Faculty Appointment Policies, Procedures and Checklists

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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 2
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 3
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Faculty Appointment Policies, Procedures and Checklists

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