and Provost will be looking for strong departmental support for the candidate. Complete details on processes can be found in Appendices


E. Promotion for General Faculty Members

A procedure similar to that described above is used for assessing the progress of General Faculty members.  General Faculty submit written statements regarding their teaching and service, which is reviewed by a similar committee in an identical fashion.  See Appendices


F. Leaves and Sabbaticals

Faculty may be allowed to take leaves and sabbaticals depending on the needs of the department. Faculty may apply for internal leaves through the sesquicentennial program  It is described below:


 The Sesquicentennial application process takes place in the fall of the  academic year preceding the academic year during which the Sesqui will be

 taken.   Groups eligible to apply for a Sesqui to be taken during the 2000-2001 academic year:

            1.  Tenured faculty members who, when the Sesqui leave begins, will have completed 10 full- time teaching/working  semesters since their last Sesqui;

            2.  Tenure-track  faculty members who are completing their fifth and sixth semesters of teaching at U. Va. during the 1999-2000 academic year

and who wish to take Sesqui leave during their fourth year.  


             Application Procedures

Applicants should submit the following to the department chair:

            1.  Curriculum vitae, including a list of courses taught in each semester since the last sesqui or, in the case of untenured faculty members, since

arriving at U.Va.

            2.  A narrative statement of research plans (not to exceed 5 pages,  double spaced).  It is important that those in technical fields make their

applications accessible to people outside their discipline.

            3.  Copies of last two annual reports of the faculty member.

            4.  Brief sample of recently published research.



            1. Fellows will be assigned to full-time research at full pay for one  semester, or to half-time research at half pay for an academic year.


            2. In the latter case, the Dean will monitor the acceptability of any other  partial salaries or stipends received by the Associate.


            3. The site at which the research is to be carried out should be specified  in the application, and any subsequent changes of site should have the

 approval of the Dean.


             Selection Process:

            The Dean of Arts and Sciences will appoint a faculty committee or use  an appropriate committee already in place to advise him/her on the choosing

 of Sesquicentennial Associates.


            Responsibilities of the Associate:

            1.  Those selected as Associates must, upon the completion of their term, send a final report to the Dean of Arts and Sciences which describes the

work the candidate has done and copies or citations of published work done at  least in part during the period.  The final report is quite as important as

 the original application.  


            2. Any faculty member who accepts a Sesqui will be expected to return to full-time work at the University for at least one year at the completion of

the academic year in which the Sesqui was taken.

Parental leaves are also possible.  For the leave policy see --http://www.virginia.edu/~resadm/parent.html


III. Faculty  Responsibilities

A.     Teaching Load and Policy

1.  The departmental teaching load (for undergraduate/lower division graduate students) is 4 courses per year, (2 courses/semester).  Faculty demonstrating that they are actively involved in research generally receive a one course reduction. 


2.  Each faculty member is expected to teach at least one service course each year.  Service courses include 100- and 200-level courses, PSYC 305-306, and required graduate statistics courses.  Other 300-level courses may be considered as service courses upon approval of the Chair when required service courses have been covered.  In addition, most faculty teach at least one undergraduate seminar.  Graduate classes (except for required clinical courses) are usually taught every other year.


3.  Faculty members may buy out of teaching one course per year for approximately 17% of their salary, as long as all department-wide teaching obligations can be met.  Those who buy out of a course must teach at least one course each semester, and may not buy out of their service course.


4.  New permanent faculty members are given a one course teaching reduction during their first year and are not assigned major advisees until their second semester.  


B. Faculty Meetings

The Department holds Faculty Meetings on Monday afternoons, 3:30-5:00 p.m., as the need arises.  Faculty may not teach classes or schedule office hours during this time and should plan to keep this time period free.  Anyone who needs to bring business before the faculty should notify the Chair so a meeting can be scheduled.  Graduate students may select a representative to present business to the faculty when necessary.


Any faculty member can call a meeting at any time during the year.  For example, if a faculty member disagrees with a decision made by the Steering Committee, they have a 48 hour period to call such a meeting after the publishing of the Steering Committee minutes  See the Bylaws (Appendix A) for details.


C. Office Hours

All faculty who are not on leave are required to have three office hours during the regular work week.  Hours must be posted on the faculty member’s office door and turned in to the psychology office no later than the week prior to the beginning of classes.  When it is necessary to miss one’s office hours, a note should be posted on the door and alternate hours should be available.  The office should also be notified.  Office hours may not be scheduled during times reserved for faculty meetings and colloquia (Mondays and Fridays, 3:30-5). 


D. Committees

Departmental Committees are appointed by the Chair. Every faculty member is expected to conscientiously serve on these committees, as they are the sole means of departmental function.  Several committees are appointed routinely every year, and, as such, may be considered "Standing Committees".  These include:


Computer/ Shop: Oversees each of these essential operations of the department


Graduate Committee: Oversee the graduate program. In the spring, the committee serves as the department-wide Graduate Admissions Committee and performs the yearly student evaluations


Human Participants: Evaluates human research proposals for the department


Interdisciplinary Committee: Fosters department-wide intellectual activities


Mentoring Committee: Oversee and ensures adequate oversight for young students and faculty 


Minority Concerns: Involved with ensuring fair and equitable behavior in the department


Steering Committee: Comprised of 6 elected members, with the Directors of Graduate and Undergraduate Studies as ex officio members, this committee advises the chair on any issue affecting the department. See Bylaws, Appendix A.


Teaching Evaluation: Collects student evaluations and prepares reports for faculty promotions


Undergraduate: Oversee the undergraduate program. Selects outstanding students to the Distinguished Majors program and evaluates their senior honors theses


Women's Concerns: Ensures equitable treatment based on gender and promotes women's issues within the department.


Most of these committees have graduate student(s) members. A number of other positions and small committees also exist including the Affirmative Action Coordinator, Representatives to the Library Committee, Human Investigations Committee, Animal Use and Care Committee, etc.


The chair appoints search and promotion and tenure committees on a year-to year basis, and may seat other committees as deemed needed. It has always been Departmental policy that the committee responsibilities of Assistant Professor be kept to the minimum. Committee meetings are scheduled by their respective chairs.


E. Area meetings

Each area holds a weekly lunchtime meeting. The scope and nature of these meetings varies from area to area and from semester to semester. They afford a time for scientific interaction and mentoring. All area lunches are designed as "Contemporary Issues" classes and thus can be used for course credit by graduate students.


F. Hiring

Faculty vacancies are filled by the University based on departmental recommendations.  Search Committees are appointed by the Chair. It is their responsibility to review all applicants carefully and to choose the very best candidates to interview with the department.  Two candidates per position may be invited for interviews at the expense of the Dean of Arts and Sciences. If more than two candidates per position are interviewed, charges are made to the Department and not the Dean.  Prior to inviting any applicant, the committee must post their applications in the main office for a period of 48 hours to allow the perusal of the entire faculty.  Files on all candidates are maintained by Debbie Snow in the main office for review.  All faculty members are encouraged to review these files prior to or during each invited candidate's visit to the Department.


