Faculty Appointment Policies, Procedures and Checklists

Senior Vice President for Academic Affairs & Provost
Office of Faculty Affairs
DATE April 14, 2010
TO:
FROM:
RE:
UGA Administrators
Jayne L. Smith, Director of Faculty Affairs
Faculty Appointment Policies, Procedures and Checklists
To assist in the hiring and processing of faculty appointments and other faculty actions, the Office of Faculty
Affairs (OFA) is providing information to clarify requirements and to ensure continued consistency with
HUniversity of GeorgiaUH and HUBoard of Regents’UH policies and procedures. To ensure you use the most current
forms and processes, we ask that you always use the online forms and documents and do not save/download
locally.
Faculty Hire Process Checklist: This checklist includes all steps for recruitment and hire of faculty including
initial budgetary approval and search requirements. HUhttp://provost.uga.edu/documents/faculty-hire-processchecklist-final.pdfUH
Faculty Appointment Packages and Other OFA Checklists: A copy of OFA checklists are attached for new,
emeritus, and adjunct faculty appointments, internal administrative appointments, employment of UGA/USG
faculty retirees, faculty professional leaves of absence, establishment of endowed chairs/professorships and
appointment to endowed chairs/professorships. Note that these checklists only include documents required by
OFA and do not include possible requirements for other UGA offices such as Human Resources, Academic
Fiscal Affairs, Graduate School, etc. If an appointment package is for a Ucurrent or prior UGA faculty memberU,
please check with OFA to see if any required documents are already on file.
Complete Appointment Package and FIRST Electronic Record: Per UGA Policy, the UcompleteU appointment
package should be received in OFA Uat least 30 days prior to the employment effective dateU. If the candidate is a
new UGA faculty member, the FIRST electronic record must be submitted to OFA when the appointment
package is submitted. The designated contact for each senior administrative unit (list attached) must review
each appointment package to ensure that only complete appointment packages are submitted to OFA. To
assist in this effort, upon our initial review of the appointment package, we will notify your designated contact of
any missing items and/or return the package to be submitted when complete. Below are additional information
and instructions for items required in the appointment package:
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 OFA website at
HUhttp://www.busfin.uga.edu/forms/faculty_appointment.pdfUH must be used. Signature authority for faculty
appointments is only issued to administrators in the unit who hold appropriate faculty rank/status.
Please remember that the appointment form must include all required signatures UpriorU to forwarding to
the Office of Faculty Affairs for Provost/President review and approval. Below are additional
requirements for routing and approval of Public Service and Research Scientist faculty appointments:
‣ Public Service Faculty Appointments: All public service faculty appointments, regardless of
home unit, must be submitted to the Office of the Vice President for Public Service & Outreach
(OVPPSO) for approval/signature prior to submission to OFA. Note that OVPPSO may have
additional documentation requirements for hire of public service faculty. See HUAppointment
Procedures for Public Service and Outreach FacultyUH or contact OVPPSO for more information.
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‣ Research Scientist Faculty Appointments: All research scientist faculty appointments,
regardless of home unit, must be submitted to the Office of the Vice President for Research
(OVPR) for approval/signature prior to submission to OFA. Note that OVPR may have
additional documentation requirements for hire of research scientists. See HUGuidelines for the
Appointment and Promotion of Research ScientistsUH or contact OVPR for more information.
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, late submission of faculty appointment). 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
if the required items are appropriately covered. In cases where probationary credit toward tenure or
tenure on appointment are requested, please include the following:
‣ Request for probationary credit towards tenure: 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). Any request for exception to the
UGA/BOR policies on probationary credit towards tenure should clearly state that an exception
is being requested and must include strong justification for awarding probationary credit. All
probationary credit towards tenure must be requested at the time of appointment and must be
approved by the Provost/President.
‣ Request for Tenure on Appointment: If tenure on appointment is requested, clearly state that
the candidate was previously awarded tenure, the corresponding institution, and the
departmental vote for tenure on appointment. Any request for exception 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 Provost/President.
Letter of Offer: The letter of offer should follow the UGA Faculty Letter of Offer Template available
online at http://provost.uga.edu/index.php/faculty-affairs/faculty-offer-ltr-template/
Equal Opportunity Office Letter --or-- Affirmative Action Checklist/USG Applicant Clearinghouse
Form: If a search was conducted, the Affirmative Action Checklist and USG Applicant Clearinghouse
form are required. If no search was conducted, an Equal Opportunity Office letter approving the
appointment without a search is required.
