Appointment Procedures

Appointments are required in KSAS for all faculty and research positions. An appointment is a contract of employment between the University and the appointee; it is therefore a legally binding document.

The Academic Council governs the policies and procedures for making faculty and other academic/research appointments in the school. The dean must approve all appointments, regardless of title. Procedures for tenured and tenure track faculty are described in detail under Appointment and Promotion Procedures on the Academic Council site.

Three Categories of Appointees

There are three categories of appointees. They are:

  • Tenure/Tenure-Track. These include professor, associate professor, and assistant professor.
  • Teaching and Research Track. These include teaching professor (full or associate), lecturer (senior and junior), adjunct professor, and visiting faculty.
  • Professional Research Staff. These include principal research scholar, postdoctoral fellow, visiting scholar, and fellow-by-courtesy.  These are principally research staff and non-tenure track appointments. This category includes full-time, visiting, and courtesy staff.

Three Categories of Appointment Requests

There are three categories of appointment requests: new appointments, reappointments, and promotions. Each type of appointment has its own specific procedure.

  • New appointments. A new appointment can result from a department search, from a request to a department by a different KSAS department, and for other reasons. A new appointment which occurs as the result of a department search is the final step in a thorough, lengthy, and collaborative process.
  • Reappointment. Reappointments take place most often on a one-year, three-year, and five-year basis. A one-year appointment requires an annual request for reappointment. Each appointment type is subject to an annual review.
  • Promotions. A promotion occurs when a faculty member has met the criteria to advance from assistant to associate professor and from associate to professor. They must be approved by the appropriate vice dean.

Further Procedures

  • Research positions. Procedures for appointments/promotions with the word “research” in the title require the examination and approval by the Board of Review and can be found in Section 3.6 of the “Description of Academic Titles: Appointment and Promotion Policies.” This document that can be found on the Appointments and Promotions page of the Academic Council website.
  • International faculty appointments. Once an appointment has been accepted by an international faculty appointee, the administrator should refer to the International Services, Faculty Appointments section of this website for guidance. This information is crucial to the successful arrival of the new appointee.
  • Appointments at outside institutions.  Faculty members must not accept offers of appointments at outside institutions (e.g., universities, institutes of higher education, research institutes or similar organizations) until written approval is granted by the Dean’s Office. In some cases, the commitment to the outside institution may require a reduction in the faculty member’s FTE appointment at KSAS.  Faculty members should complete this form and submit it to their Department Administrator and/or Chair for review before an appointment can be considered:  KSAS Outside Appointments_2021

Appointment Request Letters

Each section below describes the requirements of a complete appointment request letter.

New Appointments

A letter requesting an appointment is written by the department chair to the appropriate vice dean, together with specific information pertinent to the particular type of appointment.

The Titles Table II on the Appointments and Promotions page of the Academic Council website outlines the process, including approver, for all faculty positions. Appointment letters should be delivered to the: inbox.

Following is a list of items to be included in all department letters:

  • Name of the department/program/institute in which the appointed position will reside.
  • Start and end dates of the appointment (i.e., July 1, 2012-June 30, 2013, September 1, 2012-May 31, 2013). There can be different start and end dates, depending on the type of appointment.
  • Reason for the appointment and explanation of why the candidate is the best fit. Examples: if for teaching a course, provide course number and title, and why individual was selected; if for research appointment, provide details concerning the project including the director, the name of the project, source of funding, and how the individual will contribute to the project. Department chairs are encouraged to add any additional information that will provide the dean with sufficient facts to proceed.
  • The record (talley) of the vote of the departmental tenured faculty.
  • Amount of compensation, source of compensation, and whether or not the position includes benefits (full-time, part-time, or TLC). For this information see “Determining benefits for the appointment form.”
  • Current vita (in English)


Reappointments, or appointment renewals, are requested by the department chair via a letter to the appropriate vice dean, depending on the type of appointment, together with a current vita, and a completed Appointment Form.


Information on promotions for tenure/tenure-track faculty and research staff can be found in Sections 3.4 and 3.5 of the “Description of Academic Titles: Appointment and Promotion Policies.” This document can be found on the Appointments and Promotions page of the Academic Council website.

Tools & Equal Employment Opportunities Forms

  • The paper forms “Applicant Data Form” and “Affirmative Action Report for Faculty Appointments” have been replaced by the online Faculty Applicant Summary Form (accessible in the “Links” section below).
  • The Faculty Applicant Summary Form Help Guide will provide assistance in using this online form.