The itineraries of the interviewees are scheduled by the office via email solicitations and/or sign-ups. It is expected that nearly all faculty will volunteer to spend time (personal interview and/or meal) with nearly all candidates, in order to ensure they are well informed when the decision process occurs.  All reimbursements resulting from visits are subject to the rules outlined in Section IVG.


Voting is done by secret ballot on recommendation of the Search Committee.  A Departmental faculty meeting usually precedes the vote, although it is not required. If the vote begins without a faculty meeting, and then a call for a faculty meeting is made, this vote becomes invalid, and a second vote must be taken following the faculty meeting.  The Department's recommendation on each candidate is forwarded to the Dean of Arts and Sciences and the Provost through appropriate channels for final action.


G. Colloquia

The Department sponsors a colloquium series of distinguished guest speakers and faculty. The colloquia are held, generally, on Monday or Friday afternoons at 3:30 p.m., in the Life Sciences Auditorium, with a reception following in the foyer.  The colloquia are held in order to allow the dissemination of research from excellent scholars from outside the University. They form a key means by which people in different areas of the Department can keep abreast of recent work. They also are excellent ways in which to train graduate students in the science of Psychology and in the practical aspects of how to give a public lecture.  In order to foster this intellectual atmosphere, it is important for faculty to attend and participate.  Graduate students are expected to attend all colloquia, as should most faculty.


Graduate students are usually responsible for having lunch with speakers and faculty members usually take the speaker to dinner following the reception.  These expenses are reimbursable, governed by guidelines indicated elsewhere in this booklet.


H. Graduate Students

            1. Graduate Admissions

Graduate admissions are overseen by the Graduate School of Arts and Sciences.  In the Department, admissions are managed by the Graduate Committee and the Director of Graduate Studies.  Day to day operation of graduate admissions are handled by the areas and individual faculty members.  Information for prospective applicants is available through the department web page www.Virginia.edu/~psych.  The Department discourages distribution of application materials through surface mail, and cannot entertain general inquiries about the nature of the graduate programs, application strategies or chances for admission before the beginning of the admissions season in January.  Individual faculty are encouraged to communicate with potential applicant at any time.


The Graduate Committee meets at the beginning of the spring semester to formulate policy for annual admissions.  The DGS determines the total number of graduate students who can be admitted based on the TA and tuition differential budgets, and then estimates a desirable number of offers that can be made in the hope of recruiting the correct number of students.  These offers are then divided up among the areas, which cannot make more than their allotted number of offers without approval from the Graduate Committee.  As the admission season progresses, areas may determine that they will not be able to fill their allotted offers, and the DGS may then reallocate these slots to other areas as needed.  Distribution of admission slots among faculty in an area is handled by the areas.  The Graduate Committee also chooses applicants for consideration for Presidential Fellowships, provided by the GSAS to highly qualified applicants.  These fellowships allow the Department to make a greater financial offer, and relieve the applicant of teaching duties during their first year in the program.  The Department usually receives two Presidential Fellowships, and there is often competition among the areas to obtain them.  The Graduate Committee orders candidates based on excellence, and on the recent history of distribution of the fellowships among areas.  Graduate applicants are guaranteed an annual stipend for four years, to be earned from fellowships, teaching and research.   The Department has signed an agreement with the APA to finalize all admission decisions by April 15.


2. Graduate Advising

All graduate students are required to have a faculty advisor.  Some areas assign faculty advisors at admission.  If not, students are expected to obtain an advisor during their first year in the program.  Graduate advisors should meet regularly with graduate students to establish expectations for ongoing work in the laboratory and to supervise the student’s progress through the graduate program.  Expectations should be clearly established for time to be spent in the laboratory, time off for vacations and holidays, supervision of undergraduate research assistants, and any other duties that are expected of the student.  Conflicts with graduate students should be brought to the attention of the DGS and the area leader.  Graduate students are permitted to change advisors.  All parties involved and the DGS should be notified of all changes of advisors.  Academic progress of graduate students is managed by the areas.  Once a year, the entire faculty meets to review academic progress of students, admit students to candidacy, and adjudicate requests for exemptions from academic regulations.


            3. Financial Support of Graduate Students

 Graduate students are guaranteed a level of support for four years (currently) when they are admitted to the program, with is generated by a combination of funds from grant support and funds from the Department and the Graduate School of Arts and Sciences.  Faculty are expected to seek extramural funds to support graduate students, and to include graduate student support in funds that are acquired. 


            4. Office Space for Graduate Students. 

The Department can provide only a small amount of office space for graduate students.  Faculty are expected in include graduate student space in the laboratory support they are allocated.


            5. Graders and Graduate Teaching Assistants

Graders and TA's are assigned by the Director of Graduate Studies each semester.  These assignments are based first on financial needs and pledged support by the Department, and then on other considerations including areas of interest and schedule conflicts.  When possible, requests by professors and graduate students are considered.  Duties may include management of students and grades, setting up audiovisual equipment, writing and/or grading exams, conducting review sessions, and holding office hours.   Faculty members are ultimately responsible for the class; they are also responsible for ensuring that TA and grader duties do not exceed the allotted hours.   An  appendix  describes the duties and guidelines for graders and TAs.


I. Undergraduate Advising

Helping young students find their way through the complicated world at UVa is an important task that all must participate in.  All faculty are expected to advise undergraduate students.


Undeclared students:  Each department is required by the Dean’s office to identify faculty members who will serve as advisors for first- and second-year students.  The Chair appoints advisors, usually selected from the tenured faculty.   These advisors receive training from the College and meet with their advisees at least twice per year.


Major advising: All faculty members in the department serve as major advisors unless they are on leave or are exempted by the chair. Faculty who serve as first year advisors or members of the undergraduate committee are assigned a half-load; all others are assigned a full load.  The full advising load is typically set to a maximum of 30 or 35.  New assistant professors begin advising during their second semester.


Major advising arrangements are the responsibility of the Director of Undergraduate Studies, who develops declaration and advising procedures, assigns advisors, and makes advising information available prior to the weeks set aside for major advising.  A handout on advising is distributed to new advisors by the Director of Undergraduate Studies.


J. Graduation

A departmental diploma ceremony is held following the University-wide commencement exercises to distribute diplomas to graduate and undergraduate degree recipients.  Ph.D. candidates also receive their hoods at this ceremony, usually presented by their advisor.  All faculty are strongly encouraged to attend the departmental ceremony.            


K. Consulting/supplemental teaching

A faculty member is also allowed to contract his or her services as an independent consultant at a maximum of one day out of every seven, so long as such activity does not jeopardize that professor's ability to fulfill his or her obligations to the University.  Consulting hours are to be included in annual report. Consult the Chair for details on departmental policies.


Supplemental Teaching Possibilities: Faculty members are able to supplement their regular annual salary by teaching in one of four ways:

a.         Teaching a regular Departmental course during the Summer Session.  (Subject to availability and interest)

b.         Supervising Directed Research, Thesis/Predissertation and Dissertation Research during the summer.  (Payment by the credit hour)

c.         Teaching a regular Departmental course as an evening course through the Division of Continuing Education.

d.         Offering a course of your own description (not a regular College course) through the Division of Continuing Education.


