V. Faculty Appointment Process

Appointments to the faculty are made in accordance with the provisions of the Tenure Policies, Regulations, and Procedures of The University of North Carolina at Charlotte, (the Tenure Document) as published in June 1992 and Chapter VI of The Code of the Board of Governors of The University of North Carolina, as published in August 1988.

A. General Considerations in Faculty Appointments

Appointments to the faculty are based upon an assessment of at least the following: (1) the faculty member’s demonstrated professional competence; (2) potential for future contribution to the University of North Carolina at Charlotte; and (3) institutional needs and resources. (Section 3.1 of the Tenure Document.)

Professional and Scholarly Preparation. Professional and scholarly preparation required for appointment varies by rank, discipline, and position.

To be qualified for professional rank (assistant professor, associate professor, and professor), a person is expected to hold the appropriate terminal degree from a regionally accredited institution, or present evidence of comparable professional distinction in the field. (Section 3.2 of the Tenure Document.) To be qualified for the rank of instructor, a person is expected to be a candidate for the appropriate terminal degree or present evidence of comparable professional distinction in the field. It is expected that an instructor will complete the work necessary to be qualified for the rank of assistant professor and become eligible to be considered for promotion to that rank after one year and in no case shall appointment at this rank exceed two years. (Section 3.4.1 of the Tenure Document.)

Other, special faculty, appointments (see Section 3.4 of the Tenure Document) must meet or exceed the following minimum criteria described in Section 4.8 of the Criteria for Accreditation of the Commission on Colleges of the Southern Association of Colleges and Schools (SACS):

4.8.2.2 Baccalaureate. Each full-time and part-time faculty member teaching credit courses leading toward the baccalaureate degree, other than physical education activities courses, must have completed at least 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. In exceptional cases, outstanding professional experience and demonstrated contributions to the teaching discipline may be presented in lieu of formal academic preparation. Such exceptions must be justified by the institution on an individual basis.

4.8.2.3 Graduate. Each faculty member teaching courses at the master’s and specialist degree level must hold the terminal degree, usually the earned doctorate, in the teaching discipline or a related discipline. In some instances, the master’s degree in the discipline may be considered the terminal degree, such as the M.F.A., the M.S.W., and the M.L.S.; in others, a master’s degree in the discipline coupled with a doctoral degree in a related discipline is considered appropriate. It is the responsibility, however, of the institution to justify the master’s degree, or master’s in the discipline coupled with a related doctorate, as the terminal degree for faculty members teaching in those disciplines. All faculty members teaching courses at the doctor’s degree level must hold the earned doctorate in the teaching discipline or a related discipline.

The Commission recognizes also that in unusual cases institutions may appropriately include as graduate faculty members those who have demonstrated exceptional scholarly or creative activity, or professional experience, but who may not possess the required academic credentials. There also may be an occasion when a new graduate discipline is in its formative stage in higher education and there are no faculty members available with academic credentials in the discipline. In either case, when an institution presents indicators of competence or academic credentials other than the doctorate in the discipline for its graduate faculty, it must justify the employment of such faculty.

B. Appointment of Non-Resident Faculty

Non-residents (persons who are not U.S. citizens or permanent residents) must be cleared for employment before an offer of appointment is made. The International Student/Scholar Office assists departments with the processing of immigration paperwork for non-resident faculty. If any top candidates are non-residents, it is advisable that the department chair or hiring authority contact the Director of the International Student/Scholar Office (x77746) as soon as possible to discuss potential employment status and eligibility matters.

The fees associated with the processing of paperwork for employment eligibility are to be paid by the initiating department.

All appointments of non-resident faculty are contingent upon the employee’s maintaining appropriate visa status.

C. Appointment of Faculty for whom English is a Second Language

As part of the regular UNC Charlotte orientation for incoming faculty, the English Language Training Institute offers a one-to two-hour introduction to the U.S. classroom. Pertinent topics such as lectures vs. discussion, non-verbal communication, and conferencing are discussed. Contrasts between the cultural and pedagogical expectations of the faculty member and his or her students and colleagues are also discussed.

If the department feels that an international faculty member would benefit from more extensive assistance in language or classroom interaction skills, ELTI provides consulting services. Through a series of office conferences, analysis of student evaluations, and videotaped or "ethnographic" classroom observations, the ELTI consultant assists the faculty member in discovering the "problem" and finding a solution for it.

D. Appointment of Instructors, Tenured and Tenure-Track Faculty

Appointments of instructors, tenured and tenure-track faculty members are made in accordance with Sections 3.2, 4 and 4.4 of the Tenure Document . In addition, Section 3.5 applies to dual appointments and joint appointments. The general procedures for these appointments, followed by the procedures for appointment specific to each rank, are described below. For more information on joint appointments, please refer to the Policy Statement on Joint Appointments for Faculty.

Recommendations for Initial Appointment. The recommendations for these appointments are prepared by the department chair and submitted to the dean on a Recommendation for Initial Appointment: Instructors, Tenured and Tenure-Track Faculty (Form AA-05) with attachments: vitae, letters of recommendation, graduate transcript(s), PD-7 (and Visa Documentation, if required), and other pertinent documentation.

