GSH Section 12 - Graduate Faculty Membership

Appointment. Appointment can be directly to either Category P or M. The two categories do not imply a sequence. The appropriate category level (P or M) is determined by the faculty member’s qualifications and the functions the faculty member is expected to perform by the graduate program.

Nominations, Appointment, and Notification. The Graduate Studies Committee appoints Category M Graduate Faculty members and notifies the Graduate School of its actions. The Graduate Studies Committee submits nominations for Category P membership on the graduate faculty to the Graduate School for approval and certifies by appropriate documentation that those nominated meet published Graduate School criteria as detailed in Section 12.4 of this Handbook. Graduate programs may establish additional local criteria.

Multiple Appointments. Faculty may hold graduate faculty appointments in more than one graduate program. For faculty already holding Category P status in one program, a Category P appointment in another program is made by the Graduate School upon written nomination by that program’s Graduate Studies Committee.

Advisor’s Appointment. The advisor of a master’s (thesis or non-thesis) or doctoral (including professional doctorate) student must hold graduate faculty membership at the appropriate level (at least Category M for a master’s student and only Category P for a doctoral student) in the graduate program of the student. Associated faculty may, under extraordinary circumstances, serve as an external co-advisor upon petition by the Graduate Studies Committee and approval by the Graduate School.

Qualifications, Rights and Responsibilities - 12.4

If the Graduate Studies Committee wishes to nominate a faculty member for Category P status who does not meet the requirements outlined in Section 12.4 of this handbook (e.g., faculty who hold a clinical/teaching/practice position or research faculty whose roles do not normally encompass mentorship), such cases may be considered as exceptions to the Category P qualifications.

The nomination of a faculty member for a Category P status exception should be made for the purposes of advising a specific student for the duration of that student’s education. The exception request must provide evidence that the faculty member is uniquely suited to advise the student independently, rather than as a co-advisor.

Category P status exceptions will be considered for faculty members who meet all the following criteria:

• Do not hold a tenure-track faculty appointment or research faculty appointment with expectations of mentoring graduate students.
• Demonstrate research and teaching experience relevant to the training required in the doctoral degree sought by the student.
• Have an active program of peer-reviewed scholarship or creative activity that lends credibility to the potential of successful mentorship.
• Have been approved to hold Category P status by the Graduate Studies Committee for the relevant program.
• Have research or creative activity assigned as part of their regular duties (e.g., the appointment is not 100% teaching, or 80% teaching/20% service/no research).
• Has an institutional commitment from Ohio State that supports the advising relationship for the expected duration of that student’s degree program (e.g., the contract is of appropriate length or the unit intends to renew it, dedicated or shared research space if needed, etc.).
• Granting the faculty member Category P status would make the proportions of teaching, research, service, and advising in that faculty member’s duties substantially similar to those of tenure-track faculty in that unit.
• The unit requests permanent Category P status for an “exception” candidate.
• The unit requests Category P status for an Associated faculty member.
• On behalf of the student, the potential faculty advisor will submit a request to the department chair, who will confirm that the faculty advisor’s appointment and responsibilities meet the above criteria.
• Once approved by the department chair, the potential faculty advisor will submit a written request to their Graduate Studies Committee that includes justification for having the faculty member as a sole advisor rather than a co-advisor.
• Upon approval of the request by a Graduate Studies Committee, the Graduate Studies Chair should submit the following to the Graduate School:
  • The original written request from the faculty member.
  • A letter of support from the student who would be advised by the faculty advisor.
  • The faculty member’s curriculum vitae.
  • A letter specifying the nature of the exception that outlines:
    • How the exception conditions are met.
    • The faculty member’s special qualifications and expected contributions to the student’s education.
    • The differences between the faculty member’s duties and typical tenure-track duties in that unit.

Category P status exceptions will not be granted in cases where:

• Granting the faculty member Category P status would make the proportions of teaching, research, service, and advising in that faculty member’s duties substantially similar to those of tenure-track faculty in that unit.
• The unit requests permanent Category P status for an “exception” candidate.
• The unit requests Category P status for an Associated faculty member.

To request a Category P status exception:

• On behalf of the student, the potential faculty advisor will submit a request to the department chair, who will confirm that the faculty advisor’s appointment and responsibilities meet the above criteria.
• Once approved by the department chair, the potential faculty advisor will submit a written request to their Graduate Studies Committee that includes justification for having the faculty member as a sole advisor rather than a co-advisor.
• Upon approval of the request by a Graduate Studies Committee, the Graduate Studies Chair should submit the following to the Graduate School:
  • The original written request from the faculty member.
  • A letter of support from the student who would be advised by the faculty advisor.
  • The faculty member’s curriculum vitae.
  • A letter specifying the nature of the exception that outlines:
    • How the exception conditions are met.
    • The faculty member’s special qualifications and expected contributions to the student’s education.
    • The differences between the faculty member’s duties and typical tenure-track duties in that unit.

Petitions for Category P status exceptions are reviewed and approved by Graduate Council.

Committee Service - 12.6