In accordance with university policy regarding faculty credential evaluation and documentation, local academic units bear primary responsibility for evaluating and collecting the credentials of prospective and adjunct faculty.
The process was recently updated by the Provost office to prevent the loss of documents through campus mail as well as to eliminate the need for spreadsheets and hard copies.
The College of Science has created a shared drive to compile adjunct transcripts and other documents (cos.adjuncts) and a folder titled "Credential Submission to Provost's Office". As files are received they should be placed in the folder with the appropriate name. Once the document has been moved to the "completed" file in the folder, the status can be reviewed in xTender.
Access to the shared drive and xTender is granted at the Dean's level.
For all documents: always check to make sure the document is clear, straight and all blank are removed if they are not intentionally left blank.
- Write the G number on the top let corner of the first page of each document.
- The title of each document should be GXXXXXXXX-DEPT-[last name]-DOC TYPE
- T= Transcript
- CV= CV
- JUST= Justification
- W= Waiver
- TE= Transcript Evaluation (international degrees; not common with adjuncts)
- Example: Transcript for John Smith from Biology= G00001111-BIOL-Smith-T
Transcripts should also include a legend (only 1 copy at the back of the documents). The degrees should also be bracketed to include the major/minor/concentration.
Justifications should already be approved by the Office of Accreditation prior to submitting for imaging in xTender. The justification is for when the credentials do not qualify the person to teacher a course, and is usually based on professional experience. It needs to be submitted for each course and signed by the local academic unit Chair. If the justification is only for a specific course or a specific program/area, indicate the name.
Waivers need a Transcript Release for Employment Purposes Form completely filled out and submitted. There is a checkbox for Mason Transcripts and a checkbox for non-Mason. Note that this process takes longer than the standard imaging/updating of Banner. Once the waiver is submitted in a bath to the Registrar's Office, it will be placed in a file that says "waiver pending". Both the waiver and transcript will be placed in the completed file in the shared drive once they are received and processed. Please do not submit these forms directly to the Registrar's Office as this will result in the no response or a delay in the process.