Graduate Faculty Procedures

Graduate Faculty Appointment Flow Chart

Approved by the Graduate Council: Nov. 30, 2016

I. Rationale for the Graduate Faculty

In a large, complex, public university, faculty have many different responsibilities. Most of these tasks are related to one of the three components of the University of Georgia’s mission “to teach, to serve and to inquire into the nature of things.” This is a broad mission and all aspects are important in contributing to our state’s growth and development.

In addition to being a land-grant and sea-grant university, the University of Georgia has been identified as a “doctoral university: highest research activity” in the Carnegie Classification of Institutions of Higher Education. This indicates that the University of Georgia is regarded as one of the 115 institutions in the United States that serves (i) the broad social purpose of producing new knowledge and (ii), through its training functions, developing future generations of scholars who will continue this mission.

The Graduate Faculty helps the University of Georgia to fulfill both of these important roles, ensuring that research and professional skills are taught and that graduate students are supervised by those with preeminent research experiences, expertise or professional skills. Because only a certain portion of the total faculty have such expertise, having the Graduate Faculty ensures that the direct supervision of student research, scholarship, and professional training (including theses and dissertations and the advanced training of practitioners) is performed by the faculty who are uniquely qualified to do so.

II. Definition of the Graduate Faculty

The quality of graduate programs and the enhancement of the reputation of the University of Georgia as a leading public institution rests with the Graduate Faculty. The purpose of the Graduate Faculty is to provide advanced research and practical training and to supervise the research and professional skills development of graduate students. The Graduate Faculty shall consist of faculty with an earned doctorate or highest terminal degree from an accredited institution or who have equivalent professional experience in their discipline and who are full-time regular faculty, adjunct faculty or retired Graduate Faculty.

III. Qualifications for Membership in the Graduate Faculty

Members of the Graduate Faculty are entrusted with upholding the research and advanced practical training mission of the university. There are three principal intellectual criteria for any faculty member seeking membership in the Graduate Faculty:

  1. Doctorate or highest earned terminal degree from an accredited institution in the faculty member’s discipline or equivalent professional experience.
  2. Proficiency in conducting scholarly research and/or practice of the profession. Through their own current research productivity and practices, members of the Graduate Faculty have established themselves as leaders in their disciplines. Evidence of demonstrated proficiency includes, but is not limited to:

    2.1 An active research agenda as indicated by the publication of scholarly books, articles in refereed journals, refereed conference presentations, grants and contracts received, patents, and creative activities appropriate to the various disciplines.

    2.2 Active practice of the profession, as indicated by consultations, performances, contracts, awards, prizes, licensures, and other certifications.

    2.3 Recognition of research and creative contributions by awards, prizes, and fellowships.

    2.4 Editorial work, such as serving on the editorial boards of scholarly journals and university presses, the editing of scholarly books, and the professional reviewing of manuscripts for scholarly journals and presses.

  3. Proficiency in supervising scholarly research or practice of the profession. Members of the Graduate Faculty bear primary responsibility for teaching and training future generations of researchers, scholars, and practitioners.  Evidence of demonstrated proficiency in supervision includes one or more of the following:

    3.1 Prior supervision of student research, professional skills development, or service as a major professor/advisor or committee member for theses and dissertation.

    3.2 Prior supervision of practitioners in academic or non-academic settings.

    3.3 Demonstrated potential to direct masters or doctoral candidates successfully.

In addition to the three intellectual criteria listed above, the university also must ensure that those directing research and teaching advanced courses are able to provide the type of sustained support, commitment, and access necessary to ensure that the students with whom they have been entrusted receive the mentoring, practical, professional, and research training appropriate for a university of our stature.

IV. Responsibilities and Rights of the Graduate Faculty

Only members of the Graduate Faculty can:

  • serve as a major professor to doctoral students.
  • serve as a major professor to Master of Arts and Master of Science students.
  • teach 8000-9000 level courses.

Advisory committees for Master of Arts, Master of Science, and doctoral students are composed of at least three faculty members. For Master of Arts and Master of Science, the committee must have a minimum of two members who are members of the Graduate Faculty. Doctoral committees must have a minimum of three members of the Graduate Faculty. In all cases where the advisory committee consists of more than 3 faculty, greater than 50% of the committee members must be members of the Graduate Faculty.

In addition, members of the Graduate Faculty have the right to:

  • serve as members of the Graduate Council.
  • vote for faculty as representatives to serve on the Graduate Council.
  • vote on appointment and reappointment of faculty members to the Graduate Faculty in their academic unit.

Members of the Graduate Faculty, through the representative Graduate Council, make key decisions pertaining to the quality of graduate education at the university.

Primary responsibilities of Graduate Faculty members include:

  • Overseeing research/scholarship and training of masters and doctoral candidates. Graduate Faculty members who oversee research/scholarship and training of masters and doctoral candidates must demonstrate evidence of maintaining an active research/scholarship program. Such evidence includes but is not limited to (a) publication of scholarly books, articles in refereed journals, (b) refereed conference presentations, (c) grants and contracts received, (d) editorial work, (e) juried creative activities, and (f) recognition of research and creative contributions by awards, prizes, and fellowships.
  • Preparing masters and doctoral candidates for the practice of their profession. Graduate Faculty members charged with the responsibility of preparing Masters and Doctoral candidates for the practice of their profession must demonstrate evidence of their ability to supervise applied training of students, interns, and/or residents. Such evidence includes, but is not limited to (a) maintaining active practice of the profession through clinical, field, laboratory, or performance work, (b) maintaining active licensure or certification, and (c) active consultations.
  • Teaching advanced graduate courses as assigned by the unit head.
  • Otherwise participating in the graduate program of the unit and the university.

