File Maintenance for Faculty Personnel Files (A-60)
Original Implementation: October 31, 2000
Last Revision: April 17, 2012
The Southern Association of Colleges and Schools requires the university to keep documentation on file of academic preparation for all full-time and part-time faculty members. Documentation includes official transcripts, and, if appropriate for demonstrating competency, official documentation of professional and work experience, technical and performance competency, records of publications, certifications, and other qualifications. To meet this requirement, the following guidelines have been established to address the contents of the file and the designated office responsible for maintaining the file.
Filed in the Office of the Provost and Vice President for Academic Affairs:
Full-time academic rank faculty
- Recommendation for Appointment form
- Signed contract issued by the Office of the Provost and Vice President for Academic Affairs
- Curriculum vitae
- Official transcripts from all degree granting institutions attended
- Three letters of reference
- Faculty Certification of Credentials form for those faculty who do not hold the terminal degree or whose terminal degree is outside the discipline in which they are teaching
Filed in the Office of the College Dean:
Adjunct faculty, designated– 4.5 to 9 months faculty, non-tenure track faculty
- Signed contract issued by the dean’s office
- Curriculum vitae
- Official transcripts from all degree granting institutions attended or verification that official transcripts are in the Office of the Provost and Vice President for Academic Affairs
- Three letters of reference
- Faculty Certification of Credentials form for those faculty who do not hold the terminal degree or whose terminal degree is outside the discipline in which they are teaching
Graduate teaching assistants (when instructor of record)
- Curriculum vitae
- Official transcripts from all degree granting institutions attended or verification that official transcripts are in the Office of the Dean of the Graduate School
- Three letters of reference
- Faculty Certification of Credentials form
Note: See Academic Appointments and Titles (E-1A) for definition of titles.
Cross Reference: Academic Appointments and Titles (E-1A); Faculty Handbook
Responsible for Implementation: Provost and Vice President for Academic Affairs
Contact for Revision: Provost and Vice President for Academic Affairs
Forms: Recommendation for Appointment form, Faculty Certification of Credentials form
Board Committee Assignment: Academic and Student Affairs