Offers of Appointment/Appointment Agreements. The Dean/Provost is responsible for issuing offers of appointment to candidates by executing an Appointment Agreement containing the terms and conditions of employment, including rank/title, salary, term of appointment, and other terms and conditions of appointment (if any).

Accepted Appointments. When an appointment agreement is signed indicating that an offer of appointment is accepted, the Dean is responsible for certifying that the appointment file is complete, forwarding the completed file to the Office of Academic Affairs, and providing a written record of the verification of the appointee's credentials. The completed file includes: (1) recruitment plan (with attachments); (2) authorization to interview candidates and report of recruitment results (with attachments); (3) recommendation for initial appointment (with attachments); (4) waiver of search requirement (if any); (5) offer of appointment and appointment agreement; (6) vitae. Within 90 days after the date of initial employment, (7) the written record of the verification of credentials is added to the file with the original transcript.

Procedures for Appointment Specific to Each Rank. In addition to the general procedures described above, there are procedures for appointment specific to each rank.

Instructors. The Deans have complete administrative authority to make appointments at the rank of Instructor according to the general procedures described above.

Assistant Professor. The Deans have complete administrative authority to make appointments at the rank of assistant professor according to the general procedures described above.

Associate Professor. The Deans have complete administrative authority to approve recruitments and interviews and to make recommendations to the Provost for appointments to the rank of associate professor, with or without conferral of permanent tenure. The Provost, in consultation with the Chancellor, is responsible for issuing offers of appointment that specify an appointment to the rank of associate professor without tenure. If the appointment of associate professor is with tenure, that appointment is contingent upon approval by the Board of Trustees. The Office of Academic Affairs is responsible for preparing the materials to submit the recommendations to the Board of Trustees.

Professor. The Deans have complete administrative authority to approve recruitments and interviews and to make recommendations to the Provost for appointments to the rank of professor, with or without conferral of permanent tenure. The Provost, in consultation with the Chancellor, is responsible for issuing offers of appointment that specify an appointment to the rank of professor without tenure. If the appointment of professor is with tenure, that appointment is contingent upon approval by the Board of Trustees. The Office of Academic Affairs is responsible for preparing the materials to submit the recommendations to the Board of Trustees.

E. Appointment of Special Faculty

Appointments of special faculty members are made in accordance with Section 3.4 of the Tenure Document. In addition, Section 3.5 applies to dual appointments and joint appointments.

The Deans have complete administrative authority to make special faculty appointments.

Recommendations for Initial Appointment. The recommendations for these appointments are prepared by the department chair and submitted to the dean on a Recommendation for Initial Appointment: Special Faculty (Form AA-06) with attachments: vitae, letters of recommendation, PD-7, and other pertinent documentation.

Offers of Appointment/Appointment Agreements. The Dean is responsible for issuing offers of appointment to candidates and executing an Appointment Agreement including rank/title/salary, term of appointment, and other terms and conditions of appointment (if any).

Accepted Appointments. When an offer of appointment is accepted and the appointment agreement is signed, the Dean is responsible for certifying that the appointment file is complete, forwarding the completed file to the Office of Academic Affairs, and providing a written record of the verification of the appointee’s credentials. The completed file includes: (1) recruitment plan (with attachments); (2) authorization to interview candidates and report of recruitment results (with attachments); (3) recommendation for initial appointment (with attachments); (4) waiver of search requirement (if any); (5) offer of appointment and appointment agreement; (6) vitae, and; Within 90 days after the date of initial employment and (7) the written record of the verification of credentials (Form AA-34) is added to the file with the original transcript.

F. Offers of Appointment/Appointment Agreements

Offers of appointment are issued in the form of an Appointment Agreement signed by the Dean or the Provost and accompanied by a cordial letter of invitation to join the faculty of the University of North Carolina at Charlotte. (Appointment Agreements for each rank are included in the section on Forms.)

Instructors, Assistant Professors, and Special (Non-Tenure Track) Faculty Members. Deans are responsible for issuing offers of appointment and executing Appointment Agreements containing the terms and conditions of employment (rank/title, salary, term of appointment, and any other terms and conditions) for Instructors, Assistant Professors, and special (non-tenure track) faculty members.

Associate Professor and Professor. The Provost is responsible for issuing offers of appointment and executing Appointment Agreements containing the terms and conditions of employment (rank/title, term of appointment/tenure status, salary, and any other terms and conditions) for Associate Professors and Professors without tenure. Offers of appointment to these ranks with tenure must specify that the appointment is contingent upon review and approval by the Board of Trustees.

A summary of approvals required for faculty appointments is listed below.

Approvals Required for Faculty Appointments

G. EPA Payroll Action Form (PD-7)

Information required to place the new faculty member on the payroll is provided by completing the appropriate sections of the multi-purpose EPA Payroll Action Form (PD-7) and attaching it to the Recommendation for Initial Appointment when it is submitted to the Dean.

The Office of Academic Affairs is responsible for submitting the completed and approved PD-7 to the Budget office when the completed appointment file is received from the Dean.

