1.09 Appointment Procedures

Complete faculty appointment packages should be submitted to the Office of Faculty Affairs at least 30 days prior to the employment effective date.

Sources:

1.09-1 Faculty Appointment Form

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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 (OFA) website 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 prior 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 Appointment Procedures for Public Service and Outreach Faculty or contact OVPPSO for more information.
  • 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 Guidelines for the Appointment and Promotion of Research Scientists or contact OVPR for more information.

1.09-2 Personnel Report or Other Official Budget Documentation

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Budget and/or personnel documentation is required 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 Sr Vice President for Academic Affairs & Provost

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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.

1.09-4 Letter of Offer

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The letter of offer should follow the UGA Faculty Letter of Offer Template available online at /faculty-affairs/faculty-offer-letter-template.

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

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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.
  • Part-Time Appointments: The above requirements apply only to new part-time appointments or for faculty who have not been appointed in the same position/unit within the past three years. Equal Opportunity Office has given blanket approval for all other part-time appointments that meet the following criteria: a) no title change; b) no unit/department change; c) percent time employed does not exceed 75%; and d) break in service of no more than three years.

See Section 1.08 Recruitment of Faculty for additional information on the faculty search process or contact the Equal Opportunity Office.

1.09-6 Official Transcript

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The final official transcript from the degree granting institution is required for the highest degree earned. Below are additional requirements if the highest degree has not yet been awarded, if it is available in electronic form via download 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 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.

  • Electronic Transcript for High Degree: If the official transcript is an electronic copy, OFA must be given access to download and print the document directly from the awarding institution’s website to verify authenticity. Candidate should request electronic transcript be sent to ofatranscripts@uga.edu. The hiring department should email the name of candidate and hiring department to ofatranscripts@uga.edu to receive confirmation that electronic transcript has been received.

  • 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 /documents/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

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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 this requirement must be noted in the Dean/VP cover letter, along with justification for the exception request, and requires Provost’s approval. These letters should be signed and sent by the author to the hiring unit. If submitted electronically without an original signature, the hiring unit must verify that the originating email address belongs to the author of the letter.

Approved June 2017

1.09-8 Complete Appointment Packages/FIRST Electronic Record

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Per UGA Academic Affairs Policy 1.09, the complete appointment package should be received in the Office of Faculty Affairs at least 30 days prior to the employment effective date. 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 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.

1.09-10 Part-Time Faculty

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Part-time faculty are non-tenured faculty employed less than full-time at a single University System of Georgia (USG) institution, or at more than one USG institution.  Part-time faculty:

  1. Are not accruing time toward tenure.
  2. Are required to sign a letter of agreement for each appointment period and are not issued contracts. A template letter of agreement is posted at the Office of Faculty Affairs website.
  3. Are not the same as adjunct faculty appointments, which are unpaid.
  4. May be USG benefits eligible, depending on the duration of their employment and percent time employment. If the part-time appointment is continuous for more than one consecutive semester (excluding summer) and 50% time or greater, benefits will be offered based on percent time in accordance with the Employees Categories policy in the USG Human Resources Administrative Practice Manual.
  5. Are required to account for hours worked/week over the academic year.  If teaching is an assigned duty, then the faculty member’s instructional work time is based on contact hours/week.  See the UGA contact hour conversion chart (below) to convert instructional contact hours to standard hours worked and percent time employed. If teaching is not the only assignment, then part-time faculty must track their non-instructional hours worked/week.

  6. Who work or teach at more than one UGA unit and/or USG institution must notify each unit/institution of the appointments, disclose the number of contact hours being taught or hours worked at each unit/institution, and may have his/her employment limited by the unit/institutions.  A USG Dual Appointment Agreement (http://www.hr.uga.edu/dual-appointment-information) between institutions must also be initiated.  In most cases, the dual appointment agreement must be fully-executed by the Presidents of both institutions prior to the employment effective date.  Note that initiation of this agreement is an on-going obligation prior to any new term of joint employment among USG units.


For additional information about part-time faculty, see the following sections of the Board of Regents Policy Manual:

Sources for UGA Policy:
BOR Academic & Student Affairs Handbook: 4.2 Definition of Part-Time
BOR Human Resources Practice Manual: Employee Categories

1.09-11 Employment Beyond Retirement

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An individual who has retired from the USG and is receiving benefits from the Teachers Retirement System, the Employees Retirement System, or the Regent’s Retirement Plan, may be eligible for reemployment on a part-time basis by the USG. Reemployment of USG retirees by the USG must fall under the following conditions:

  • The reemployment of a USG retiree must be approved by the hiring institution’s president. Institutions must submit a copy of their hiring and approval procedures to rehire USG retirees to the Office of Faculty Affairs.

  • A rehired retiree must have a minimum break of at least one (1) month between the effective date of his/her retirement and the effective date of his/her reemployment.

  • The work commitment of a rehired retiree must be less than half-time; i.e., less than 49%.