V. Procedures for Appointment and Reappointment of the Graduate Faculty

The Statutes of the University of Georgia provide for certain ex-officio members of the Graduate Faculty, including the President of the University, the designated Senior Vice Presidents, the designated Vice Presidents, the Dean of the Graduate School, the Director of Libraries, and the dean of each college or school currently authorized to offer programs leading to graduate degrees.

The Graduate Faculty within an academic unit are entrusted with the responsibility of recommending their faculty colleagues for Graduate Faculty membership in accordance with the responsibilities and qualifications set forth in this document (Section III, IV).  Following the recommendation of the academic unit Graduate Faculty, newly hired faculty may be recommended for Graduate Faculty appointment.  This recommendation should appear in the letter of offer.  Appointment to the Graduate Faculty becomes effective only following approval by the President of the university and cannot begin until after the first day of employment.   Faculty not recommended for appointment at the time of hire may be recommended by their unit Graduate Faculty at a later time.  In all cases, it is the responsibility of the colleges and schools to notify the Graduate School of recommendations to the Graduate Faculty. The Graduate School will transmit these recommendations to the President for final approval.  Graduate Faculty membership is effective on the date of the appointment by the President.

The review and evaluation of materials for reappointment will be made by current members of the Graduate Faculty in each college or school during the third-year, tenure, or post-tenure review process. Each college/school will also develop mechanisms to review Graduate Faculty who are not tenured/on tenure-track. This periodic review will also include adjunct and retired Graduate Faculty.   The outcome of the periodic review for reappointment to Graduate Faculty will be sent to the dean of the Graduate School, who will forward the recommendation to the President. The President will formally re-appoint individuals to the Graduate Faculty. If it is determined that Graduate Faculty status should be removed or revoked, refer to section VI for Removal/ Revocation of Graduate Faculty status.

Each academic college and school will make these procedures and any discipline specific requirements available to the faculty as part of their tenure policy and promotion materials and formulate its own procedures for review and evaluation of full-time tenured, tenure- track faculty members to the Graduate Faculty. This review/evaluation is an integral part of the initial appointment, tenure, and post-tenure review processes. Each academic college or school will develop its own timetable for reviewing non-tenure track faculty. The interval for reviewing non-tenure track faculty must be at least as frequent as the post-tenure review process. The procedure in each college and school must adhere to the definition of the Graduate Faculty (Section II) and the qualifications for membership (Section III) to ensure consistent standards of quality throughout the university. Each college and school’s procedure minimally must include: 

  1. Criteria for appointment and reappointment that meet the overall university standards of demonstrated proficiency in conducting and supervising scholarly research/practice of the profession, and attainment of doctorate or highest earned terminal degree from an accredited institution in the faculty member’s discipline, or equivalent professional experience.
  2. Procedures for the review and evaluation of appointment or reappointment materials for a full-time tenured or tenure-track faculty member who holds a position as a professor, associate professor, or assistant professor.
  3. Procedures for the review and evaluation of appointment or reappointment materials (i) for a faculty member holding a professional, career, adjunct, or non-tenure track faculty position or (ii) for a retired Graduate Faculty member.
  4. A consistent, annual timeline for the reappointment process that is congruent with tenure and post-tenure review processes and the university’s timeline.
  5. A means to provide advance notification to individual faculty members regarding key dates and procedures for receipt and review of reappointment materials during the periodic review process.
  6. An established reconsideration and appeal process for individual faculty members, including an appeals process to the dean of the college or school and the opportunity to appeal to the Appeals Committee of the Graduate Council, if the matter cannot be resolved at the unit level.

VI. Removal/ Revocation Graduate Faculty Status

A member of the Graduate Faculty of the University of Georgia may have their Graduate Faculty status removed if they fail to meet any or all of the expectations outlined above, as assessed during the periodic review process. The school/college will then notify the dean of the Graduate School so that they can maintain a list of active Graduate Faculty.

It is also possible for a member of the Graduate Faculty to have their Graduate Faculty status revoked by the dean of their college or school, the Dean of the Graduate School, the Provost, or the President outside the periodic review process.  Revocation may occur for egregious acts or when a faculty member fails to fulfill the responsibilities of a member of the Graduate Faculty to teach graduate student(s) effectively, in a civil, professionally appropriate manner, to do scholarly research and creative work of high quality or remain active in the practice of the profession, and to direct the research/professional development of graduate student(s) so that they progress toward graduation in a timely manner appropriate to the field. Failure to teach graduate students effectively and/or to direct the research and professional development of graduate student(s) also includes, but is not limited to, abuse of power, intimidation and harassment, and violation of work place violence policies. Procedures for revoking Graduate Faculty status and appeal to the dean of the Graduate School were approved by the Graduate Council on November 30, 2016.

VII. Role of the Graduate School

All appointment and reappointment decisions made by a college or school are forwarded to the dean of the Graduate School, who will maintain a record of all Graduate Faculty for the purpose of verifying masters and doctoral committee membership and forward them to the President for formal appointment. The Graduate School will maintain copies of procedures developed by individual colleges and schools and make them available to all members of the university community. In cases of removal of Graduate Faculty status during the periodic review, the faculty member will have the opportunity to appeal the decision to the Appeals Committee of the Graduate Council. In cases of revocation of Graduate Faculty status outside the tenure, post-tenure, or non-tenure review process, the dean of the unit will send a recommendation to the dean of the Graduate School who will then forward the information for review by the Appeals Committee of the Graduate Council. The committee will provide a recommendation to the dean of the Graduate School, who will render a final decision and notify all parties as to the resolution of the matter. The dean of the Graduate School may also work with the academic unit to develop a plan of action that will allow the faculty member to reapply for Graduate Faculty status.

 

Graduate Faculty Transmittal Forms