Pay for the summer from any and all University sources cannot exceed three/ninths of the nine month teaching salary (based on the preceding academic year's salary).


 L. Biosafety Requirements: Hazardous Waste and Radioactive Substances

All faculty using these substances are responsible for ensuring that proper handling and disposal measures are taken.  All waste must be stored in bottles that are clearly labeled and capped. Please see Appendix  for details.


M. Emergency Plans for Gilmer Hall

Detailed instruction are available in the Appendices


IV.  Office Services

A. Main Office Staff

The main office of the Department of Psychology is located in a suite of rooms in 102 Gilmer Hall.  Office hours are Monday ‑ Friday, 8 a.m. to 5 p.m.  The Department Chair's office and those of a staff of 7 clerical/administrative persons are located here.      The staff consists of a Receptionist -‑ Nancy Birsch; a Research Administrator -‑ Donna Hearn; an Office Manager and Bookkeeper -‑ Louise Spangler; a Bookkeeper -‑ Tammy Seal; a Grant/Test/Manuscript Typist -‑ Gracie Anderson; a Purchasing Contact -- Morgan Davis, and an Administrative Assistant/Secretary to the Chair -- Debbie Snow.


Gracie  Anderson:  Priorities are:  1) Grant proposals;  2) Exams and coursework;  3) Correspondence;  and 4) Manuscripts (journal reviews or book chapters). Gracie is also caretaker of all keys.


Nancy Birsch, along with being the receptionist, is also involved in mail processing, room assignment, phone calls, assisting students and visitors, distributing and reserving parking passes, and processing grade sheets. She also does some word processing when needed.


Morgan Davis is responsible for placing orders for animals, equipment, and supplies.  He issues requisitions and LPO's when necessary.  After receipt of equipment, Morgan delivers the equipment to the appropriate laboratory.  He can contacts vendors identified by faculty for quotes.  Morgan maintains departmental  supplies, reordering when necessary. He is also responsible for the inventory, so see him if you plan on moving equipment from place to place


Donna Hearn: Personnel, administrative and financial procedures; building needs; and interaction with deans, the Registrar, the Treasurer's office and the Office of Sponsored Programs.  A very good source of information.


Debbie Snow assists the Department with general public relations.  She is responsible for the Department's newsletter, Psychology Update, the Faculty Handbook, and the Graduate Student Handbook. She also handles arrangements for colloquium speakers and job candidates as well as graduate admissions.  In addition, she is responsible for course scheduling and is Secretary to the Chair and assists the Director of Graduate Studies and the Director of Undergraduate Studies.


Louise Spangler and Jeannie Tomlin, are responsible for processing all travel vouchers and invoices, and all normal bookkeeping tasks.  State regulations govern all these procedures, including items funded by grants -‑ your cooperation makes this an easier task.  Assistance with funds for paying human experiment subjects under grants is available.  Louise serves as Office Manager.


If you are uncertain of what to do with a form or document placed in your mailbox, be sure to ask the Donna, Louise or Tammy.  Occasionally invoices authorizing payment have been delayed because a form has been filed or shelved by a faculty member.  All receipts for expenses requiring reimbursement must be submitted to Louise or Jeannie promptly.


B. Office Supplies

Office supplies are available in the main office.  Prudent use is appreciated.  The office makes use of small amounts of pens, paper, letterhead etc. for normal faculty use  only.  Please do not abuse this privilege. Supplies for grants (IF YOUR GRANT ALLOWS SUPPLY CHARGES, see section on Federal cost accounting  procedures below) need to be charged accordingly.  Please record such purchases with the Receptionist or in the green grant book.  If you plan to use a large quantity of any item, please request this from Morgan at least a week in advance.  We keep on hand only what is normally needed for Departmental business.


Special supplies can be obtained from The Supply Room Company.  These can be charged, using a Limited Purchase Order (LPO).  You must obtain an LPO from Morgan before making an order or purchase.  Items not needed immediately can be delivered.  The University Bookstore has been accepting grant numbers as authorized payment.


C. Telephone Calls

The Office staff would be happy to help with any problems with phones.  Below is a summary of important features (See also section on Federal cost accounting  procedures below).


Incoming Calls:  You may configure your phone to work in many different ways. You may have it ring only in your office, or “roll over” to other numbers (e.g., your lab or the receptionist). See the office staff for details.  One popular choice has been to have phones ring four times in the office, and then roll over to the front desk, which is always personed.  The Receptionist makes every effort to send clear, concise email messages to notify each faculty member of telephone calls.  It would be helpful to let the Receptionist know if you will be working regularly in an area other than your office, or if you will be out of town, so she/he can properly advise your callers.  Be sure to check your Email daily, at the very least:  morning, noon and evening is even better.


Outgoing Calls: The University has a ROLM telephone system.  This system provides easy access to all University lines and utilizes a long distance charge code system for accurate billing.  The system also provides a number of useful features, including conference calling and call forwarding.  There are classes available twice a year from Carruthers Hall, which teach you hands on advantages of the system in a couple of hours.  See the instruction card in the telephone directory or contact the receptionist for more complete instructions.


Long Distance Calls:  Dial 8, 7-digit FAC account code, 1 + area code + phone number.

Faculty members are assigned a 7‑digit FAC account code for use in making work-related long distance calls. Personal calls are not to be made using this account. When the Departmental monthly bill is received, you will receive a list of all calls charged to your account.  All calls will be charged to grants unless a professor indicates on these sheets which are to be charged to the Department.  Charge sheets should be returned to the Bookkeeper promptly. If calls are recorded when made, the charge sheet can be completed easily. It is possible to charge work-related calls to your University phone by using a University Calling Card.  See Donna Hearn for details. Also the section below on Federal Cost Accounting Standards


University Calls: For calls from the University to other University numbers, dial only the last five digits.  The exchanges within the University include 924, 982, and 243. Some, though not all, office and labs in Gilmer Hall can also be accessed through 3 digit intercom numbers. For example, the number for the receptionist desk is 600. Annual departmental phones lists are emailed with both 5 and 3 digit numbers.


Local Calls: Dial 9, then the local 7‑digit number.


Fax Machine  The department FAX, located in the mailroom, is 804-982-4766.  To fax work-related documents long distance, you use the same FAC numbers as for long distance telephone calls.


D. Copies and Reprints

            Facilities: The Xerox machine in Room 103 is primarily used for administrative and course work.  Duplication of periodicals, book excerpts, etc., is permitted on a low priority basis.   Large numbers of copies (over 25) should be done on the risograph machine instead of the xerox machine.


A risograph machine is located in the main office to be used when 25 or more copies are needed of any page.  Only staff are permitted to use this machine.  Requests must be submitted in writing using a purple form, available in the mailroom in Gracie’s box.  Department policy is to allow two working days for copies to be made.  Please plan ahead for exams and research materials.


A Xerox machine is also located in the Biology‑Psychology library.  It can be coin operated (10 cents per page) or charged to CavAdvantage cards.   See the librarian or the Research Administrator if you need further information.


