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Human Resources

Find the right HR path when you are starting at AAD, supervising someone, hiring, leaving, requesting leave, or seeking development support.

Content owner: AAD Human Resources

Review expectation: Review this section when human resources contacts, forms, links, policies, or process details change.

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I’m New to AAD

For new AAD employees who need to know what should be ready, who can help, and what to ask during the first few days.

Confirm your start date, supervisor, reporting location, and first-day meeting plan.

Ask your supervisor which workspace, computer, phone, software, shared drives, and building access should be ready.

Use AAD HR for employment paperwork, appointment questions, leave questions, and benefits routing.

Use AAD IT for your computer, account access, software, phone, network access, and safe handling of college data.

  • Your supervisor or department administrator should already be working with HR and IT before your first day.
  • A good first week should include a schedule, a workspace, required training time, a department introduction, and a check-in with your supervisor.
  • If something is missing, start with your supervisor. They can route HR, IT, building, and access questions to the right place.

I Supervise Someone New

For supervisors, school administrators, and department contacts preparing for a new faculty or staff member.

Confirm the person’s role, start date, supervisor, appointment type, funding, reporting location, and first-week schedule.

Work with AAD HR on appointment paperwork, employment requirements, leave setup, and role-specific HR questions.

Work with AAD IT early so the person has PID readiness, computer setup, software, phone, network access, and shared-drive access.

Prepare the local welcome: workspace, building access, department introduction, required training time, and a first-week check-in.

  • Different appointment types require different HR documents. Confirm current requirements with AAD HR instead of reusing an old checklist.
  • Before the start date, confirm the Banner record, leave representative, system access needs, funding information, and welcome communication.
  • IT setup is more than a computer. Plan for software, phone and network access, shared drives, fixed-asset signoff, VT Alerts, password guidance, and sensitive-data expectations.

Forms and documents

Leaving AAD

For employees leaving AAD and for supervisors helping someone leave. The goal is to return equipment, close access, transfer records, and avoid a last-day scramble.

Confirm the last working day and who is coordinating the departure checklist.

Identify what needs to be returned, transferred, closed, or updated before the last day.

Send computer, phone, account, shared-drive, and access questions to AAD IT.

Send appointment, leave, and employment-status questions to AAD HR.

  • Employees should ask their supervisor what must be returned and what work or records need to be handed off.
  • Supervisors should plan for fixed assets, office or building keys, Hokie Passport, key-log updates, and the final leave report.
  • IT closeout usually includes collecting or wiping computers and coordinating any phone-line or voicemail reset.
  • Parking passes should be returned to Parking Services.

Forms and documents

Professional Development Support

For AAD employees looking for support for VT coursework, outside coursework, or leadership development.

Decide which kind of support fits your situation: VT coursework, coursework at another accredited institution, or leadership development.

Talk with your supervisor before spending money or enrolling. The request should connect to your role, goals, performance plan, or professional development needs.

Complete the appropriate college request form when you are ready to ask for AAD support.

Check with AAD HR or Finance before assuming a course, activity, or expense is eligible for support.

  • Tuition assistance is for coursework taken at Virginia Tech. Tuition reimbursement is for coursework taken outside Virginia Tech at another accredited institution.
  • Requests are reviewed for connection to your job, documented goals, professional development needs, business need, available funds, and fair use of the policy.
  • The college request asks for employee and course information plus a short explanation of how the request benefits the employee and the college.
  • Tuition reimbursement requests are reviewed by the supervisor and senior leader, then sent to the Assistant Dean for Finance and Administration by June 30 for annual review.
  • The AAD process describes college support of up to $1,000 per semester and up to $2,000 per year, including summer sessions, when funding is available.
  • Leadership development support may include activities such as a formal 360 feedback process or executive coaching.
  • Leadership development requests are due to HRDD and ADF by October 15 for annual review. The AAD process caps college support at $5,000, with decisions communicated by November 1.

Forms and documents

Hiring or Changing a Position

For faculty or staff hires, backfills, new positions, and requests to change an existing role.

Identify what you are trying to do: faculty search, targeted faculty hire, faculty backfill, non-academic backfill, or new non-academic position.

Use the matching AAD process or request form before moving into broader HR systems.

After approval, connect the hiring work to onboarding, IT readiness, and any protected HR workflows.

Ask AAD HR when the next approval step is not clear.

  • The faculty hiring process applies to tenure-track, tenured, and non-tenure-track faculty hires, excluding adjuncts.
  • Before a faculty search launches, the dean approves the search, the school director determines the committee, the search chair works with HR on the search plan and position announcement, and Global Support Services reviews the draft when needed.
  • Search committees generally have 5-7 members and should represent diversity of rank, classification, gender identity, background, and college perspective where possible.
  • A search plan usually includes the posting title, school and program, rank, review date, committee members, affirmative-action placement goals, job announcement, advertising sources, diversity and outreach plan, and timeline.
  • Faculty backfill requests are used when a faculty departure creates a need to refill the role.
  • New faculty line requests should explain how the position fits the college strategic plan, school hiring plans, and program direction.
  • Non-academic backfill requests are used when an A/P faculty or staff role should be refilled as-is. A new position request is used when the role is newly created or meaningfully changed.
  • Non-academic requests include the request form and draft position description, then move through Finance/Admin and HR before college leadership review.

Forms and documents

Sexual Harassment & Assault

Virginia Tech support, advocacy, reporting, and Title IX resources for sexual harassment or assault concerns.

More resources

Additional pages and documents from the previous Inside AAD site are available as readable web pages while they are reviewed and folded into the right section.