4.20 Faculty Credentialing
It is the policy of the University to ensure that all instructors of record (IOR) including tenured, tenure-track, faculty of instruction, clinical faculty, faculty of practice, lecturers, visiting faculty, adjuncts, and assistant instructors (full or part-time) are: qualified to accomplish the mission and goals of the institution; possess the academic preparation, training, and professional experience to teach in an academic setting; and align with the guidelines published by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) or meet recognized exceptions, based on University policy and disciplinary expectations, including those appropriate to the professional guidelines of programmatic accrediting agencies.
4.20.1 Digital Repository of Faculty Data and Activities
The Provost’s Office will maintain a digital repository of faculty data and activities as 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 within the digital system used for this repository.
The IOR, Chair/Program Director, Dean, Provost, and personnel authorized by the Chair or College to scan documentation must have access to the digital system. New IORs are added to the system upon appointment approval. Request for access to this system must be approved by the Chair/Program Director and will be assigned by the Director of Faculty Activity Reporting.
4.20.2 Official Transcripts
For purposes of this policy, an official physical transcript includes the following authentication criteria:
- the issuing institution’s official seal;
- signature of the appropriate authorizing agent, usually the institution’s Registrar;
- the institution’s official letterhead or stationary;
- the institution’s watermark or other identifier; and
- date of issue.
An official electronic transcript is also acceptable, which must:
- Be provided directly by an authorized vendor who provides the transcript services to the relevant institutions; and
- Include a notification email with a code or password, allowing access to the document or a message certifying that the transcript is the official document; and
- Not be merely a scan of a physical document.
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 must be evaluated and certified by an approved credential evaluation service. In addition, credentials in a language other than English or Spanish must be officially translated. The Provost’s Office may provide a list of approved services to the hiring department, who will work with the IOR to obtain the verifications, as needed. 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.
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 the IOR 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 the appropriate section of the digital repository system. In addition, the Chair/Program Director is responsible for uploading the IOR’s official transcripts, up-to-date résumé/curriculum vitae, licenses/certifications, the verification of work related to teaching experience (as needed), and requesting the Dean’s review and approval of the completed IOR file. The Chair/Program Director must complete the IOR’s file in the digital repository application and forward all official transcripts and verification documents to the Provost’s Office by census 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 the digital repository, as well 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 College or School
Each College or School will assign a liaison (“College or School Liaison”) responsible for communication regarding instructor credentials. Prior to any IOR’s appointment with the University, the Dean of the College or School 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/Program has populated the faculty credentialing fields in the digital system 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 within the digital repository system. The Dean will then inform the College or School Liaison of the completed files.
4.20.6 Responsibility of Provost’s Office
The Provost’s Office is responsible for ensuring that all IOR qualification credentials are in alignment with the guidelines published by SACSCOC or meet recognized exceptions, based on University policy and disciplinary expectations, including those appropriate to the professional guidelines of programmatic accrediting agencies. The Provost’s Office is also responsible for the recordkeeping of IOR official transcripts.
The Provost’s Office, through the College or School Liaison, will notify the hiring department of any missing credentials or documentation.
4.20.7 Exceptions
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 to the Provost’s Office until official documents arrive. Other exceptions may be made in the case that an IOR is hired after the start of classes.
In the event 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 an approved credential evaluation service, or evidence of previous verification by an accredited institution.
In the event that credentials do not conform to traditional guidelines, the relevant Department Chair or Program Director must provide an overall assessment of the IOR’s professional experience or appropriate licensures or alternative credentials in the appropriate section of the digital repository system, describing the qualifications related to the teaching area.