The University has six large Copy Centers: located in Alderman Library, Cabell Hall, Carruthers Hall, Primary Care, Blue Ridge Hospital, and the nearest one to us is in Room 401 of the Chemistry Building.  These are recommended for large copy jobs, being cheaper, faster and easier than our own Xerox machine for papers that are 20 pages or more and/or require 5 or more copies.  The Chemistry Building Copy Center's phone number is 982-2098 and Fax number is 982-2099.  The hours are 8-5 M-F, and it is closed 12-1 for lunch.  See the Research Administrator for a charge code to use at the Copy Centers.


Charges:  The Department covers the cost of copies made on the xerox and risograph machines that are course-related and department-related.  The department copy card can be signed out from the receptionist.  Number of copies and purpose need to be indicated.   In accordance with a Steering Committee resolution made several years ago, persons with grants in excess of $50,000 can obtain a printing services card, as they have a budget of $500/fiscal year for postage and/or copying.    Junior faculty who are not funded by grants may charge the Department for xeroxing research materials. The Department does not support copying beyond that needed of instructional purposes.   We have a limited budget, and copying is one of our biggest problems, so please be careful. . See section on Federal cost accounting  procedures below. 


            Reprints: The Department will pay reprint charges for junior, untenured faculty without research grants.  With prior approval by the Chair, junior faculty members may have the first 50 copies of a reprint paid for by the Department.  Orders to publishers must go through the Bookkeeper.


E.  Mail and Postage

U.S. Mail is delivered to Gilmer Hall around 1:00.  Outgoing mail will be picked up at 3:00 daily so you need to have your mail to the office by 2:30 for sorting.  Incoming mail is distributed to individual faculty mailboxes in the main office, cognitive area, and in the Life Sciences Laboratories as quickly as possible.  The Department has a daily package pick up service with UPS (2:00 pm) and Federal Express (by 3:00 pm).  Forms for Federal Express and UPS overnight service and 2nd-day air are available from the Receptionist.   Baskets for outgoing mail are located in Room 103.


            Messenger Mail The University has an internal mail service with approximate times of pick up and delivery at 9:40 am and 2:00 pm, daily during the fall and spring terms.  For other times it is somewhat earlier.  We urge the recycling of envelopes for use in messenger mail.  Labels are available for covering up old addresses.


            Postal costs will also be recorded in the notebook kept by the Receptionist.  The Department will pay for postal costs incurred for Departmental business only.  The Department will pay the costs of mailing reprints (4th class), for junior faculty members.  When mailing items, if they are not Departmental, please notify the Receptionist by writing in the upper right corner of the envelope which account to charge.  There is a basket marked 'grant' mail.


New Federal cost accounting standards policy took effect at the University of Virginia and other institutions throughout the country on July 1, 1997, 

Effective with these changes, the following charges to grants are no longer permitted as direct costs:


1.   General administrative and clerical support (you may not put secretarial help on your grants)

2.   Postage and related (FedEx, UPS, etc.) charges

3.   Local telephone service and installation charges

4.   General office supplies, including notebooks

5.   Membership dues.


The following costs can be treated as direct costs if linked to a specific program and approved in an original or a revised grant budget:


1.   Long distance telephone charges

2.   Photocopy charges

3.   Administrative support for a specific project or center

4.   Postage or local telephone charges which are unique to a particular project (e.g., surveys).


Another twist to this policy change is that nonfederal grants will fall under the same policy changes as federal grants.  However, if a nonfederal grant allows specific charges (e.g., FedEx, secretary, local telephone, membership dues, etc.), it will be approved by our Office of Sponsored Programs.  Therefore, you should include such costs as line items in your grant budgets that are submitted to foundations and other nonfederal agencies. . As per a decision made by the Steering Committee in 1997, persons with grants in excess of $50000 are allotted $500 for copying and/or postage each  fiscal year.


            Grant Preparation Fees such as copying and mailing grant proposals are paid by the Department.  The Vice President for Research has a courier service for federal grants, and the Department encourages using this service whenever possible to avoid excessive mailing expenses


F.  Keys and Access to Gilmer Hall

The Research Administrator issues a master key to all faculty members that will fit outside entrances, and many internal doors. Undergraduate and graduate students are not allowed to have master keys.  Graduate students are issued submaster keys and keys to their own offices.  Keys to the elevators are also available.


All internal doors should be kept locked when unoccupied.  During non‑office hours, only staff have access to the main office.  A supply of keys to all rooms is controlled by Gracie Anderson.  Professors must sign cards authorizing release of keys to their rooms for students.  A $5.00 fee is charged for each lost or unreturned key.


G.  Reimbursement Funds for Faculty

Faculty Travel

The following travel regulations are formulated to provide support to as many faculty as possible on an equitable basis.  The Dean of Arts and Sciences provides limited funding for one trip a year for many full‑time faculty members holding at least a one year appointment.  The Dean will pay up to $750 per fiscal year (July 1‑June 30) for one trip made by a qualified faculty member for the following purposes:  presenting a paper; presiding as chair of a major committee or scholarly society; performing the duties of an important, elected officer of a scholarly society; chairing a panel or session at a meeting of a scholarly society; or representing the University in an organization in which the University holds an institutional membership.


Approval for reimbursement of travel expenses must be requested from the Chair in writing, with the Chair's co-signature and statement that the trip is in conformance with the academic mission of the department, before a trip is taken.  It is the responsibility of the faculty member to include an estimate of total travel costs and length of stay in this letter of request.  This estimate should be reasonably accurate because it will be used as a ceiling for reimbursement of actual costs.


Reimbursable expenses are subject to the following limitations:


1)  Reimbursement for subsistence and lodging is limited to 4 days.

2)  Total meal expense reimbursement is per diem.

3)  Total travel expenses for any trip may not exceed $750.00.

4)  Airline tickets must be purchased from a University approved travel agency,      (Accent on Travel, Cosmopolitan, Enterprise, or Globe), and a special travel      authorization (TAN) form must be filled out in advance of the trip.


You must see a Bookkeeper before planning a trip.  She can provide more detailed information about reimbursement procedures, including deadlines for submission of vouchers, and travel advances.  She also will submit travel vouchers and other necessary documentation to the Dean's office.  ORIGINAL receipts or paid bills must be submitted along with the completed travel voucher.  Xerox copies are unacceptable.  The Travel Reimbursement Voucher should be submitted to the Dean of Arts and Sciences office immediately after the trip.  Faculty are encouraged to apply for a University American Express card to handle expenses on University related trips.  Submit original receipts within five days after returning to the department to receive reimbursement prior to the billing date.  Details may be obtained from Donna Hearn.


Timely submission of requests for approval of travel is necessary so that the Dean may estimate the commitment of funds.  The Dean of Arts and Sciences office reserves the right to limit expense reimbursement should it prove necessary.


