St. Cloud State University Policies & Procedures

Graduate Faculty Status Link☍

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Current Status: Approved

Policy Type: Academic

Department/Division: Academic Affairs

Effective Date: 05/31/2017

Last Updated: 03/16/2021

Applies To: Faculty, Staff, Visitors

Responsible University Officer: Interim Provost/Vice President for Academic Affairs

Policy Owner: Associate Provost for Research and Dean of Graduate Studies

Policy Contact: Director of Graduate Student Services

Rationale

St. Cloud State University endeavors to follow the guidelines of the Higher Learning Commission (HLC) regarding faculty criteria for graduate and doctoral programs. The HLC guidelines include that “faculty teaching in graduate programs should hold the terminal degree determined by the discipline and have a record of research, scholarship or achievement appropriate for the graduate program” as well as, “faculty guiding doctoral education should have a record of scholarship and preparation to teach at the doctoral level. Research and scholarship should be appropriate to the program and degree offered.”

Policy

In keeping with the HLC guidelines and in consideration of our broad spectrum of advanced degrees and credentials, St. Cloud State University has established the Graduate Faculty Status. Only those granted Graduate Faculty Status may teach graduate courses, mentor and advise graduate students, and direct graduate-level independent studies. It is expected that those granted Full Graduate Faculty Status will possess specific qualifications and experience, will maintain an active program of scholarly or creative achievement or research activity, and will be involved in the full spectrum of graduate training (i.e., supervising masters or doctoral research or culminating experiences, serving on program committees, chairing committees, etc.).

St. Cloud State University has a systematic approach to monitor and evaluate the qualifications necessary to obtain and maintain Graduate Faculty Status. Appointment or renewal of Graduate Faculty Status follows an established review process and status may be revoked for cause, such as for academic misconduct or at the substantial recommendation of the Academic Dean or the Provost.

Graduate Faculty Appointment: Types and Rights

The two types of appointments to the Graduate Faculty are Full Graduate Faculty Status and Associate Graduate Faculty Status.

Full Graduate Faculty Status: The Full Graduate Faculty Status is primarily for faculty appointed in a tenure-track or tenured position at St. Cloud State who regularly and broadly participate in the training of graduate students. Faculty with Full Graduate Faculty Status may:

Teach master’s and doctoral level graduate courses
Serve as directors of master’s and/or doctoral programs
Mentor and serve on master’s and/or doctoral thesis or dissertation committees or other culminating experiences
Direct graduate-level independent studies
Advise master’s and/or doctoral students in program of study
Serve on Faculty Association (FA) or departmental graduate committees

Associate Graduate Faculty Status: The Associate Graduate Faculty Status is primarily for non-tenure track faculty, part or full-time fixed-term non-probationary faculty (FTNP), or adjunct faculty. This status may also be sought by faculty appointed in a tenure-track or tenured position, probationary or permanent MSUAASF service faculty, and administrators at St. Cloud State who do not broadly participate in the training of graduate students. Non-St. Cloud State University faculty who may be periodically invited to serve on graduate thesis or dissertation committees may also seek this status as an adjunct or volunteer. Faculty with Associate Graduate Faculty status may:

Teach master’s and/or doctoral level graduate only courses
Teach double numbered graduate courses
Serve on master’s and/or doctoral thesis or dissertation committees or other culminating experiences

Under special circumstances, if recommended by the department and the College/School Dean and approved by the School of Graduate Studies, faculty with Associate status may:

Serve as directors of master’s and/or doctoral programs
Direct graduate level independent studies
Advise master’s and/or doctoral students in program of study
Serve on departmental graduate committees

Graduate Faculty Status Criteria

Academic Preparation: Those seeking Full Graduate Faculty Status must possess a terminal degree in the field of instruction or related discipline from an institution accredited at the time the degree was awarded. Those seeking Associate Graduate Status may have a terminal degree, but must at least have a master’s or specialist degree in the field of instruction.

Scholarship and/or Professional Activity: Full Graduate Faculty Status requires two examples: one must be scholarship and the other can be either scholarship or professional activity. Associate Graduate Faculty Status requires two examples of scholarship and/or professional activity if the faculty member has a terminal degree and three examples if the faculty member has a master’s or specialist degree. There is no requirement at Associate Graduate Faculty Status level that at least one example is in the scholarship category. Additional substantive scholarly and/or professional work may substitute for the examples listed below with the recommendation of the department or program committee.

Scholarship Examples: include publications, presentations, and externally-funded grants.

Publications

Research, theoretical or tutorial articles published in refereed journals; conference proceedings; theoretical, creative, or other professional books, textbooks and/or chapters in edited textbooks/research books published by a national or international publisher and reviewed by peers
Research, theoretical, creative, or tutorial articles in non-refereed journals
Research, theoretical, creative, or tutorial monographs published by regional, national, or international organizations
Refereed or juried artistic activities, non-profit productions appropriate to the discipline

Presentations and Submissions of grant proposals to External Agencies

Similar papers presented at state, multi-state, or regional conferences or conventions
The presentation of art, music, dance, literature or theater that is open to the campus community, general public, professional associations, or other external entities
Professional presentations at regional, national, or international conferences
An invited or keynote speaker
Submissions of grant proposals to private, state, or federal agencies external to St. Cloud State University

Professional Activities Examples: include consulting, contract work, professional practice, service, and submission of internal grants and externally-funded contracts. Examples are described below.

