Appointment Review Process

In conjunction with a school or college's five-year program review, accreditation visit, or university review of program, all graduate faculty within that school or college will be reviewed for reappointment.  Faculty must meet criteria set by the Graduate Division (GD) and the faculty’s home graduate program, if any, for continuance on the graduate faculty. The review process undertaken evaluates graduate faculty by GD standards and is explained below:

  • A request is made via the OVCAA Program Review Coordinator for abbreviated curriculum vitae (i.e., addresses period under review with emphasis on specifying how the faculty member meets or exceeds the GD graduate faculty standards) from all level 3 and level 2 graduate faculty in a school or college from the appropriate Dean or Associate Dean. Once received, the Associate Dean in GD will conduct an initial screening to identify those who meet or exceed the GD standards set for level 3 or level 2 graduate faculty status.
  • The Associate Dean in GD will contact the chair of the graduate program under review for any necessary clarification of a faculty member’s vitae and additional information.
    • The Admissions-Administrative-Advisory (AAA) committee of the Graduate Council conducts formal reviews of faculty who do not appear to meet the standards.  The committee will be divided into two to three subcommittees composed of members who are in areas similar to but outside that of the program under review.
    • The subcommittee members review the CV and any additional materials that may have been submitted to confirm if the faculty member in question does not meet the appropriate standards. Any concerns or questions regarding a specific nominee will be referred to the Associate Dean in GD.
    • The AAA committee will present its recommendations to the full Graduate Council. Possible recommendations are:
      • reappointment at the current level (e.g., level 3 or level 2);
      • reappointment to a lower level (for those holding level 3 appointments); or
      • removal from the graduate faculty.  Graduate faculty status may be restored once the faculty member meets the standards.  Faculty who are removed from the graduate faculty are permitted to complete their assignments on existing committees but may not take on additional assignments. 
  • The Graduate Council votes on the committee's recommendations and forwards its recommendation to the Graduate Dean.
  • The Graduate Dean is responsible for reappointing graduate faculty for an additional term, which may last up to five years or until the next program review.
  • A graduate faculty member who is not recommended by the Graduate Council for continued appointment may appeal this decision to the Graduate Dean whose decision is final.

Change in Appointment Level

In the case of a level 3 graduate faculty who holds a proven past record of scholarship but who has not been recently productive in his or her field, the faculty’s graduate program or the Graduate Council may recommend that the faculty be reappointed to the level 2, provided that the faculty continues to participate in the various aspects of graduate education.  Full adherence to the standards set by the Graduate Assembly is required for reinstatement as a level 3 graduate faculty.

Other Appointment Changes

Faculty who change graduate programs within the university lose their appointment in the former graduate program. If appropriate, they may be reappointed as cooperating graduate faculty in the former graduate program, and/or appointed as regular graduate faculty in the new graduate program. Retired and resigned faculty lose their graduate faculty appointment. Resigned faculty may be reappointed as affiliate graduate faculty in the former graduate program. Retired faculty who have been nominated for and are awarded Emeritus status may continue to participate with the graduate programs with which they held an appointment prior to their retirement.