Reimbursement for Entertaining Faculty Candidates


There are  restrictions on reimbursement for entertaining candidates for faculty positions in the University.  Faculty members who entertain a candidate must present original receipts to the Bookkeeper in order to be reimbursed.  The following restrictions apply:


1.         State law allows reimbursement for food only.  Costs of alcoholic beverages are not reimbursable.


2.         Reimbursement for:  Candidate + 3 faculty members at each occasion (maximum of 3 meals a day for candidates).  The ceilings for meals are $18 total for candidate + 1 for breakfast, $36 for lunch, and $88 total for dinner. 


3.         NO reimbursement is available for spouses of faculty or candidates without the approval of the University's President.


Exceptions to the above restrictions are rarely made, and are subject to the approval of the Dean of Arts and Sciences or the Provost.  If the Department interviews more than two candidates for each open position, the Department must pick up the tab.  The above restrictions apply whether the Dean or the Department is responsible for reimbursement.


Reimbursement for Entertaining Colloquium Speakers

Rules for colloquium speakers are similar to those for Faculty Candidates (see above). The Department will reimburse lunch expenses for  the speakers and two  others, up to a total of $27.  The Department will reimburse dinner expenses for three graduate students or faculty members and the speaker, up to a total of $88.  Original receipts must be presented to the Bookkeeper for reimbursement.


Reimbursement for Entertaining Undergraduate Students

Special funds have been available for the past several years for faculty members to be reimbursed for expenses involved with hosting students enrolled in their courses and/or academic advisees.  Information is sent to Department Chairs at the beginning of every academic year in which funds are available.  Reimbursement Request Forms may be obtained from the Department Chair or from the Office of the Dean of Students (924-7133).


Full-time faculty members are eligible to be reimbursed in an amount up to $65 per occasion, with a maximum of one occasion per semester during the fall and spring semesters.  For classes with forty or more students, up to three sub-groups may be hosted for one occasion.  The event must be hosted in the faculty residence, in a University Dining Service location, in a University location, or attendance at a University-sponsored play or musical performance.  Reimbursements will not be made for alcohol.  Forms must be submitted by May 31.


V. Other Departmental Services

A. Computers

The Local Service Provider (LSP), Jim Freeman, and his team of computer technicians provide primary responsibility for computer support for the department.  Support is provided for hardware and software problems, in addition to training, and advice about computer purchases.  The computer support team is available to assist on any computer-related task.  Email request for computer assistance to psych-computer@virginia.edu, or call 4-0447.


            Hardware Support

            Support is provided for both PC and Macintosh computers, as well as peripherals such as printers, scanners, digital cameras, Zip drives and Jazz drives.  Purchase of computers that conform to university standards as described by the Desktop Computing Initiative (DCI) is strongly recommended.  The DCI is a program designed to increase the use of standardized hardware and software.  An additional benefit is that computers are offered at substantial discounts.  For more information on the DCI program see www.itc.virginia.edu/dci/.


            Software Support

            The following software is supported:

            1.  Operating systems: Mac OS, Windows 95/98, Windows NT

            2.  Telnet: Teraterm Pro, NCSA Telnet

            3.  FTP: Fetch

            4.  PDF Reader: Adobe Acrobat

            5.  Browsing: Netscape, Internet Explorer

            6.  Word processing: Word, WordPerfect

            7.  Spreadsheet: Excel

            8.  Presentation: PowerPoint

            9.  Database: Access, Filemaker Pro

            10. Email: Simeon, Eudora, Outlook, Pine, VAX mail

            11. Graphics: Photoshop

            12. Statistics: SPSS, SAS

            13.  Anti-virus: Dr. Solomon

            14.  Emulation: Host Explorer

            15.  Data storage: Home Directory

You, of course, can use any software you like, but please do not expect the staff to help you with non-standard packages. The Department office uses IBM compatible PC's for word processing.  Software used is Microsoft Word and Word Perfect.  Correspondence, manuscripts, grant proposals, and coursework must be submitted in this format.


ITC offers course on almost every aspect of personal computing, including many classes in hardware and software issues.  Everyone should avail themselves of these wonderful resources. See the section of the ITC home page (http://www.virginia.edu/comp.html) that outlines these training opportunities.


B. Shop Services

Under the control of our Shop Manager, Ron Simmons, the following assistance is available in Rooms 021-022:

A.  Wood shop, electrical‑electronic shop, and limited metal machining capability.  The work is generally done by Ron, our insurance will not let others use the equipment.


B.  Equipment and supply procurement with the assistance of the Shop Manager.


C.  Audio visual equipment and tape recorders


All work is done on a recharge basis--that is, grants will be assessed a charge to match the cost of replacing all of the components used in construction or maintenance of items.


C.  Office Space

Space in Gilmer is becoming more and more scarce. Space in our department is not "owned" by the user, but is regulated by the Chair and Steering Committee, who  have the ultimate say over space allocation.  Space is allotted on a need-basis: those with the most active needs, usually demonstrated by active research programs with substantial extramural funding, are given space first.


Although the University makes no provisions for graduate office space, the Department appreciates the needs of its students and makes every attempt to satisfy them.  The shortage of space results in the assignment of some graduate students to shared space and, in many cases, the shared office space for counseling undergraduate students in classes for which the graduate student is a T.A.  Faculty members are expected to make space available in their research areas for graduate students with whom they are working.


D.  Psychological Clinic

The Mary D. Salter Ainsworth Psychological Clinic, an in-house training facility established in the spring of 1989, provides students in the clinical program with an opportunity to obtain practical experience while under the direct supervision of the clinical faculty.  Student therapists engage in a variety of clinical activities with a population composed primarily of undergraduate and graduate students, but which may also include children, adolescents, couples and families from the community.  Facilities include a library of assessment instruments, interview rooms equipped with video cameras, as well as one-way mirrors for live observation of demonstration cases.  The clinic facilities also offer a setting for clinical research activities.


VI. Teaching Information

A.      Curriculum

The Undergraduate and Graduate curriculums are the responsibility of the Undergraduate Committee and Graduate Committee, respectively.  Questions or changes regarding the curriculum should be submitted to the Director of Undergraduate or Graduate Studies, as appropriate.


The official curriculum each year is recorded in the Undergraduate Record and Graduate Record.  Copies of each are distributed to faculty when they are printed; they are also available on-line at  http://www.virginia.edu/registrar/.   Instructors may offer courses that are not listed in the Undergraduate or Graduate Record on a one-time trial basis.  After that, the course must be added to the appropriate Record.  Instructions for adding new courses or changing courses can  be obtained from Mazen Saah. Courses that are approved at the departmental level are reviewed by the Committee on Educational Policy and the Curriculum, and then finally voted on by the Faculty of Arts and Sciences.


B.      Course Scheduling

Course scheduling for an academic year is initiated by the Assistant to the Chair and the Director of Undergraduate Studies in November of the preceding academic year.  Area leaders are responsible for coordinating the teaching schedules for faculty in their areas, ensuring that service courses are covered and that sufficient courses are offered for graduate students.  Teaching assignments are ultimately the decision of the Chair.  See section IIIA for information about teaching load and policy.


