4.20 Faculty Credentialing
It is the policy of the University to ensure that all instructors of record (IOR) including full and part-time tenure, tenure-track, lecturers, and assistant instructors are qualified to accomplish the mission and goals of the institution and that they possess the academic preparation, training, and professional experience to teach in an academic setting and meet the minimum requirements of accrediting bodies and state agencies.
4.20.1 Digital Measures
Digital Measures is the official record system for faculty credentialing at the University. Faculty credentialing guides, policies, and tutorials are available on the Provost’s Office website and in Digital Measures.
The IOR, Chair/Program Director, Dean, Provost, and personnel authorized by the Chair or College to scan documentation must have access to Digital Measures. New IOR’s are automatically added to Digital Measures upon appointment approval. Request for Digital Measures access must be approved by the Chair/Program Director and will be assigned by Digital Measures administrator.
4.20.2 Official Transcripts
For purposes of this policy, an official transcript includes the following authentication criteria:
- the issuing institution’s official seal;
- signature of the appropriate authorizing agent, preferable the institution’s Registrar;
- the institution’s official letterhead or stationary;
- the institution’s watermark or other identifier; and
- date of issue.
4.20.3 Responsibility of Instructors of Record
It is the responsibility of the prospective IOR to provide the University with all of the documentation needed to verify their qualification credentials. This includes, but is not limited to, a résumé/curriculum vitae, résumé supplement, official transcripts (indicating terminal degree or other appropriate transcripts addressed to department or Chair/Program Director) appropriate licenses or certifications, and the verification of work related to teaching experience (as needed). These documents will be reviewed for authenticity by the Chair/Program Director, Dean, and Provost. All transcripts submitted by the IOR from foreign universities that are written in languages other than English or Spanish must be evaluated and certified by an outside agency. The Provost’s Office may provide a list of such agencies. The cost to obtain official transcripts (including necessary translations and evaluations of foreign transcripts) and copies of licenses and certifications is borne by the prospective IOR, unless otherwise agreed to be covered by the hiring department. It is the responsibility of the IOR teaching in disciplines that require licensure and/or certification to acquire and maintain those credentials. The University may periodically request updated documents from the IOR. New IORs must provide an official transcript, official transcript translations and evaluations (if applicable), and all other required documentation ten (10) business days before the academic semester begins.
IORs who have completed all requirements for the doctorate except the dissertation must provide an official transcript with proof of their terminal degree within one (1) month of their appointment.
4.20.4 Responsibility of Department Chairs/Program Directors
Prior to the IOR’s appointment with the University, the Chair/Program Director examines the prospective IOR’s qualification credentials to verify that he or she meets the requirements of the position by verifying work and/or teaching experience, transcripts (including necessary translations and evaluations of foreign transcripts), résumé /curriculum vitae, and any licenses /certifications. The Chair/ Program Director must populate and verify in the data fields related to the faculty qualification process under sections I through V under Education (Faculty Credentialing) of Digital Measures. Sections I and II may be populated by the IOR at the discretion of the department. In addition, the Chair/ Program Director is responsible for uploading the IOR’s official transcripts, up-to-date résumé/curriculum vitae, licenses/certifications, and the verification of work related to teaching experience (as needed) and informing the respective Dean and requesting review and approval of the completed IRO file. The Chair/ Program Director must complete the IRO’s file in Digital Measures and forward all official transcripts to the Provost’s Office by the first day of the academic semester. In the event that these documents are not available by the deadline, the Provost’s office must be notified.
Chairs/Program Directors are responsible for making all necessary updates to IOR files in Digital Measures such as requesting current transcripts and licenses/certifications, maintaining the list of courses qualified to teach, and adding other academic and work experience related to the courses the IOR is teaching.
4.20.5 Responsibility of Deans
Prior to any IOR’s appointment with the University, the Dean of the college examines and approves the prospective IOR’s qualification credentials to ensure that they meet the requirements listed by the respective accrediting agency. After the department has populated the faculty credentialing fields in Digital Measures and uploaded the transcripts (including necessary translations and evaluations of foreign transcripts), résumé/curriculum vitae, licenses/certifications, and the verification of work related to teaching experience (as needed), the Dean will verify the IOR’s credentials and approve the file by populating the verification date field (Section V, under Education in Faculty Credentialing) in Digital Measures. The Dean will then inform the College Liaison of the completed files.
4.20.6 Responsibility of College Liaison
A College Liaison for faculty credentialing will be assigned by the Dean to serve as the point-of-contact between the Chair/Program Director, Dean, and the Provost’s Office. The College Liaison will perform a final review the IOR’s files in Digital Measures before notifying the Provost’s Office of the completed files.
The College Liaison will work with the hiring department to assure that any missing credentials or documentation are provided by the required deadlines.
4.20.7 Responsibility of Provost’s Office
The Provost’s Office is responsible for the verification and validation of all IOR qualification credentials in compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). The Provost’s Office is also responsible for the recordkeeping of IOR official transcripts.
The Provost’s Office, through the College Liaison, will notify the hiring department of any missing credentials or documentation.
In the case that an IOR has requested an official transcript or translation/verification well in advance of the deadline and has not received it, a receipt may be submitted until official documents arrive. Other exceptions may be made in the case that an IOR is hired after the start of classes.
In the case that the institution granting the degree to the IOR does not issue traditional transcripts, alternative verification of the degree is required. Alternative verification may include a letter from the Registrar or similar official at the degree-granting institution, verification by NACES, or evidence of previous verification by an accredited institution.
In the case that credentials do not conform to traditional guidelines, the hiring official must provide an overall assessment of the IORs professional experience or appropriate licensures or alternative credentials in Section III of Education (Faculty Credentialing) segment of Digital Measures, describing the qualifications related to the teaching area.