University of Texas at San Antonio



Faculty Credentialing (Transcript Processing and Evaluation)This job aid is intended for department/college staff involved with the hiring of faculty (tenured, tenure track and NTT).TimelineUpon hiring, all faculty are required to submit an official transcript for the highest degree earned and/or the degree applicable to the courses that will be taught by the faculty member. Per Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) guidelines, UTSA must document the qualifications for all instructors of record and have this information available upon request. The most important document is the official transcript. Employment is contingent upon receipt of this transcript.Transcript ProcessingOfficial Paper Transcript Guidelines:An official paper transcript is one that arrives in an envelope that has been sealed by the issuing institution. Official paper transcripts should be printed on security sensitive paper and contain the University seal and signature of the University Registrar. Transcripts that have been opened, photocopied, or marked as unofficial are not accepted in lieu of official transcripts.Electronic Transcript Guidelines:An electronic transcript is one that arrives from an institution's official electronic transcript service. Only transcripts from U.S. institutions are accepted from electronic transcript services. International Transcript Guidelines:All international transcripts should be certified, translated to English, and evaluated by an organization that is a member of the National Association of Credential Evaluation Services (NACES). NACES members may be found at: . Transcripts in the original language must accompany all translated documents. Uncertified translations, or self-translations, are not accepted. An approved evaluation requires a detailed evaluation of coursework (course-by-course evaluation); summaries are not accepted.Process: Using the guidelines above, verify that the transcript is official. Review the transcript information. A review of a transcript should include a verification of the name of the institution, name of the degree, and the date it was conferred. The transcript should also include courses taken, dates of attendance, major, type of degree awarded, the cumulative grade point average (GPA) and all honors received at the school. Enter the required information on the Digital Measures Faculty Education screen. Note that only conferred degrees are entered. Degrees in progress are not included. Scan the original transcript into Digital Measures. Although a watermark or void message may appear, this is okay. Departments/colleges are responsible for verifying the original transcript and keeping any original paper copies.Transcript EvaluationFaculty Credentials GuidelinesWhen documenting faculty qualifications, UTSA adheres to the SACSCOC Faculty Credentials Guidelines below:Faculty teaching general education courses at the undergraduate level: doctorate or master’s degree in the teaching discipline or master’s degree with a concentration in the teaching discipline (a minimum of 18 graduate semester hours in the teaching discipline).Faculty teaching baccalaureate courses: doctorate or master’s degree in the teaching discipline or master’s degree with a concentration in the teaching discipline (a minimum of 18 graduate semester hours in the teaching discipline).Faculty teaching graduate and post-baccalaureate course work: earned doctorate/terminal degree in the teaching discipline or a related discipline.Graduate teaching assistants: master’s in the teaching discipline or 18 graduate semester hours in the teaching discipline.Process:Department chairs should work with staff to ensure the SACSCOC Faculty Credentials Guidelines listed above are followed when faculty are assigned to courses. Note: Faculty without the appropriate degree cannot be instructor of record.Evaluate the faculty member’s transcript to ensure the degree is appropriate to each course the faculty member is assigned to teach. For faculty members with degrees in the discipline they are assigned to teach, verify that the degree is in the discipline of the courses assigned.For faculty members with degrees that are not in the discipline of the courses assigned, verify that the degree is in a related discipline with at least 18 credit hours that apply to the courses assigned. This will require a review of the applicability of all related coursework. For Assistant Instructors and Teaching Assistant II’s, ensure that they have at least 18 graduate semester hours in the teaching discipline for the courses assigned. Note: these faculty members cannot be assigned as instructor of record to graduate courses.ResourcesFaculty Credentials Webpage: 2.02 – Faculty Appointments and Titles ................
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