Once the schedule has been finalized, the Assistant to the Chair distributes preference sheets to allow faculty to specify their course time/day preferences for courses for the next semester.  This information is compiled to minimize conflicts, maximize room use, and accommodate as many requests as possible.  Faculty and graduate students are given the opportunity to view the entire schedule to anticipate conflicts.  Conflicts identified after this viewing period are almost impossible to resolve; therefore, faculty are strongly encouraged to check the schedules carefully at this time.


C.      Managing Course Enrollments

Enrollment maximums are set by the Assistant to the Chair and the Director of Undergraduate Studies based on such factors as room size, TA availability, and general procedures (i.e., undergraduate seminars are expected to have no more than 25 students).  Some spaces are reserved in undergraduate seminars by the Director of Undergraduate Studies to allocate to priority cases as needed.  The Director of Undergraduate Studies monitors enrollments during the enrollment periods and makes changes as needed.


In most cases, enrollments should be made through ISIS.  The Director of Undergraduate Studies usually restricts seminars to instructor permission on the first day of classes so that any unfilled spaces may be filled by the instructor on the first day the class meets.  (Note: It is departmental policy that students who do not notify the instructor or attend the first class may be dropped.)  Instructors are requested not to sign course action forms for seminars until the first day the class meets.  For lecture courses, instructors may rely exclusively on ISIS, or they may request that the Director of Undergraduate Studies restrict the class to instructor permission so they may add students into available spaces (often through the use of a waiting list).  Contact the Director of Undergraduate Studies to discuss these options or other special requests.


ISIS cannot check for course prerequisites.  Instructors are reminded to check for prerequisites during the first class.  Students who do not meet course prerequisites may be dropped from the course.  Students who meet stated prerequisites and enroll in the course through ISIS may not be dropped.   


D.     Teaching Resources

The faculty in our department are a great resource for teaching.  Faculty are encouraged to ask questions, discuss teaching strategies, and share ideas with their mentors/mentees, colleagues teaching similar courses, the Directors of Undergraduate and Graduate Studies or the Chair. 


The Teaching Resources Center (located in Hotel D on the lawn) is also a great resource.  See their web page at: They offer a variety of workshops, consultations (including videotaping your class and teaching analysis polls), Teaching + Technology Initiative, University Teaching Fellows Program (for junior faculty), Teaching Awards, and books, articles, and videotapes.  Several Psychology Department faculty have created teaching portfolios through the TRC workshop and would be happy to serve as mentors: Peter Brunjes, Angel Lillard, Lee Llewellyn , and, Dennis Proffitt.


E.      Teaching Assistants and Graders

Teaching assistants and graders are assigned on the basis of class size, use of discussion sections, and some other special considerations (e.g., graduate clinical classes and graduate statistics).  Students are assigned to TA and grader positions by the Directors of Graduate and Undergraduate Studies.  Instructors can expect to be assigned a TA or a grader who is able to attend class.  Other factors, such as personality or expertise of graduate students, will be taken into consideration, but instructors cannot be guaranteed the graduate student of their choice. For more information about teaching assistants and graders, see section III.H.3 and the Appendices


F.  Toolkit (course web pages)

 Toolkit is an easy-to-use course web page system developed by Information Technology and Communication (ITC), available athttp://toolkit.virginia.edu./  Without knowledge of html, instructors may create a course web page that includes the syllabus and course materials.  Options are also available to obtain a class list, send email messages to the class, order textbooks, provide a mechanism for anonymous feedback, submit course grades electronically, and provide scanned copies of readings through electronic reserve.  ITC offers optional courses on how to use Toolkit.


G.  Reserve Readings

Readings for graduate classes may be placed on reserve at the Psychobio Library.  Readings for undergraduate classes may be placed on reserve at the Science and Engineering Library in Thornton Hall.  A form, available from any library or on the web at http://www.lib.virginia.edu/bin/reserves.pl, must be submitted for each reading placed on reserve.  Reserves may also be held electronically.  They may be submitted electronically through Toolkit, through the web at http://toolkit.virginia.edu/, or by delivery to Brenda Bikos at the Science and Engineering Library.  You must have a course web page through Toolkit to place articles on electronic reserve for your class.  It is recommended that the materials section of the web page have a password for copyright purposes if there are electronic reserve readings.          


H.  Audiovisual Equipment

Overhead projectors and audiovisual equipment are available in locked cabinets in each instructional room maintained by the Psychology Department (rooms B001, 081, 117, 130, and 225).  Gilmer 130 also has a slide projector and computer projector.  The Shop Manager must approve your qualifications prior to the use of the equipment in Gilmer 130.  Keys for equipment are available from the Receptionist to be checked out before class and returned immediately after.  The Biology Department maintains the equipment in 141 and 190.  Cauthen Hall has overhead projectors and audiovisual equipment.  Keys are distributed for the semester in which one is teaching there; see Debbie Snow to obtain keys.


I.  Ordering Textbooks

Textbooks are ordered through the University of Virginia Bookstore at Newcomb Hall either by calling 924-1066, emailing lmm6s@virginia.edu, or through Toolkit.  Textbook orders should be placed at least six weeks before the start of classes to ensure availability by the time classes begin.  Orders should be placed before final exams (when buyback begins) if a textbook will be reused to enable students to sell back their textbooks.


J. Teaching Policies

The College’s web page contains information that is useful for instructors and students, seehttp://www.virginia.edu/~clas .  General academic guidelines and policies are described in Chapter 6 of the Undergraduate Record, see:http://www.virginia.edu/%7eregist/ugradrec/index.html .  Course instructors do not have the authority to waive or modify the add, drop, withdrawal, grade option deadlines, final examination schedule or any other rules of the faculty.  Dates and information for the current semester are available in the College Advising Newsletter at:http://minerva.acc.virginia.edu/~clas/info/advising.html .  The Association Deans in Garrett Hall implement the policies approved by the faculty.  When questions arise, you may call and talk to an Association Dean at 924-8863.      


            1.  Grading Practices

            There is no set grading standard at the University.  It is up to each instructor to develop and announce his or her own grading system.  Grades are monitored by the Dean and grade inflation is strongly discouraged.

            It is a Psychology Department policy that graded papers and test answers that are not returned to the student must be kept by the instructor for six months, to facilitate any corrections of scoring errors and to provide feedback to students.

            Scanning services are provided by Administrative Computing Services at no charge.  A computerized grading program has been created for use by the Department.  The T.A. of T.A.s provides information to all graders about the use of these systems.


            2.  Grade Sheets

            Grade sheets for final grades are received in the main office and distributed to individual faculty members a few days before the final exam period starts.  Memos with specific instructions accompany the grade sheets.  Grades are due 24 hours after the final examination period for the course (stated in the Course Offering Directory), but they are accepted up to 24 hours after the last final examination period.  Grades may be submitted manually or electronically.  For manual submission, the original grade sheets must have grade bubbles filled with a number 2 pencil.  A copy of the grade sheets should be submitted as the office copy.  For electronic submission, the printed copy of grades from Toolkit must be signed and submitted along with the blank original grade sheets. 