‣ Internal Administrative Appointments: The above requirements apply for all administrative
appointment of current UGA faculty with the exception of internal appointment of an academic
department head. If a department head of an academic unit is appointed from the pool of
tenured faculty within the unit, approval of the Equal Opportunity Office or documentation of a
search is not required.
Official Transcript: UThe final official transcript from the degree granting institution is required for the
highest degree earnedU. Below are additional requirements if the highest degree has not yet been
awarded or if the highest degree awarded is from a foreign institution:
‣ Transcript for High Degree Not Yet Available: 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 or completed degree requirements but degree has not yet been awarded or
transcript for completion not yet available), the following documents are required:
1. Original letter or degree certification form from the candidate’s major professor,
department head or registrar certifying that all requirements for the degree have been met
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and date the degree was or will be awarded. This letter of certification should be on the
institution’s letterhead and include the specific degree (e.g., PhD, MA, MS) and major
area of concentration.
2. Official transcript for the prior highest degree earned.
‣ Transcript for High Degree from Foreign Institution: For candidates earning their highest degree
from a foreign institution, the transcript must be accompanied by the following documents:
1. Notarized translation if transcript is not in English.
2. Certification of U.S. Degree Equivalency, preferably from a recognized credentialing
agency (see HUhttp://www.uga.edu/provost/fef11605.pdfUH). 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 Ufaculty candidate’s nameU from Uforeign institution name, city, countryU awarding the
Udegree /levelU in Udiscipline/majorU on Udate grantedU 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
Udegree /levelU in Udiscipline/majoUr in the U.S.
Signed,
UGA Faculty Member/Discipline Expert Name, List of Academic Credentials
UList other credentials/positions held appropriate for this expert review
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. Internal letters of recommendation will be allowed for appointment of part-time and
temporary instructors when their primary teaching experience has been at the University of Georgia.
Any request for exception to the requirement for external letters of recommendation must be noted in
the Dean/VP cover letter, along with justification for the exception request, and requires Provost’s
approval.
Personnel Report or Other Official Budget Documentation: The Board of Regents’ policy 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.
Attachments
cc: Jere W. Morehead, Senior Vice President for Academic Affairs and Provost
Libby Morris, Vice Provost for Academic Affairs
Bob Boehmer, Associate Provost for Academic Planning
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Office of Faculty Affairs Checklists
University of Georgia Approval Items
NOTE: If appt pkg is for a current or prior UGA faculty member, check with OFA to see if any required documents are already on file.
Faculty Appointment:
___ New Appointment Form (1-pg form with appropriate signatures-OFA obtains Provost’s approval)
___ Cover Letter from Dean/VP to Provost (including faculty vote as applicable)
___ Letter of Offer (following faculty offer letter template)
___ 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 Awarded
___ Foreign Degrees: Translation/US Equivalency Certification
___ Current Vita
___ Three External Letters of Recommendation
___ Electronic Personnel Report/Budget Documentation
___ FIRST Electronic Record (new faculty only, submit to OFA Rec Admin consistent with appt pkg)
Adjunct Faculty Appointment:
___ New Appointment Form (1-pg form with appropriate signatures-OFA obtains Provost’s approval)
___ Cover Letter from Dean/VP to Provost including faculty vote
___ Official transcript for Highest Degree Awarded (not required if currently or previously tenured at UGA)
___ Foreign Degrees: Translation/US Equivalency Certification
___ Current Vita
___ Three External Letters of Recommendation
___ Electronic Personnel Report for Adjunct Appointment
___ FIRST Electronic Record (new faculty only, submit to OFA Rec Admin consistent with appt pkg )
Internal Administrative Appointment (For admin appt of current UGA faculty member within current unit)
