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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’sOfficeandcanberequestedattranscripts@utep.edu.

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:staff@iacei.net

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(credentialing@utep.edu)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:

credentialing@utep.edu

digitalmeasures@utep.edu