            Special “early grade” sheets are distributed for students scheduled to graduate that semester in order to ensure timely graduation.  Instructions are included with sheets.  Grade sheets for students enrolled through Continuing Education are separate from the regular grade sheets and must be submitted manually.


            3.  Grade Changes

            Instructors who need to change grades for a student must complete a Change of Grade form, available from the Receptionist.  One copy must remain in the Psychology Office for departmental records.


            4.  Confidentiality of Grades, Records, Personal Data

            Grades for tests or written assignments may not be posted using complete social security numbers and should not be posted in any format (e.g., alphabetical listings even without names and social security numbers included) which would allow students to identify the grades of other students.  Grades may be posted on the Psych Grades bulletin board on the first floor, or, preferably, through a course web page.  It is recommended that students be identified either by codes that they provide or by selected digits of the social security number that have been sorted in numerical order.  Student information should only be released to students when you can verify their identity.  Contact the Assistant to the Chair to find out what personal student data can legally be released.

            Graduate student records are accessible to faculty members (see the Research Administrator or the Assistant to the Chair)

            Faculty records are available only to the Research Administrator or the Assistant to the Chair unless otherwise specified by the Chair.  Faculty records do not leave the main office unless they are requested by the Dean of Arts and Sciences or other administrative officers.           


K.  Course Syllabi

Copies of syllabi for all courses taught in the Psychology Department are kept on file in the Psychology Office.  Former students often contact the office for copies of old syllabi.  A copy is kept automatically when syllabus copies are made by the office; instructors who make their own copies should make sure to leave one with the receptionist.


L.  Course Evaluations

Course evaluations are required for all courses taught during regular semesters.  Copies of course evaluations are kept in personnel files.  As of Fall 1999, all course evaluations for the department are conducted through the web.  Instructors may view, print or download the results of their evaluations using a password provided by the course evaluation administrator.  The Chair, Directors of Graduate and Undergraduate Studies, and Assistant to the Chair have access to all evaluations.  For more information, contact the Director of Undergraduate Studies, who oversees the course evaluation process.


M.  Teaching Awards

University teaching awards for faculty are administered through the Teaching Resources Center.  Information about these awards is available on their web site, http://www.virginia.edu/~trc/home.html .  The Chair determines who will be nominated from the department.


The Psychological Society presents an annual Outstanding Professor Award each year at graduation.  All psychology majors are eligible to vote, and the award is made by majority vote of those who vote.  Recipients are not eligible to run for three years following the award.  A plaque of award winners is located in Gilmer 202.


VII: Research Information

A. Research Support

The Office of Sponsored Programs (OSP) processes grant applications and subsequent administration after the award.  Our Research Administrator, Donna Hearn, acts as liaison between the Department and OSP.  The Research Administrator expedites the application process, can answer many questions before and after a grant is awarded, and provides information about possible funding sources.  Approximately five working days are required for internal University review of a completed grant proposal prior to its submission to the granting agency. However, as much time as you can allow is wise. For example,  collaborative efforts with other schools  (even other schools within UVa) require signatures from the other entities.  If a grant proposal describes research using animal or human subjects, special procedures are required and more time is needed.  Forms are available from the Research Administrator.


Please be aware that Arts and Sciences now requires “prior approval” or “submission pending review” for human participant and animal research before they will sign off on your grant proposal.


The Research Administrator and staff are ready to assist with all levels of grant preparation for federal and  non-federal grants. This includes pre- and post-award activity. Access to many grant forms can be obtained through  the  Research Administrator’s  page on the Psychology home page.  Because of the rapid evolution of electronic research administration at the federal and institutional levels, it is best to contact the research administrator as soon as you determine that submission of a grant is likely. This lead time may be a key factor in timely and accurate submission of your proposal.


B.  University Approval for Research

            1.  Approval for research with human participants

            Research involving data collection with human samples must have approval in advance through the Institutional Review Board for the Behavioral Sciences.  Information about the IRB is available at: http://www.virginia.edu/~research/guide/chapter2.html.  Protocol forms may be downloaded through http://www.people.virginia.edu/~ad4n/pper/.  The University Committee meets once a month.  The monthly deadline for submitting protocols for review is the last day of each month.  The time required to review a project is about three weeks.  Copies of the protocol forms are also available on a disk that you may borrow from the receptionist in the Psychology Office.


In addition to gaining approval from the Institutional Review Board, any project that will use the Psychology Participant Pool must register the project

through the department.  The participant pool is made up of students enrolled in PSYC 101 and most 200-level courses who have not already participated in research.  Experiment registration for the Psychology Participant Pool is available at: http://www.people.Virginia.EDU/~ad4n/pper/.  This site is restricted to psychology faculty, graduate students, and distinguished majors.


Pretesting sessions are conducted once at the beginning of each semester to enable researchers to identify appropriate participants for their research.  As of Fall 1999, pretesting is done on the web through the above web site.  Questions about the participants pool and pretesting should be directed to psychexperiments@virginia.edu.


            2.  Approval for animal research

            All institutional or research use of vertebrate animals must be conducted in accordance with a protocol approved by the University Animal Research Committee.  Contact the Animal Care Office at 924-0405.


C. Undergraduate Research Assistants

Research in Psychology (PSYC 395, 396, 495, 496) provides three credit hours for undergraduate students who work on a research project conducted by a faculty member (working either with the faculty member or a graduate student).  Students must have completed 14 credits of psychology prior to enrolling in this course.  They are expected to work an average of ten hours per week (or 120 total), with the schedule determined by the faculty supervisor.  They may be required to attend lab meetings as part of their hours.


Descriptions of faculty research interests for those recruiting research assistants are available through the undergraduate section of the Psychology web page.  Announcements may also be posted on the Undergraduate bulletin board and in the halls.  Students must enroll for research through a course action form with the instructor number and signature of the faculty member in whose lab the work will be conducted.  Faculty may authorize graduate students to sign for them, but the faculty instructor number must be given and the faculty member must assume responsibility for the enrolled students.


All four research courses are identical and students may take them more than once.  It is recommended, but not required, that the numbers be used in sequential order.  Students may enroll in two different research courses in the same semester as long as different numbers are used.  Research courses are typically offered on a Satisfactory/ Unsatisfactory grading basis. With special permission (usually reserved for those conducting their own projects), Research in Psychology may be taken for a grade. This requires, at a minimum, a 12‑20 page paper in addition to the ten hours of work per week. A contract, signed by the student and faculty member, must be submitted in person to the Director of Undergraduate Studies no later than the deadline to add a course.


Students occasionally may earn research credit in the Psychology Department for approved projects outside the department. Usually this applies to work with psychologists in other UVA departments. Students who sign up for these research projects will be sponsored by Mazen Saah and must get his signature to enroll.  More information on using research assistants for research conducted outside of the department is available from Mazen.


D. Distinguished Majors Program

The Distinguished Majors Program (DMP) in Psychology was initiated in January 1986 as an opportunity for psychology majors with exceptional records to prepare a thesis under the supervision of a departmental faculty member during the student's fourth year. The resulting thesis may be based on empirical research conducted by the student, analyses using an existing database, or a critical literature review.  Upon successful completion of the program, a student's degree may be awarded with Distinction, High Distinction, or Highest Distinction.


