Academic Affairs Policy Manual

Section 1: Faculty

1.09-1 Faculty Appointment Form

All faculty appointments must include the one-page faculty appointment form.  For new faculty appointments, the faculty appointment form can be generated via FIRST.  For all other faculty appointments, the UGA Faculty Appointment Form, available from the Office of Faculty Affairs website at http://www.busfin.uga.edu/forms/faculty_appointment.pdf must be used.  Please remember that the appointment form must include all required signatures prior to forwarding to the Office of Faculty Affairs for Provost/President review and approval (Note that VP for Public Service & Outreach approval/signature required for all public service faculty appointments, VP for Research approval/signature required for all research scientist appointments) .

1.09-2 Personnel Report or Other Official Budget Documentation

The Board of Regents requires budget documentation for all faculty appointments.  The information submitted in FIRST must be consistent with information entered on all personnel and budget documents to ensure the integrity of faculty data that is transmitted through UGA and USG databases and submitted to the Board of Regents’ Human Resources Data Mart.

1.09-3 Cover Letter from Dean/VP to SVPAA & Provost

The cover letter should document the candidate’s qualifications for appointment as clearly as possible.  As applicable, the cover letter should include the candidate’s background, achievements, assessment of stature, search procedures, and faculty vote.   The cover letter should also clearly note any request for exception, along with justification, to BOR and/or UGA policy (e.g. candidate does not hold highest degree earned per policy for the respective faculty rank).  Although a cover letter outlining the terms of appointment from the Dean/VP is preferred, the Dean may also sign the Department Head’s cover letter.  In cases where probationary credit toward tenure or immediate tenure are requested, please note the following:

• If probationary credit towards tenure is requested, clearly state the number of years requested (maximum of 3), corresponding position and years of service, and institution where the candidate served in a tenure track position (cannot be less than the number of years requested).  All probationary credit towards tenure must be requested at the time of appointment and must be approved by the Provost/President.
  
  
• If Tenure upon appointment is requested, clearly state that the candidate was previously awarded tenure, the corresponding institution, and the departmental vote for tenure on appointment.  Any exceptions to the UGA/BOR policies for tenure on appointment should clearly state that an exception is being requested and must include strong justification for awarding tenure.  All requests for tenure upon appointment must be approved by the President/Provost.

1.09-4 Letter of Offer

The letter of offer should follow the UGA Faculty Letter of Offer Template available online at http://www.uga.edu/provost/facofferltr.htm .

1.09-5 Equal Opportunity Office Letter or Affirmative Action Checklist/USG Applicant Clearinghouse Form

If no search was conducted, an Equal Opportunity Office letter approving the appointment without a search is required.  If a search was conducted, the Affirmative Action Checklist and USG Applicant Clearinghouse form are required.

1.09-6  Official Transcript

The final official transcript from the degree granting institution is required for the highest degree earned.  If the official transcript listing the degree, discipline, and award date is not available at the time of appointment (e.g., candidate recently received degree), please submit a document from the degree granting institution certifying that all requirements for the degree have been met and the date the degree was or will be awarded.  The official transcript must be forwarded to the Office of Faculty Affairs as soon as available. 


For candidates earning their highest degree from a foreign institution, the transcript must be accompanied by a notarized translation (if not in English) and certification of U.S. Degree Equivalency, preferably from a recognized credentialing agency (see http://www.uga.edu/provost/fef11605.pdf).  U.S. degree equivalency will also be accepted from a UGA faculty member, preferably an academic dean or department head, who is an expert in the candidate’s academic discipline using the below letter template: 

I certify that the degree documentation submitted to the UGA Office of Faculty Affairs for faculty candidate’s name from foreign institution name, city, country awarding the degree /level in discipline/major on date granted is reliable and that the institution has standards similar to those of an accredited institution of higher education in the U.S.  I have reviewed this degree documentation and certify that the degree is equivalent to a degree /level in discipline/major in the U.S.

Signed,

UGA Faculty Member/Discipline Expert Name, List of Academic Credentials
List other credentials/positions held appropriate for this expert review

1.09-7 External Letters of Recommendation

Obtain at least three letters of recommendation from external authorities who can provide a critical, detailed evaluation of the candidate’s work as related to the faculty appointment.  Any request for exception to this requirement must be noted in the Dean/VP cover letter, along with justification for the exception request, and requires Provost’s approval. 

1.09-8 Complete Appointment Packages/FIRST Record

The complete appointment package and FIRST electronic record must be received in the Office of Faculty Affairs before the appointment can be processed.  We ask that your office review each appointment package to ensure that only complete appointment packages are submitted to the Office of Faculty Affairs.  To assist in this effort, upon our initial review of the appointment package, we will notify your administrative office of any missing items and/or return the package to be submitted when complete.

1.09-12 Documentation Required

The following are checklists related to various faculty appointment processes.

University of Georgia Approval Items

Faculty Appointments:
___      New Appointment Form (1-pg form with appropriate signatures, OFA obtains Provost’s approval)
___      Cover Letter from Dean/VP to Provost
___      Letter of Offer
___      Affirmative Action Check List (if search) or EOO approval for hire letter (if no search)
___      Applicant Clearinghouse Position Vacancy Announcement (if search)
___      Official Transcript for Highest Degree
___      Foreign Degrees: Translation/US Equivalency Certification
___      Vita
___      Three External Letters of Recommendation
___      Personnel Report/Budget Documentation
___      FIRST Electronic Record (new faculty only, submit to OFA Rec Admin consistent with appt pkg)

Adjunct Faculty Appointments
___      New Appointment Form (1-pg form with appropriate signatures, OFA obtains Provost’s approval)
___      Cover Letter from Dean/VP to Provost
___      Official transcript for Highest Degree
___      Foreign Degrees: Translation/US Equivalency Certification
___      Vita
___      Three External Letters of Recommendation
___      FIRST Electronic Record (new faculty only, submit to OFA Rec Admin consistent with appt pkg )
___      Personnel Report for Adjunct Appointment (Remark=List appt end date -or- State no appt end date)

Emeritus Faculty Appointments:
___      Cover Letter from Dean/VP to SVPAA
___      Cover Letter from Dept Head (as applicable)
___      Emeritus Form
___      Vita

Faculty Professional Leave of Absence (beyond 1 yr requires BOR Chancellor’s approval):
___      Professional Leave of Absence Form (5-part form available from COS)
___      Cover Letter from Dean/VP
___      Cover Letter from Dept Head (as applicable)
___      Letter of request from faculty member
___      Vita
___      Supporting Documentation from awarding institution/agency (as applicable)

Board of Regents’ Approval Items

Faculty & Staff Retiree/Rehires:
___     Request to Hire Retired UGA/USG Retiree Form (w/signatures, OFA obtains Provost’s approval)
___     If BOR agenda deadline missed, cover letter to BOR with justification for exception request

Establishment/Upgrade of Endowed Chairs/Professorships (BOR approval req'd prior to faculty appt):
___    Review: http://www.uga.edu/archfoundation/Establishing%20a%20Chair%20or%20Prof.pdf
___    Dean/VP Letter of Request to Provost (following above procedures, Item 3-Letter Template)
___    Copy of Fully Executed Fund Agreement
___    Current Copy of Fund Account Statement

Faculty Appointment to Endowed Chair/Professorship:
___     Complete Appointment Package (if new faculty appointment)
___     Cover ltr from Dean/VP including search procedures, candidate’s credentials, appt date, salary
           and faculty vote (as applicable per approved Fund Trust Agreement)
___     Current Copy of Fund Account Statement
___     Vita
___     Personnel Report (placing faculty member in the endowed position)