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Faculty Credentialing ProcessOffice of the Provost
Faculty Credentialing Process
Process
Processisimportantforaccreditationpurposes.TheUniversityusesDigitalMeasurestodocumentandmanagecredentialinginformation.
Thefollowingpeopleshouldhaveaccesstoenter/editinformationinDigitalMeasures(DM):
• InstructorofRecord• DepartmentChairorHiringOfficial• PersonauthorizedbyChairtoscaninformation(i.e.transcripts,CVs)
Faculty Credentialing Process
Transcript Requirements
• Must beofficialoriginaltranscripts• Must beissuedtodepartmentoraprogramrepresentative• Must beforwardedtotheProvost’sOfficenolaterthanCensusDay
UTEPtranscriptsareavailablefromtheRegistrar’[email protected].
Moreinformationcanbefoundat:www.utep.edu/transcripts
IMPORTANT:Oldertranscriptsmightlistsocialsecuritynumbers.PleaseblockoutSSNontranscriptsbeforeuploadingdocumentsinDMandsubmittingtotheProvost’sOffice
Faculty Credentialing Process
Transcript Exceptions
§ InthecasethattheinstitutiongrantingthedegreetotheIORdoesnotissuetraditionaltranscripts,alternativeverificationofthedegreeisrequired.AlternativeverificationmayincludealetterfromtheRegistrarorsimilarofficialatthedegree-grantinginstitution,verificationbyNACES,orevidenceofpreviousverificationbyanaccreditedinstitution.
§ Inthecaseofaforeigninstitutionthatonlyissuesonetranscriptinalifetime,theIORwillbeaskedtobringtheirtranscripttoProvost’sOfficeforverification.ThehiringdepartmentwillthenuploadascannedcolorcopyintoDM.
NOTE: InstructorofrecordmaybeaskedtopresenttheoriginaldocumentbyComplianceOfficeorSACS-COCatanytimeaftercredentialingiscompleted
Faculty Credentialing Process
Transcript Exceptions
§ Inthecaseofaneedtocredentialsomeoneonthebasisofprofessionalexperience,thehiringofficialmustprovideanoverallassessmentoftheIOR’sprofessionalexperienceorappropriatelicensuresoralternativecredentialsinSectionIIIofEducation(FacultyCredentialing)segmentofDigitalMeasures,describingthequalificationsrelatedtotheteachingarea.
§ Inthecaseofatranscriptwherethedegreehasnotbeenposted,thecurrenttranscriptwillbeacceptedwithaletterofcompletionfromtheinstitution.Anupdatedtranscriptwillberequiredonceitbecomesavailable.
§ InthecasethatanIORhasrequestedanofficialtranscriptortranslation/verificationwellinadvanceofthedeadlineandhasnotreceivedit,areceiptmaybesubmitteduntilofficialdocumentsarrive.
Faculty Credentialing Process
Transcript Receipt
• ONLY neededifanofficialtranscripthasnotbeenreceivedbyCensusDay
• Recommendthattranscriptsbeorderedonlineandprinttheirreceipts
• Ifnotorderedonline,requestacopyoftheorderformandcancelledcheck
• Provideasproofthatofficialtranscriptisforthcoming
Faculty Credentialing Process
International Transcripts
• TranscriptswritteninanotherlanguageotherthanEnglishorSpanishmustbetranslated,evaluated,&certifiedbyanoutsideagency
• Instructorofrecordisresponsibleforanycostsincurredforthisservice,unlessdepartmentagreestocoverfees
• EvaluationmustbescannedintoDMnolaterthanCensusDay,alongwithofficialtranscripts
Faculty Credentialing Process
List of Outside Agencies
AmericanAssociationofCollegiateRegistrar’sandAdmissionsOfficers(AACRAO)InternationalEducationServiceshttp://ies.aacrao.org/
ForeignCredentialsServiceofAmerica1910JustinLaneAustin,TX78757-2411Phone:(512)459-8428/Fax:(512)459-4565http://www.fcsa.biz/
Spantran Services7211RegencySquareBlvd.,Suite205Houston,TX77036-3197Phone:(713)266-8805/Fax:713-789-6022http://en.spantran-edu.com/
InternationalAcademicCredentialEvaluators,Inc.P.O.Box2465Denton,TX76202-2465Phone:(940)383-7498/Fax:(940)382-4874http://www.iacei.net/ |Email:[email protected]
AdditionalcredentialingagenciescanbefoundattheNationalAssociationofCredentialEvaluationServices(NACES)
http://www.naces.org/members.htm
Faculty Credentialing Process
Access to Digital Measures (DM)
LogintoMy.UTEP portal• https://my.utep.edu• ClickonDigitalMeasuresicon
Ifnotinstructorofrecord:1. ClickManageData(leftpanel)2. Findandselectuser3. UnderGeneralInformation,goto
Education(FacultyCredentialing)
Ifinstructorofrecord,youshouldbeloggedinbydefaultintoyourManageActivitiespage.UnderGeneralInformation,gotoEducation(FacultyCredentialing)
Alldegreeinformation,credentialinginformation,anddocumentuploadsrelatedtocredentialingpurposesshouldbeplacedunderthistab.Placedocumentuploadsunderthehighestdegree.
