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Section 5 Policies
Subject 5.5 Faculty Evaluations
Policy 5.5.6 Faculty Credentials
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07/06/07 -Originated
-Reviewed w/ changes
-Reviewed w/o changes
Council of Deans -Author
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Faculty Credentials
Definitions
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Faculty Credentials Folder: a folder maintained on each faculty member by the respective Dean’s office, that includes higher education transcripts, curriculum vitae (CV), biographical sketches, memorandum of appointment (MOA), student and peer evaluations, etc.
Pending Credentials Folder: a folder that is established to collect outstanding documentation until all required documents are acquired.
Official Transcripts: an official transcript is defined by all of the following criteria:
• The degree granting institution’s official seal
• signature of the appropriate authorizing agent, preferably the university registrar
• university letterhead, stationary, university watermark or other identifier and
• date of issue
Transcripts that are classified as unofficial will not be accepted as official; eg those provided directly to students.
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Policy
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The University of Texas Medical Branch (UTMB) requires all permanent and temporary salaried faculty members to possess the academic preparation, training and experience to teach in an academic setting and to meet or exceed the minimum requirements of accrediting bodies and state agencies.
Each salaried faculty member teaching credit courses must have completed at least eighteen (18) graduate semester hours in the teaching discipline and hold at least a master’s degree, or hold the minimum of a master’s degree with a major in the teaching discipline.
Additionally, the permanent personnel file should include a current CV, copy of current professional licensure (if applicable), resume or biographical sketch, evaluations of foreign degrees, current evaluation from supervisor, current (student, peer) evaluations of teaching (if applicable) and current
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Policy, continued
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memorandum of appointment (MOA). Biographical sketches should be supplemented with a list of educational activities, thesis or dissertation committees served on, mentoring experiences, small group facilitation, lectures provided, etc. Documentation, except for transcripts and foreign verification, should be no more than two years old.
UTMB reserves the right to remove a faculty member from his or her assignment immediately in the event of academic fraud.
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Exceptions
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Faculty credential folders for non-salaried faculty will have copies of professional licensure, CV and unofficial transcripts indicating degree earned.
In certain cases, outstanding professional experience and demonstrated contributions to the teaching discipline may be presented in lieu of formal academic preparation. Such cases must be justified by the department and school on an individual basis and approved by the Council of Deans. Written justification and documentation of experience/contributions must be filed in the permanent personnel file with the credentials of the employee.
When a faculty member is basing his/her justification for teaching specific content upon coursework not in the discipline of his/her terminal degree, then a confirmation and assessment of the number of graduate hours completed and an official transcript from each institution that awarded the graduate credit are required.
The hiring of individuals whose qualifying degree is from a non-regionally accredited institution in the United States (U.S.) will be considered on case-by-case basis. When hiring such individuals, additional criteria beyond those listed in the Faculty Credential Requirements form must be considered. Criteria to be considered include the degree issuing institution’s reputation, whether the institution is accredited or recognized by other agencies or organizations, and a thorough evaluation of the candidate’s course work and experience. If such a hire is deemed desirable, then the Chair must fully evaluate the faculty member’s educational academic preparation and experience and then provide a written justification for the hire to the Dean.
If the Dean agrees that the individual possesses the appropriate credentials, then the aforementioned documents will be filed in the faculty member’s Credential folder in accordance with current standards.
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Responsibilities, continued
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Dean or Dean’s Designee – responsible for the verification and validation of all faculty credential requirements. Prior to any faculty member’s appointment with the UTMB, the Dean of the school examines and approves the prospective faculty member’s credentials and folder to ensure that he or she meets the requirements listed by the respective accrediting agency. The Dean will work with the Chair to acquire required documents. The Dean will forward the completed “Faculty Credential” folder to the school’s permanent faculty file.
The Dean’s office is responsible for filing the letter in a “pending folder” to match the letter with the corresponding credential file to ensure that all the related documents have been received. The Dean’s office will notify the appropriate Chair if there are any discrepancies in receipt of the credential folder. Lecturers working for UTMB will be given (30) days to comply once notified by the Chair. In terms of transcripts, the UTMB requires official transcripts identifying degrees or coursework needed for credentialing. Official transcripts are defined as those transcripts transmitted directly from the issuing institution to the UTMB hiring department.
The Dean’s office will maintain an electronic database of faculty credentials. The Dean’s office will use the database to provide accurate, timely information to various accrediting agencies, federal, state, local agencies and college departments. The “Faculty Credential” folder will be maintained by the Dean’s office. The folders are only available for review by the Chair or Dean; Folders will not be issued outside of each dean’s office.
Chair – responsible for the examination of prospective faculty members’ credentials to verify that they meet the requirements of the position prior to an appointment with UTMB. If a transcript is unclear, the Dean’s office will ensure contact with the institution producing the transcript, and request that the institution provide information regarding the transcript or courses in question. In the event, the institution ceases to exist and there are no records or method of verification, the faculty member may be required to provide references to support academic course work. If the credentials meet or exceed those required, and a decision is made to hire the faculty member, the Chair will prepare a “Faculty Credentials” folder in accordance with current UTMB standards. The Chair will forward the completed “Faculty Credential” folder to the Dean for verification and signature. The Chair will forward a copy of the acceptance of the offer to the Dean’s office within one (1) week of receipt. If there are discrepancies, the Chair must submit the required credential documents within forty-five (45) days of hire for tenured and tenure-track faculty and thirty (30) days of date of hire for non–tenure track faculty.
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Responsibilities, continued
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Faculty Member – responsible for the collection and verification of documents and credentials. This includes, but is not limited to, a resume/vitae, resume supplement, official transcripts (indicating terminal degree or other appropriate transcripts) appropriate licenses or certifications, and the verification of work related to teaching experience (as needed). The cost to obtain official transcripts (including necessary translations and evaluations of foreign transcripts) and copies of licenses and certifications is borne by the prospective faculty member. It is the responsibility of faculty members teaching in disciplines that require licensure and/or certification to acquire and maintain those credentials, and to provide documentation of licensure and certification for inclusion in the Faculty Credentialing folder to the respective Dean. UTMB may periodically request updated documents from faculty members to maintain the credential folders. New faculty members must provide an official transcript at time of hire.
In the event an “adjunct” faculty member is listed as an “Instructor of Record” and teaches a class, the “adjunct” faculty member will be required to meet and comply with the credentialing guidelines of this policy.
“All but Dissertation” (ABD) faculty members have one year to acquire official transcripts of their newly-acquired terminal degrees.
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Foreign Transcripts
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All transcripts submitted by a potential faculty member from foreign universities or schools must be evaluated for equivalency to United States accredited course work by a UTMB approved agency. All costs for these services are borne by the prospective employee. Only course work and degrees granted by an accredited college or university, or an acceptable evaluation of foreign course work and degrees will be accepted for credentialing faculty. The Chair maintains and distributes information regarding the processing of foreign transcripts.
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Late receipt of Documentation
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In cases when it is necessary for a faculty member to begin teaching prior to the receipt of an official transcript, a pending folder will be prepared by the Chair containing all of the information, including an unofficial transcript. A copy of the request for an official transcript must be included in the folder. The Chair will contact the University/College and obtain confirmation of the degree and major field. Additionally, the Chair will attempt to confirm receipt of the transcript request and if there is any type of hold on the release of the transcript. Once the official transcript arrives, it will be placed in the Credential Folder and all necessary signatures will be
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Late Receipt of Documentation, continued
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obtained. The completed folder must be submitted to the Dean’s Office no later than the 10th day of the class.
If after the 10th day of class, the credential folder has not been received by the Dean’s Office, the faculty member does not meet credential requirements to perform the assigned duties and the individual may not be considered for reappointment for the following academic semester. This will be documented in the Faculty Credential Evaluation Summary in the file and copies will be sent to the Academic Dean and Chair. When the required documents have been received, the faculty member’s Dean will re-certify the folder and it will be cleared and filed and the faculty member will be eligible for re-appointment.
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References
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IHOP 5.5.2, Periodic Performance Evaluation of Tenured Faculty
Rules and Regulations of the Board of Regents Series 31102
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