H. Leaves of Absence for Members of the Faculty

A leave of absence is an authorized absence from regular employment. Policy Statement #46: Leaves of Absence for Members of the Faculty specifies the conditions and procedures governing leaves of absence for members of the faculty at UNC Charlotte.

Faculty Members on 9-Month Appointment. A request for leave of absence for a member of the faculty on 9-month appointment is processed as follows:

1. Faculty member reviews Policy Statement #46: Leaves of Absence for Members of the Faculty and discusses with the department chair his/her intention to request a leave of absence and the purpose of the leave.

2. If a family or medical leave of more than six weeks is to be requested, the faculty member meets with a representative of the Benefits office to discuss the requirements and procedures governing such leaves as specified in Policy Statement #46 and in PIM #9: Leave Administration-Family and Medical Leave. The Benefits Office certifies eligibility for the FMLA entitlement, assists the faculty member to complete the Family and Medical Leave Application required by PIM #9, and explains the medical certification that will be required.
3. Faculty member completes a Request for Leave of Absence for a Member of the Faculty on 9-Month Appointment (Form AA-32) and submits it to the Department Chair following consultation with the chair regarding the effect of the proposed leave on the faculty member’s appointment status and any expectations regarding professional activity during the leave period. For educational leave, a Statement of Purpose, Objectives, and Planned Activities for Educational Leave must be provided as an attachment to Form AA-32. For family or medical leave, the Family and Medical Leave Application required by PIM #9 also must be completed and submitted to the Benefits Office.

4. Department Chair reviews the request, consults with the Dean regarding development of a plan to cover the responsibilities of the faculty member during the requested leave, and forwards the request to the Dean. By endorsing the request for an FMLA subject leave, the Chair recommends approval of any requested changes in appointment status and certifies that the Chair is prepared to assist in development of the required coverage plan. Endorsement of the request for a non-FMLA subject leave recommends approval of the leave and any requested changes in appointment status, and certifies that the Chair is prepared to assist in development of the required coverage plan.

5. If the Dean endorses the request, it is forwarded to the Provost’s Office. A copy of the Plan to Cover Responsibilities of Faculty Member During Requested Leave must be attached to the Request for Leave (Form AA-32) if the Provost’ office is requested to provide funding to support the leave. By endorsing the request for an FMLA subject leave, the Dean recommends approval of any requested changes in appointment status and certifies that a plan is in place to cover the responsibilities of the faculty member during the requested leave. Endorsement of the request for a non-FMLA subject leave recommends approval of the leave and any requested changes in appointment status, and certifies that the required coverage plan is in place.

6. Upon receipt of a request for family or medical leave, the Provost’s Office consults with the Benefits office to confirm that the FMLA application required by PIM #9 is on file, the request meets the criteria for a leave subject to the FMLA, the faculty member is eligible for the FMLA entitlement, and the faculty member has provided the medical certification required by PIM #9.

7. Upon approval of a request for leave of absence, the Provost issues a letter of agreement to the faculty member (with copies to Department Chair and Dean) that addresses:

period of approved leave
type of leave
pay during leave
benefits to be provided during the leave period
requirement to reimburse the University for salary and benefits received during the leave period if the faculty member does not return to the University for a period at least as long as the leave granted.
effect of the leave on the appointment status of the faculty member, including any change in term of appointment or schedule for review for reappointment, promotion, or tenure
expectations about professional activity during the leave period
any other terms and conditions of the approved leave
notice that the Benefits Office will provide a separate letter regarding eligibility for the FMLA entitlement and instruction pertaining to medical certification and other requirements of family or medical leave subject to the Family and Medical Leave Act

8. Faculty member indicates acceptance of the terms and conditions for the leave by returning a signed copy of the letter of agreement to the Provost.

9. Prior to returning to work, the faculty member on medical leave submits the required Fitness for Duty Certification form (See PIM #9) to the Benefits Office. The Benefits Office sends a copy of the form to the Department Chair, the Provost’s Office, and the Payroll office.

10. The Provost’s Office prepares a PD-7 notifying the Payroll Office of the leave of absence.

11. When the faculty member returns from the leave of absence, the Department Chair prepares and forwards to the Payroll Office through the Dean’s office and the Provost’s office a PD-7 indicating return to service after leave of absence.

Faculty members on 12-Month Appointment. A request for leave of absence for a member of the faculty on 12-month appointment requires approval of his/her supervisor and is processed as follows:

1. Faculty member reviews Policy Statement #46: Leaves of Absence for Members of the Faculty and discusses with the supervisor his/her intention to request a leave of absence, the purpose of the leave, any expectations regarding professional activity during the leave period, and the effect of the proposed leave on the appointment status of the faculty member.

2. A request for family or medical leave is processed in accordance with PIM #9.

3. A request for educational leave or personal leave is processed in accordance with the regular procedures for administration of accrued leave.

4. The Provost must approve any leave of absence that is not covered by accrued leave and any leave that results in a request to extend a probationary term appointment or reschedule review for tenure or promotion.