SFA Home / Policies

File Maintenance for Faculty Personnel Files (A-60)

Original Implementation: October 31, 2000
Last Revision: July 21, 2009

The Southern Association of Colleges and Schools requires the university to keep on file documentation of academic preparation for all full-time and part-time faculty members, including 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 that requirement, the following guidelines have been established to address the contents of the file as well as the designated place for maintaining the file.

Filed in Office of the Provost and Vice President for Academic Affairs (VPAA):

All full-time academic ranks.

  1. Personnel Action Request form (green copy)
  2. Recommendation for Appointment form
  3. Signed contract issued by VPAA office
  4. Curriculum vitae
  5. Official transcripts from all degree granting institutions attended
  6. Three letters of reference
  7. Faculty certification of credentials (where necessary)

Filed in Office of College Dean:

Adjunct, designated– 4.5 to 9 months, non-tenure track

  1. Personnel Action Request form (blue copy)
  2. Signed contract issued by dean’s office
  3. Curriculum vitae
  4. Official transcripts from all degree granting institutions attended
  5. Three letters of reference

Graduate Teaching Assistant (when teacher of record)

  1. Personnel Action Request form (green copy)
  2. Curriculum vitae
  3. Official transcripts from all degree granting institutions attended
  4. Three letters of reference

Filed in Graduate Office:

Graduate Assistant - Enrolled graduate student, 50% time or less, non-tenure track

  1. Personnel Action Request form (green copy)

Note: See Policy E-1A, Academic Appointments and Titles, for definition of titles.

Cross Reference: Policy Manual, Faculty Handbook

Responsible for Implementation: Provost and Vice President for Academic Affairs

Contact for Revision: Provost and Vice President for Academic Affairs

Forms: None