Applications, available from the Psychology Office, must be submitted by March 1 of the year prior to entering the program for May graduates, or November 1 of the prior year for January graduates.  Applicants must be psychology majors with an overall grade point average of 3.40. 


The Undergraduate Committee reviews the applications and offers conditional acceptance to those meeting the requirements.  Students are then given until the end of the month to talk with faculty members with whom they are interested in working and submit an advisor preference form.  Faculty members who are interested in advising thesis students also fill out a preference form.  Advisors and students are paired according to preference by the Undergraduate Committee.  All students who are paired with an advisor are accepted into the program.  It is recommended that they meet with their advisors prior to the end of the semester so that they may begin thesis work during the summer.


In addition to writing a thesis, all DMP students attend a one-credit seminar each semester they are enrolled in the program.  The seminar is co-taught by the Chair and the Director of Undergraduate Studies.


More information about the Distinguished Majors Program is available in the undergraduate section of the Psychology web page.


VIII. University Information

A. University Organization

For an overview, see faculty webpage--http://www.virginia.edu/OfFac.html The University faculty is presided over by the President.  The faculty as a whole delegates its powers to the University Senate, an elected body.  The Faculty of Arts and Sciences is administered by the Dean of Arts and Sciences, Melvyn Leffler.  In addition, there are three associate deans, Stephen Plog - Associate Dean for Educational Affairs, Richard Sundberg - Associate Dean for Administration, and Jessica Feldman - Associate Dean for Personnel and Planning.  Assistant Deans are appointed to direct undergraduate Associations. Each undergraduate in the College is a member of an Association; membership in a particular Association typically is determined by housing location in the student's first year.  The Association Deans advise, discipline, and generally monitor the academic progress of undergraduates.


B. Faculty Handbook

The University faculty handbook is available on the web: (http://minerva.acc.virginia.edu/~provost/handbook.htm)  Please refer to it for additional information.


C. Inside UVA

All faculty members receive the semi‑monthly publication, "Inside UVA," which provides a calendar of cultural events which run the gamut from theater, to chorus, to orchestra, to art exhibits, to athletic events.  It is also available on-line at http://www.virginia.edu/insideuva.  The publication also includes information about awards and honors received by faculty members and staff.  If any faculty member receives an academic honor or award, please provide information about this to the Chair's Assistant, who will ensure coverage in "Inside UVA."  


D. The Honor System   

All students at the University of Virginia must abide by the Honor System that prohibits lying, stealing and cheating.  The system is run entirely by students through the Honor Committee, and those who are found guilty are dismissed from the University permanently.


Information about the honor system can be found on the web site: http://www.student.virginia.edu/~honor/mo/ This site includes contact information, descriptions of procedures, statistics for honor cases, and a section for faculty with frequently asked questions. 


An introduction to the honor system is presented to new faculty members at orientation and information is distributed to faculty periodically.  Some relevant aspects of the honor system for faculty members include:

            - students are expected to sign a standard pledge on assignments and exams

            - the syllabus and/or instructor should clearly define situations in which what is considered an honor violation may be ambiguous

            - proctoring exams is not necessary, although proctoring is at the discretion of the instructor

            -  honor violations may be reported by any member of the University community by calling an Honor Advisor at 924-7062

            -  instructors are given sole authority to determine the grade on an exam or assignment in which an honor violation is suspected (this is called faculty grading option); instructors are cautioned not to base the entire course grade on an exam or assignment in which an honor violation is suspected

            - faculty are strongly encouraged to report suspected honor violations as a show of faith and support toward the Honor System


E. Library

A branch of the University library system, the Biology‑Psychology Library, is located on the second floor of the Life Sciences Laboratories.  This library contains a support collection of books and current and bound journals for graduate courses and graduate/faculty research in the Departments of Biology and Psychology.  Your key provides access to this library at all times.  Further information on this and other library facilities, including procedures on how to reserve books and materials for courses, may be obtained from the Librarian, Sandi Dulaney.  The solar-side room is sometimes available for faculty to teach small classes, to hold seminars or small meetings.  To reserve for a certain time, see the librarian. Be sure to make a lot of use of resources on the web (http://www.virginia.edu/lib.html)


F. Computing Services (ITC)

See the large amount of information available on the web (http://www.virginia.edu/comp.html) or contact Jim Freeman  (40447) for help


G. Faculty Benefits Office

For starters, see the Benefits web page:http://www.hrs.virginia.edu/benefits.html


H. Parking and Transportation

See the P&T web page:http://www.virginia.edu/~parking/


Parking and Transportation is located on Millmont Street, behind the Barracks Road Shopping Center.  We highly recommend you obtain parking permits (stickers or hang tags) for your vehicles at the earliest possible time.  Parking regulations, including towing for violations, are strictly enforced by the University Police.  The telephone number for Parking and Transportation is 924-7231. Psychology faculty have diverse preferences in where they choose to park. Some use lots behind the building (E3 and W4) while others have places in the cemetery, physical plant or McCormick road lots.


I. Athletic Facilities

Check out the IM web pages athttp://www.virginia.edu/ims/A number of athletic facilities are available to all persons affiliated with the University.  In order to use these facilities, full-time faculty members and staff must purchase a facilities use card. Cards for spouses, children, and guest passes are also available.


J. Athletic Events

Check out the  UVa Athletics web page: http://virginiasports.com/.  Both the men’s and women’s soccer games are highly recommended.


K.  The Colonnade Club and Hotel

For ready reference, you should first know that the University is not called a campus, but "grounds."  The original center of the University was the Rotunda with the West and East Lawn, and the West and East Ranges.  With this vocabulary in mind, you can locate the Colonnade Club, in Pavilion VII on the West Lawn, and the Colonnade Hotel, on the south end of the West Range. The Colonnade Club is the equivalent of a faculty club at UVa.  New faculty members will be or have already been invited to a reception in September.  There they will be apprised of all the Club has to offer (including dining facilities, meeting rooms, game rooms, reading rooms, guest rooms, coffee served in the morning and tea in the afternoon.)  There are about six major social events during the year.  The annual resident dues are $117.


The Garden Room restaurant is located next to the Colonnade Hotel.  It is open for sit-down dining during lunch hours.  The facility is open to faculty, staff, graduate students, and recently undergraduate students.  Tables may be reserved.  This facility is intended as a place where faculty and students can dine together.



Professional and Academic Organizations

Charlottesville has local chapters of national organizations such as the American Association of University Women, and of state organizations such as the Virginia Academy of Science, and the Virginia Psychological Association.  Many of them can be found through the University main web page: Http://www.Virginia.edu


Licensing in the Commonwealth of Virginia

Information describing clinical licensing procedures in the State of Virginia is available from the Department of Health Professions, Board of Psychology, 1601 Rolling Hills Drive, Suite 200, Richmond, VA  23229-5005.  The phone number is 804-662-9913.  Anyone practicing as a clinician outside of his or her University duties must be licensed in the State of Virginia.