Academic Professional Associate. This is an entry-level rank which normally requires completion of the terminal degree in a disciplinary area related to position responsibilities.

All planned appointments to Academic Professional ranks must be cleared by the Office of the Vice President for Academic Affairs prior to the initiation of a search or the identification of an individual for the position. A request for clearance must include a position description and the education and training requirements needed for it. Depending upon special circumstances Academic Professionals may be appointed with the understanding that there is a maximum to the number of yearly reappointments to be made based on program or budgetary considerations. If so, the request for appointment as well as the letter of offer must specify the maximum number of years the position will exist.

Recommendations for the appointment of Academic Professionals originate within program units. The unit executive officer is responsible for designating a search committee and, with the search committee chair, for preparation and dissemination of position announcements in compliance with Affirmative Action guidelines and University procedures. Appointments to an Academic Professional position are recommended by the unit executive officer and approved through the typical academic administrative process (e.g., department head or director, dean or appropriate vice president, Vice President for Academic Affairs, President, Chancellor, and Board of Regents).

The dossier should include the following information:

• A cover letter describing the purpose of the appointment, the candidate's professional background, and a description of the search process and evaluation.

• A vita, including relevant biographical and professional data,

• A position description.

• Letters of recommendation and related supporting documents.

• A copy of the letter of appointment (which must include the sentence: "This offer is made subject to administrative approval and approval by the Board of Regents.").

After initial appointment, each candidate for promotion will be judged primarily on the basis of the quality of performance of her/his assigned responsibilities consistent with the appropriate position description and on whether or not she/he meets the criteria for the rank. The candidate will also be expected to have made significant progress in her/his own professional area. Documentation of this progress necessarily will be appropriate for the specific position and may include such items as professional recognition, awards, service in professional associations, and service within the academic community and professional or disciplinary contributions.

Academic Professional ranks constitute a career ladder, and minimum times in rank are generally required for consideration for promotion. However, promotion is not routine: Each rank has its own performance criteria. Thus, successful performance at one rank in and of itself does not necessarily imply having met the criteria for the next rank simply with the passage of time.

Promotion recommendations originate in the unit in which the individual holds her/his appointment. The typical process will be from department head (or director) to dean or appropriate vice president and then the Vice President for Academic Affair and the President. If approved at the University level, the promotion recommendation is then forwarded to the Chancellor.

To implement the promotion process the appropriate executive officer will convene a committee of senior personnel which may include tenured faculty as well as academic professionals at or above the rank being considered. Based on the results of a written ballot, the committee will send its recommendation to the executive officer describing the rationale of the vote either for or against promotion. A minority report, if any, should be included in the dossier. If both the committee and the unit executive officer are against the promotion, then the dossier need not be forwarded. Where there is a disagreement between the committee and the unit executive officer, the dossier will be forwarded to the next level with a full explanation of the difference.

Preparation of the promotion dossier is the responsibility of the unit executive officer and should include the following information:

• A cover letter which describes what the candidate has accomplished and what there is about the quality of the candidate's work and expertise which warrants promotion. If the promotion also includes a change in, or an addition to, professional responsibilities, the change should be described.

• A position description. If the promotion includes a change in professional responsibilities, the proposed position description should be included.

• A vita which summarizes biographical, personal, and professional data. Because Academic Professional positions are so varied in responsibilities, no single vita format can be appropriate. However, the initial page should include the standard education and work history. Professional contributions beyond those of the position description should be included, as should any awards, recognition, grants, etc.

• Letters of recommendation. Depending upon the nature of the candidate's responsibilities, these letters may be national, regional, or local. There should be at least three and need not be more than five, but each should  address the substance of the candidate's accomplishments and be solicited either by the unit executive officer or the committee chair.

If the recommended promotion is within a college or school, the dean, upon receipt of a promotion recommendation, may at her/his discretion form an advisory committee for review of the dossier. The dossier is forwarded with the dean's recommendation to the Vice President for Academic Affairs. If the dean makes a recommendation contrary to that coming from the unit, she/he will provide a cover letter with a rationale. If the recommended promotion is not within a college or school, it will go through the appropriate vice president and then to the Vice President for Academic Affairs.

The candidate may appeal a negative decision at the unit level. The appeal must be based on the perception of significant omissions or commissions in the review process, impermissible bias in the review, or procedural errors of sufficient moment to have precluded an objective, fair review. The appeal must be to the next level of review and the appropriate executive officer (e.g., dean or vice president) will convene a committee to review the appeal and make a recommendation. The candidate may exercise this appeal process to the President and, as appropriate, to the Chancellor.

The unit may appeal a negative decision at a subsequent review level. The appeal must be directed at the rationale for a negative decision at that level and, if needed be, may be pursued to the Chancellor.