Multi-Year Appointments (Full-Time Teaching & Professional Faculty) - Human Resources Policy - 40380

Multi-year appointments reward eligible faculty members for meritorious service to Germanna Community College. This policy establishes the criteria and procedural process for awarding three- and five-year multi-year appointment contracts to full-time teaching faculty, counselors, and librarians. The policy is in full compliance with VCCS policies Section 3.04: Faculty Appointments and Section 3.06: Faculty Evaluations.

2.1 Eligibility. Teaching faculty, counselors, and librarians, who are employed in unrestricted full-time appointments are eligible for multi-year appointments. Administrators who hold faculty rank, faculty members with the rank of assistant instructor or lecturer, or those on restricted appointments are not eligible for multi-year appointments.

2.2 Appointments. Multi-year appointments are for three or five years in duration and are not affected by change in faculty rank. The effective date for all appointments is July 1 through June 30 irrespective of whether the faculty employment contract covers a nine- or twelve-month period. The faculty employment contract will specify the period of college service (July 1 – June 30 or August 16 – May 15), the faculty member’s rank, and annual salary amount.

2.3 Sequence of Appointments. The sequencing of multi-year appointments is typically as follows:

• Three (3) one-year appointments
• Three-year appointment.
• Five-year appointment.

2.4 Subsequent Appointments.

• There is no limit to the number of one- and three-year appointments, which may be granted.
• Once eligible for the first three- or five-year multi-year appointment, faculty members may elect to receive a shorter multi-year appointment contract.
• Once a faculty member has been granted a five-year appointment, subsequent three or five multi-year appointment require reapplication.

2.5 Years of Service.

• For purposes of eligibility for a multi-year appointment, a year of service isfull-time employment for two (2) academic semesters (fall/spring).
• Employment for less than one year does not constitute a year of full-timeemployment and will not count toward the time eligibility for multi-yearappointment.

2.6 Criteria. Multi-year appointment is neither automatic, nor the simple result of service years. A candidate for multi-year appointment must meet the criteria for multi-year appointment as delineated by the VCCS, as well as the College’s additional criteria.

• VCCS Requirements
  • Competence of the faculty members as teachers or in their assignedfunctions.
  • Effectiveness of faculty members in carrying out their functions andduties as prescribed in the college Faculty Handbook.
  • Ability to establish and maintain positive professional relationships withcolleagues, supervisors, students, and the community.
  • Extent and currency of professional qualifications.
  • Adherence to all GCC and VCCS policies, procedures and regulations andthe laws of the Commonwealth of Virginia.
  • Evaluation.
• GCC Requirements
  • Overall rating of “Meets Expectations” on faculty evaluation(s):
    • New faculty on all completed evaluations during the first three (3)years of employment.
    • Senior faculty on the most recent evaluation prior to the end of thecurrent appointment.
  • Active committee service.
  • Submission of all review package materials by deadline.

3.1 A complete Multi-Year Appointment review package includes the following components:

• Portfolio or Support Documentation | Responsibility: Faculty Member
• Curriculum Vitae/Resume | Responsibility: Faculty Member
• Copy of most recent evaluation(s) | Responsibility: Faculty Member
• Letter of Recommendation | Responsibility: Faculty Member
• Copies of transcript(s) | Responsibility: Faculty Member
• Multi-Year Appointment Recommendation | Responsibility: Dean/Supervisor; Vice President
• Recommendation Letter | Responsibility: Dean/Supervisor

3.2 Role of the Faculty Member.

• Notify their Dean in writing that they wish to be considered for a multi-year appointment and request a letter of recommendation.
• Ensure all requirements of the faculty evaluation process are completed.
• Submit to their Dean/Supervisor a complete review package including:
  • Teaching Faculty Portfolio or Professional Faculty Portfolio and/or Support Documentation not to exceed a total of 10 pages.
  • An up-to-date Curriculum Vitae/Resume.
  • Copies of most recent evaluation(s). Faculty seeking an initial 3-year appointment must submit past three evaluations. Faculty completing a multi-year appointment submit only the most recent evaluation.
  • One (1) letter of recommendation. The letter may be written by the faculty member’s department chair, supervisor, or a colleague.
  • Copies of all transcripts.

Role of the Dean/Supervisor.

• Notify faculty eligible for a multi-year appointment.
• Ensure the criteria set by the VCCS and the College for multi-year appointment are fully met.
• Ensure all requirements of the faculty evaluation process are completed.
• Utilizing the faculty member’s official personnel file obtained from GCC’s Office of Human Resources, complete the Multi-Year Appointment Recommendation form. If needed, consult with Human Resources to complete the form accurately and thoroughly.
• Sign the form indicating either support or non-support of multi-year appointment.
  • If Support Multi-Year Appointment. Prepare a one-page letter of recommendation addressing the criteria listed in section 2.6 of this policy and any special noteworthy items to support multi-year appointment.
  • If Do Not Support Multi-Year Appointment. Provide a one-page letter of explanation for non-support using the criteria listed in section 2.6 of this policy.
• Submit the completed Multi-Year Appointment Recommendation form, along with the recommendation letter of support or non-support, to the respective Vice President for review.

3.3 Role of the Vice President.

• Review recommended faculty multi-year appointment requests.
• Sign each Multi-Year Appointment Recommendation form indicating either support or non-support.
• In the event a Dean/Supervisor supports multi-year appointment, but the Vice President does not, the Vice-President must provide a one-page letter of explanation for non-support using the criteria listed in section 2.6 of this policy.
• Forward the signed form, along with letter of recommendation if applicable, to Human Resources.

3.4 Role of Human Resources.

• Notify Dean/Supervisor of faculty eligible for a multi-year appointment.
• Assist the President with award and non-award letters.
• Generate appropriate multi-year appointment contracts.
• Send VCCS certification of process completion.

3.5 Role of the President.

• Review recommendations on multi-year appointments and make final decision.
• Notify Human Resources, the Vice Presidents and the Deans/Supervisors of the decision outcome.
• Send letters to faculty member regarding multi-year appointment award or non-award.

Specific deadline dates will be incorporated annually into the GCC’s calendar.

• VCCS Policy, Section 3.04: Faculty Appointment
• VCCS Policy, Section 3.06: Faculty Evaluations
• GCC Administrative and Professional Faculty Performance Evaluation Plan
• GCC Teaching Faculty Performance Evaluation Plan

Associate Vice President of Human Resources

• Multi-Year Appointment Recommendation
• Multi-Year Appointment Criteria Rubric

President’s Cabinet: Approved on October 23, 2019; July 22, 2025

Leadership Council: Approved on February 28, 2020; August 28, 2025

July 1, 2020