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Thomas C. Katsouleas

Thomas C. Katsouleas
Executive Vice President & Provost

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P.O. Box 400226
Charlottesville, VA 22904-4226


Conditional Offer Letter for Faculty


An offer of employment represents the culmination of the faculty hiring process in accordance with the Extending Offers of Employment to Faculty in Academic Areas policy. Before any hire can be made, the terms of the offer must be determined and an approved offer letter issued to the candidate by a designated University hiring official. The following individuals are designated hiring officials:

  • President
  • Executive Vice President and Provost
  • Academic deans of the University's eleven schools
  • University Librarian

Hiring authority may be delegated in writing by one of these individuals with the approval of the president or the appropriate vice president. An offer issued by an individual who is not a designated hiring official is not considered binding nor is it considered to be a valid offer.

All offers of employment are conditional and are subject to the approval of the president, the executive vice president and provost, and, as required, the University's Board of Visitors.

All offer letters should contain certain elements and should conform to the standard University offer letter. While other terms and conditions may be included as part of the offer of employment, the following items must be incorporated:

  • Faculty rank
  • Administrative Title (for administrative & professional faculty)
  • Effective date of appointment
  • Term (or length) of appointment
  • Salary
  • Whether the appointment is 9-month or 12-month
  • Name of the candidate's supervisor
  • Foreign National information (if applicable)
  • Requirement to abide by the University's Code of Ethics
  • Requirement to comply with EO/AA policies
  • Requirement to cooperate with the student body in maintaining the Honor System
  • Reference to the policies which govern the terms and conditions of employment

Offer letters that deviate from the required information must be reviewed and approved by the Office of the Executive Vice President & Provost before being issued.

Offers to Non-Tenure-Track Faculty: The designated hiring official is responsible for extending offers of employment in accordance with the policy on the Employment of Non Tenure Track Faculty, including eligibility for the Expectation of Continued Employment (ECE). The position’s ECE status must be referenced in the offer letter. Any exception to ECE eligibility in an appointment or reappointment letter must be approved in advance by the provost or his designee.

The conditional offer letter below will generate a standard conditional offer letter based on the information entered by the user.

This conditional offer letter is specific to the hiring of faculty at the University of Virginia. It is not intended to be used for the hiring of Professional Research Staff, who are governed by separate policies.

Saving a File

To save a customized conditional offer letter to your desktop computer:

  • Complete all the required fields in the web form.
  • Select File > Save As
  • Type a path and filename for the file. The file will automatically appear as a text file, but can be saved as a Word document, if desired.
  • Save the document in the folder or file of your choice.


Letter Date:
Offer Letter Return Date: (format: mm/dd/yyyy) Help
Hiring Authority's Name: Help
Hiring Authority's Title:
Hiring Authority's Email:
Hiring Authority's Phone Number: (format:NNN-NNN-NNNN)
Candidate Name: Help
Candidate Address:
Faculty Classification: Help
Rank: Help
Department or Office Name: Help
(format: Department of _____; Office of _____)

Appointment Term: To (format: mm/dd/yyyy) Help
Effective Date: (format: mm/dd/yyyy)
Salary: (format: numerals only)
Salary Type: Help
First Payment Date: (format: mm/dd/yyyy) Help
Name of Candidate's Chair or Supervisor: Help
Title of Candidate's Chair or Supervisor:
Email of Candidate's Chair or Supervisor:
Phone Number of Candidate's Chair or Supervisor: (format:NNN-NNN-NNNN)
Is the Candidate a foreign national? Help
Will the Candidate have supervisory authority?
Is the Candidate's appointment contingent upon the continued availability of outside funds?
Form I-9 Contact Name:
Amount of compensation provided to the candidate for moving and relocation expenses. (format: numerals only) Help
Signing Bonus. (format: numerals only) Help
Consecutive Months of Employment (for Signing Bonus). Help