  • The salary that is paid to a rehired retiree must be either:

    • No more than 49% of the annual benefit-base compensation amount that he/she was earning at the time of his/her retirement, with consideration for the average merit increase percentages that have been applied since the employee retired; or,

    • No more than 49% of the average compensation for the position into which the retiree is being hired based on the institution’s existing compensation plan, or, if not applicable, the average compensation of existing or previous incumbents; or,

    • No more than 49% of a reasonable market competitive rate for the position into which the retiree is being rehired as determined by the institutional chief human resources officer.

  • The salary that is paid to a rehired retiree must be consistent with his/her work commitment.

1.09-12 Documentation Required

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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)

1.09-13 Documenting Credentials of Foreign Faculty Teaching UGA Courses in UGA Study Abroad Programs

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Objective
  • Assure that all faculty teaching in UGA study abroad programs provide evidence of credentials meeting the standards of both UGA and the Southern Association of College and Schools (SACS);
  • Respect the procedures and policies of higher education in the host country.
Policy

Foreign faculty teaching in a University of Georgia (UGA) Study Abroad Program shall meet the same standards concerning educational background as all UGA instructors of record and shall undergo credential review prior to teaching UGA courses abroad.

  1. Preferred Form of Credentials. UGA prefers that foreign faculty provide documentation of highest degree earned as follows:
    1. If the highest degree is from a foreign institution: Official transcript plus a U.S. equivalency certification.  An equivalency certification is a written statement by a person or entity approved by the UGA Office of Faculty Affairs stating that the degree earned is equivalent to a U.S. degree in a particular academic area; or
    2. If the highest degree is from a U.S. institution: Official transcript.
  2. Alternative Forms of Credentials. Alternately, foreign faculty credentials may be authenticated by either of the following methods:
    1. Agreement Between UGA and Foreign Institution
      1. Institutional agreement[[To be created as addendum to standard ICA]] between UGA and a partner institution in the host country providing instructors for a UGA Study Abroad program which stipulates that the partner institution will review and select instructors for UGA following UGA’s hiring criteria; and
      2. Written attestation by the faculty director of the UGA Study Abroad Program or the head of UGA department offering courses in that program that the foreign faculty member’s credentials are valid and meet UGA’s standards.
    2. Contractual Relationship Between UGA and Foreign Expert
      1. Contractual relationship between the particular UGA Study Abroad Program and a person or entity in the host-country having knowledge and experience relevant to the hiring of faculty members for higher educational instruction; and
      2. Written attestation by the faculty director of the UGA Study Abroad Program or head of the UGA department offering courses in that program that the foreign faculty member’s credentials are valid and meet UGA’s standards.
  3. Responsibility to Maintain Documentation. If one of the two alternate methods listed in paragraph 2 above is utilized, the faculty director of the UGA Study Abroad Program shall have the obligation to provide the original institutional agreement and attestation (alternative 2a) or the original contract and attestation (alternative 2b) to the UGA Office of Faculty Affairs.  In addition, the faculty director shall maintain in the records of the Study Abroad Program a current vitae or other comparable evidence of each foreign faculty member’s credentials.

1.09-14 Limited-Term Faculty Appointment Pending Award of Terminal Degree

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If a terminal degree is required for a faculty position, it is expected that the candidate will have completed all degree requirements and submitted the degree certification to the Office of Faculty Affairs prior to the date of initial appointment.  Therefore, this policy is for limited use only when a candidate has not yet met the terminal degree requirements but provides adequate documentation to the hiring unit that the terminal degree will be completed within the first semester of hire.      

POLICY

If a faculty appointment is requested for a regular contract faculty position which requires completion of a terminal degree and documentation of degree completion or award is not provided to the Office of Faculty Affairs at the time of appointment processing, the faculty member will be placed in a limited-term, non-contract position at the corresponding rank pending award of the terminal degree and upon approval of the Senior Vice President for Academic Affairs & Provost.  Evidence of degree completion or award should be forwarded to the Office of Faculty Affairs as soon as available.  This evidence of degree completion or award is required no later than nine months following the employment effective date. 

The official transcript for the terminal degree is required, but the following certification will be accepted pending availability of the official transcript, along with the official transcript for the next highest degree awarded:

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 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. 

When documentation of terminal degree completion or award is received in the Office of Faculty Affairs, the appointment to a regular, contract faculty position will be made retroactively within the fiscal year the degree is received.  If the degree is not completed or awarded within the required timeline, the faculty member’s appointment will be terminated at the end of the semester.

This policy does not apply to the following situations: 

  • If a Master’s degree is the high degree required for a faculty position, certification of completion or award of the degree must be provided to the Office of Faculty Affairs prior to appointment processing.
  • In the case of an international hire and for the purpose of a U.S. permanent residency sponsorship on behalf of the international hire, the international hire must possess the minimum degree required (as advertised) at the time of appointment.  If the position was advertised with the minimum degree requirement being a terminal degree in the field, and the international person hired did not possess that required degree at the time of appointment, the recruitment will be invalid for the purposes of a U.S. permanent residency sponsorship, and the hiring department will need to re-advertise and re-recruit in order to proceed with a permanent residency sponsorship.
Sources: