1.09-12 Documentation Required

The following are checklists related to various faculty appointment processes.

University of Georgia Approval Items

If appointment package is for a current or prior UGA faculty member, check with Office of Faculty Affairs to see if any required documents are already on file.

Faculty Appointments:
  • 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-for part-time reappointments see Policy 1.09-5)
  • Applicant Clearinghouse Position Vacancy Announcement (if search)
  • Official Transcript for Highest Degree Awarded
  • Foreign Degrees: Translation/US Equivalency Certification
  • Current Vita
  • Three Signed External Letters of Recommendation (or copy of email transmittal if electronic submission)
  • Electronic Personnel Report/Budget Documentation
  • FIRST Electronic Record (new faculty only, submit to OFA Receiving Administrator consistent with appointment package)
Adjunct Faculty Appointments: (contact OFA to check docs already on file if prior or current faculty member)
  • 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 Signed External Letters of Recommendation (or copy of email transmittal if electronic submission)
  • Electronic Personnel Report for Adjunct Appointment (if add’l title, add home department name & no. in remarks)
  • FIRST Electronic Record (new faculty only, submit to OFA Rec Admin consistent with appt pkg)
Internal Administrative Appointments: (for administrative appointment of a current UGA faculty member within current unit)
  • Provost’s Approval (required for all internal administrative appointments at level of department head/director or higher)
  • 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 except that EOO approval letter is not required for appointment of academic department heads)
  • 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 (include faculty vote as applicable)
  • 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 Forms A, B & C with appropriate signatures-OFA obtains Provost’s approval
  • Faculty Member’s Written Request
  • Faculty Member’s 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
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)