___ Provost’s Approval (required for all internal administrative appts including appt of academic dept heads)
___ Offer Letter or other documentation outlining change in work assignment
___ Affirmative Action Check List (if search) or EOO approval for hire letter (if no search)
___ Applicant Clearinghouse Position Vacancy Announcement (if search)
___ Electronic Personnel Report/Budget Documentation
Emeritus Faculty Appointment:
___ Recommendation for Award of Emeritus Status Form with appropriate signatures-OFA obtains President’s approval
___ Cover Letter from Dean/VP to SVPAA
___ Cover Letter from Dept Head (as applicable)
___ Current Vita
Faculty Professional Leave of Absence (beyond 1 yr requires BOR Chancellor’s approval):
___ Faculty Leave of Absence Request Form with appropriate signatures-OFA obtains Provost’s approval
___ Cover Letter from Dean/VP
___ Cover Letter from Dept Head (as applicable)
___ Letter of request from faculty member
___ Current Vita
___ Supporting Documentation from awarding institution/agency (as applicable)
Board of Regents’ Approval Items
Establishment/Upgrade of Endowed Chair/Professorship (BOR approval req'd prior to faculty appt):
___ Review How-To Document (From UGA External Affairs Website):
___ 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 (only if new faculty member)
___ Cover Letter from Dean/VP to SVPAA (inc search procedures, candidate’s credentials, appt date, salary, &
faculty vote as applicable per approved Fund Trust Agreement)
___ Current Copy of UGA Fund Account Statement
___ Current Vita
___ Electronic Personnel Report (placing faculty member in the endowed position)
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UGA OFFICE OF FACULTY AFFAIRS 1/26/11
DESIGNATED UNIT CONTACTS FOR FACULTY APPOINTMENTS
CARON CLARK
Faculty Affairs Specialist
Office of Faculty Affairs
cclark@uga.edu, 706-542-1726
UNIT
Agricultural &
Environmental
Sciences
Business
Family &
Consumer
Sciences
Journalism &
Mass
Communications
Law
Libraries
Provost’s Office:
Faculty of
Engineering
Public &
International
Affairs
Veterinary
Medicine
VP for Instruction
VP for Public
Service &
Outreach
DESIGNATED CONTACT
Mark Eason
Director Administrative
Agbusoff@uga.edu, 2-2373
Kathleen Day
Admin Financial Director
kaday@terry.uga.edu, 2-3534
Ginny Benedict
Admin Financial Director
glyman@uga.edu, 2-4880
Terri Baker
Administrative Specialist
terrib@uga.edu, 2-2006
Debbie Love
Administrative Specialist
dglove@uga.edu, 2-5226
Jan Hudson
HR Specialist
jd237@uga.edu, 2-2716
Patsy Adams
Administrative Specialist
patsy@engr.uga.edu, 2-8839
Cheryl Power
Admin Financial Director
cpower@uga.edu, 2-1881
Tanya Eidson
Administrative Specialist
teidson@uga.edu, 2-3461
Mary Whitehead
Administrative Specialist
mwhitehd@uga.edu, 3-0690
Gwen Moss
Admin Financial Director
gmoss@uga.edu, 2-7854
JASON LONG
Faculty Affairs Specialist
(Part-Time: 11am-3:30pm)
Office of Faculty Affairs
jasonl@uga.edu, 706-542-3677
UNIT
Ecology
Environment &
Design
Forestry & Natural
Resources
Pharmacy
Public Health
Social Work
VP for Research
DESIGNATED CONTACT
Brenda Mattox
Admin Financial Director
bmattox@uga.edu
2-8886
Scott Weinberg
Associate Dean
weinberg@uga.edu
2-4715
Anuj Sinha
Admin Financial Director
asinha@uga.edu
2-4745
Beverly Martin
Human Resources
Specialist
bemartin@uga.edu
2-5877
Kathy Shelnutt
Assistant to the Dean
kathys@uga.edu
2-4118
Deborah Franco
Administrative Specialist
dfranco@uga.edu
2-5424
Kevin Burt
Director of Rsch Fiscal
Affairs
kevburt@uga.edu
2-5930
MIKE GORMAN
Assistant Director
Office of Faculty Affairs
mgorman@uga.edu, 706-542-0546
UNIT
Arts & Sciences
Education
Graduate School
MCG/UGA
Medical
Partnership
Provost’s Office:
Honors Program
Provost’s Office:
Georgia Museum
of Art
Provost’s Office:
Institute of Higher
Education
VP for Student
Affairs
DESIGNATED CONTACT
Karen Coker
Administrative Specialist
kcoker@uga.edu
2-2840
Christy Glazer
Administrative Specialist
cglazer@uga.edu
2-2696
Tonia Gantt
Admin Financial Director
tgantt@uga.edu
2-1739
Marsha O’Connor
Assistant Dean
marshao@uga.edu
706-369-5629
Heather Carlson
Administrative Specialist
hcarlson@uga.edu
2-0532
Marge Massey
Business Manager
mmassey@uga.edu
3-8231
Susan Sheffield
Editor
sheffiel@uga.edu, 2-0570
John Ayoob
Assistant Vice President
jayoob@uga.edu
2-3564