Consulting or contract work in the areas of disciplinary and research expertise appropriate to the academic discipline
Professional practice in the areas of disciplinary and research expertise appropriate to the academic discipline
Leadership activity in professional associations, civic organizations, or other groups in areas appropriate to the academic discipline
Service on university, civic, non-profit, or other boards, committees, task forces, or other groups in areas appropriate to the academic discipline
Contracts submitted external to St. Cloud State University
Editorial involvement in state, regional, or national publications
Grants submitted to internal funding opportunities
Serving as a committee member of a culminating project

Exceptions

Exceptions to types, rights, and required criteria of graduate faculty appointments must be recommended by the department and the College/School Dean and approved by the School of Graduate Studies. For example, a faculty member who is in process of earning their terminal degree may seek an exception to Graduate Faculty Status or a department may recommend an emergency appointment of Graduate Faculty Status to address late hires, unanticipated vacancies, visiting faculty, etc.

Procedure

Appointment to Graduate Faculty Status

Newly hired faculty: The new hire’s CV, scholarship and professional activities will be reviewed at time of hire to determine qualifications for Graduate Faculty Status. If qualified, the appropriate status type is recommended by the department, determined by the Dean of the College/School, and approved by the School of Graduate Studies. The initial appointment may be for one year for a fixed-term faculty and four years for probationary faculty.

Currently employed faculty: Current faculty must submit a Graduate Faculty Status Application, a CV indicating the terminal or highest degree received from an institution accredited at the time the degree was awarded, and may submit evidence of scholarship and professional activities. The examples of scholarship and professional activities provided must be accepted forms of activity appropriate to the discipline, from the four-year period prior to the initial application or the review year and must be listed in the CV or section 2 of the PDR as outlined in Article 22 of the IFO contract.

Non-St. Cloud State University Faculty: Individuals not employed by St. Cloud State University are periodically engaged in the training of graduate students. If the individual is invited to serve as an adjunct, the appropriate department or program chair will provide the full name and a valid email address to Graduate Studies. The individual will be contacted to submit the Graduate Faculty Status Application and should apply to the adjunct position following the standard hiring practices found on the Human Resources Employment Information page (See Supporting URLs section). Non-St. Cloud State University faculty seeking this status as a volunteer will have to submit a CV/resume and the Volunteer Faculty/Coach/Trainer Application to the sponsoring department or program as part of the application process.

Other: Master’s or specialist applicants with less than five years of professional experience or applicants holding a Bachelor’s degree with at least ten years of professional experience must have departmental support. The department must provide a brief justification statement as part of the application approval process. For example, nationally known scholar in the field or program of instruction, distinguished professional or appointments such as Vice-President in a for-profit or non-profit organization, etc.

Review of Graduate Faculty Status

The review and renewal process for Full and Associate Graduate Faculty Status is distinct from the tenure and promotion, and the PDP/PDR review process. The review process is used for both the initial review for graduate faculty status and renewal every four years. (See "Graduate Faculty Process Workflow" in Supporting Documents)

Note: The School of Graduate Studies shall initiate the renewal and review process by notifying the Academic Deans for both Full and Associate Faculty who are up for review and potential renewal prior to the end of the current academic year.

Each department or program will identify a review committee whose members have Graduate Faculty Status and who have been selected in accordance with the procedures established by the college/school and the department.
The application and supporting materials are submitted to the department chair who then acknowledges and forwards the materials to the committee for consideration.
The committee members independently review the application and supporting materials; then the committee deliberates. The committee chair adds the committee recommendation and forwards all application materials to the College/School/Dean. Individuals with joint appointments will be evaluated in the department in which their tenure, or tenure-track line resides. In these cases, the other units with which they are affiliated may be asked for a recommendation.
The College/School Dean independently reviews the application, supporting materials, and previous recommendations. The Dean then adds his/her recommendation and forwards all application materials to the Dean, School of Graduate Studies.
The Dean, School of Graduate Studies will review all materials and recommendations and make the final decision.

Appeals

A faculty member denied Graduate Faculty Status may appeal at any time by submitting a written appeal to the School of Graduate Studies. The School of Graduate Studies will collect information from relevant parties by holding individual and collective meetings with the applicant, Department Chair, College/School Dean, and department/program committee members to resolve the differences and to ensure that the criteria were followed. The Graduate Dean will consult with the Faculty Association Graduate Committee and request a recommendation. The appeal recommendation will be forwarded to the Provost’s office for a final decision.

Graduate Faculty Status Data Collection

The School of Graduate Studies will maintain annual data to include:

Number of individuals in each status type
Percentage of appointments and denials
Percentage of appeals approved and denied

Supporting Documents (Forms, Instructions)

Supporting URLs

Websites, Related External Documents, Statutes

Faculty and Administrator Employment Opportunities

Definitions

Employee	Any individual employed by Minnesota State Colleges and Universities, its colleges and universities and the system office, including but not limited to all faculty, staff, administrators, teaching assistants, graduate assistants, residence directors and student employees.
Guests/Non-Affiliates/Emeriti	Any person who is not a student or employee but who may be a visitor.
Visitor	Any individual other than a student, employee, construction employee, contract employee, affiliate, emeriti, or vendor who is on University Property.

Contacts

Responsible University Officer Pattit, Katherina G. Interim Provost/Vice President for Academic Affairs	katherina.pattit@stcloudstate.edu 320-308-3213
Owner Tomany, Maria-Claudia C. Associate Provost for Research and Dean of Graduate Studies	claudia.tomany@stcloudstate.edu 320-308-2126
Contact Guentzel, Melanie J. Director of Graduate Student Services	mjguentzel@stcloudstate.edu 320-308-2194

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