Faculty Credentialing Process
Access to Digital Measures
ViewingandeditingcapabilitiesintheEducation(FacultyCredentialing)sectionforqualificationpurposes:
§ InstructorofrecordonlyhasaccesstoSectionIandII
§ Hiringdepartmentwillpopulateallothersections(assignedpersonnelwilluploadtoDM-i.e.CAO,administrativestaff,Chairperson,ProgramDirector,etc.)
Note:DigitalMeasuresrunsautomaticupdates,pullingdatafromBanneronaweeklybasis.ThismeansanynewinstructorofrecordshouldalreadybeinDM.
IfinstructorofrecordisnotinDM,pleasesendanemailwiththefollowinginformationtodigitalmeasures@utep.edu
§ Instructorofrecordfullname§ Hiringdepartment§ 800#§ emailaddress§ Facultyrank(i.e.AssistantProfessor)
Faculty Credentialing Process
Populate the following
InstructorofrecordorhiringdepartmentmayenterthefollowinginformationintoDigitalMeasures:
SectionI.EducationalInformation• Degree• Institution• LocationofInstitution• Emphasis/Major• HighestdegreeYouHaveEarned?• YearCompleted
SectionII.SupportiveGraduateSemesterHours• Includingpopulatingasmanyfieldsas
possiblethatarerelevanttotheCV.
HiringdepartmentmustfilloutthefollowinginformationonDigitalMeasures:
SectionIII.OverallAssessmentStatement
SectionIV.Listofdisciplines/coursesqualifiedtoteach• Uploadtranscripts,CV’s,andany
certificationsthatapply• Donothavetolistallcourses;canlist
courseprefixandcourselevel(s)
SectionV.Chair/ProgramDirectorandDeanApprovals
Faculty Credentialing Process
About Section II: Supportive Graduate Semester Hours (if applicable)
IftheinstructorofrecordisworkingonaMaster’sorDoctoraldegreeintheteachingdiscipline,alistof18graduatesemesterhoursintheteachingdisciplineisneeded.(DonotneedtodocumenthoursifworkingonaDoctoraldegreeandisteachingaMaster’sorundergradlevelclass)
Including(Usetheofficialtranscript):
• Institution• CourseNumber• CourseTitle• NumberofHours
NOTE: Iftheinstructorofrecordhasaterminaldegreeinthefieldtheyareteaching,eveniftheyarecompletinganotherdegree,thereisnoneedtofillthissection.
Faculty Credentialing Process
Gatheralldocumentation•Allofficialtranscriptsapplicable•copyofLicensures/Certifications•Copyoftheup-to-datecurriculumvitae
HiringOfficialreviewsandmakeshiringdecision
DocumentationisscannedanduploadedtoDigitalMeasures
HiringOfficiallogsintoDigitalMeasurestopopulatequalificationfieldsandsign-offwithverificationdate
EmailissenttoDeanrequestinghis/herreviewandapproval(Pleasecopy
CAO)
DeanlogsintoDigitalMeasurestosign-offwithverificationdate
EmailissenttoProvost'sOffice([email protected])requestingreviewand
approval)
HiringdepartmentforwardsONLYofficialtranscriptstotheProvost'sOffice(attn.Ms.Julie
Rivera)
Onceemailandofficialtranscriptsarereceived,
Provost'sOfficewilllogontoDigitalMeasurestoreviewandconfirminstructorofrecordprofileaccuracy
Faculty Credentialing Process
More on Office of the Provost Website
provost.utep.edu
Faculty Credentialing Process
Digital Measures Extras
§ AlldegreesobtainedbyIORshouldbeadded.Eachdegreewillbeaddedasanewitem(i.e.,B.A.,M.S.,Ph.D.)
§ Alldocumentationmustbeuploadedunderthehighestdegreelisted
§ Officialtranscriptsmustbescannedincolor
Faculty Credentialing Process
Importance of Confidentiality
DigitalMeasurescontainsverypersonalandconfidentialinformation:§ Grades§ MeritReviews§ TranscriptInformation
Thesamelevelofdiscretionshouldbeexercisedasappliedin Banner/Goldmine.AllowandmanageaccesswithEXTREME caution.Informationcanbeeasily/accidentallyoverwritten:
§ Datescanbechanged§ Uploadeddocumentscanberemoved
WorkwithDirectorofDigitalMeasurestomakesureaccessisprovidedonlytothosewhoareauthorizedandwillregularlyenter/editinformation.
§ Removeuserswhonolongerneedaccess.
Faculty Credentialing Process
Questions
Formoreinformationaboutthecredentialingprocessand/orDigitalMeasures,pleasecontactusat:
