Faculty Qualifications Form

Updated February 2025 by Academic Affairs

Pre-work:

1. Hire faculty.
2. Request official transcripts. If sending electronically, please send to academicaffairs@kirkwood.edu.
3. Assign your departments (or the primary department the faculty will be teaching for) WK (Workload) department to the faculty in Colleague ⇒ FCTY.
4. Assign faculty to section(s).
   1. Academic Affairs will communicate to department(s) when official transcripts are received for faculty assigned to sections. For faculty not assigned to sections, Academic Affairs will reach out to confirm appropriate department(s) for reviewing faculty transcript(s).

Step 1: Access Forms and Information Needed

1. Locate the Qualifications Form: KIN ⇒ Employee Information ⇒ Employee Forms Plus ⇒ F ⇒ Faculty Qualifications Form.
2. Access Perceptive and log in: (KIN ⇒ Applications ⇒ Perceptive Experience) for any documents that may need to be included in the Qualifications form.
   NOTE: You will only fill out a form for your department courses. Please only generate one form per department. If you need to credential for courses in multiple departments, you need to generate different FQV forms.

Step 2: Generate Qualification Form

1. Enter roles information and details:
   Department Requesting Review: This is who is requesting the faculty qualifications to be reviewed. It could be the Regional Centers, Academic Affairs, or it could be the department staff member completing the bulk of the form information.
   Initiator: This is the department staff member who will fill out the majority of the qualifications information (i.e. faculty degree, courses, work experience, certifications, subject and courses qualified to teach, etc.).
   Dean or Designee: Who will be signing off on the qualifications form for the department.
   Faculty Name: Please enter Faculty First and Last Name.
   NOTE: You can input the same email for multiple roles. For example, it is common that the Department Requesting Review is the same as the Initiator, and occasionally the same for the Dean or Designee email.
2. Click ‘Submit’ when you have entered the required details above and are ready to generate the form.

Step 3: Form Routes

1. The form will route via a signing order, starting with the Department Requesting Review.
   1. This role is responsible for filling out the Faculty k#, the Department, and the Dean/Designee first and last name.
   2. The faculty name will pull in based on what was entered in the previous step.
   3. If this role was separate from the Initiator, you will then click ‘Finish’.
      1. If not, you will continue to the Initiator fields.
2. The next step in the order is for the Initiator.
   1. This role is responsible for the majority of the document.
              NOTE: The automatic routing of the electronic form will not work for the Initiator role due to the fields (most are not required due to the various qualification scenarios and
      needing each qualification form to look consistent). Please be sure to manually click through the document to ensure you do not miss a field you need to qualify your faculty.

      PAGE 1:

      1. Select if this is a New Hire (Initial Form) or an Existing Faculty (Updated Form).
      2. Transcripts: If Academic Experience is relevant to what you are qualifying for, please copy and paste the URL from Perceptive for each transcript you are using to qualify the faculty for courses in your department.
         NOTE: The transcript links will not be hyperlinks, your Dean/Designee (and Colette) will have to copy and paste the link(s), or highlight and drag each to open a new tab
         to view each transcript.
      3. Resume: If Work Experience is relevant to what you are qualifying for, please attach the faculty’s most current resume. If a current resume is in Perceptive, you can copy and paste the URL from Perceptive.
      4. Other Supporting Documents: This is a space where you can upload certifications and licenses, if applicable, as well as course descriptions, or other materials that support the faculty’s qualifications.
      5. Minimum Hiring Requirements: Select which option applies to what you are using to qualify the faculty member (Academic Credentials, Specialized Training and Recent/Relevant Employment Experience, or Both).
      6. Academic Credentials: Enter the specific academic credential information that is relevant to what you are qualifying the faculty for (i.e. masters, undergrad, etc.). Please enter the Major on the corresponding line.PAGE 2: Academic Coursework:NOTE: The table is to be completed only for faculty that don’t have a degree in the discipline. This would list graduate courses in the discipline; for faculty without a degree           in the instructional field. Do not fill out academic table if graduate degree in bolded area.
         1. Table Details: Include the Institution, the Transcript Course Number (i.e. ABC-123), the Transcript Course Title (i.e. Learning the ABCs), the # of Course Credit Hours (i.e. 3), and the Rationale (i.e. a description of why this is applicable to what you are qualifying them for). If you have additional supporting documentation (i.e. a course description, please check the box to the far right, and make sure you have it uploaded within the Additional Supporting Documents area on page 1).
         2. Additional Notes: Input any additional notes that are important, related to Academic Credentials in the last text box on the page ‘Notes on Academic Credentials’.
            

            PAGE 3: Specialized Training and Recent/Relevant Employment Experience:

                    NOTE: Recent/Relevant Employment Experience cannot be used for Elective Code A courses.
            NOTE: If including Specialized or Recent/Relevant Employment Experience, a Resume must be uploaded on Page 1.

            1. Years and Hours: Enter the # of years and # of hours (1 full-time year is = to 2,000 hours).
            2. Table Details: Include the Employer, the specific Position, the Dates they were employed in the specific position, and the specific Experience that is relatable to what you are qualifying them for. If you have additional supporting documentation (i.e. a job description, please check the box to the far right, and make sure you have it uploaded within the Additional Supporting Documents area on page 1).
            3. Additional Notes: Input any additional notes that are important, related to Specialized Training and Recent/Relevant Employment Experience in the last text box on the page ‘Notes on Recent/Relevant Experience’.
               

               PAGE 4: Credentials and Licensure:
               

               NOTE: Only list what is applicable to what you are qualifying them to teach (i.e. if they are CPR certified, but it is not required for what you are credentialing them to teach,          please do not include it).

               1. Table Details: Include the Type of Credential or Licensure, the License # (if applicable), if it is Current, if it is Verified by you/the department, the Issue Date (if there is one), and the Expiration Date (if there is one).
                  NOTE: The system is not currently alerting us if it is expired, but this is does still need to included on the qualifications form, if it applies.
               2. Additional Notes: A space to enter any additional comments or rationale to validate the faculty members qualifications.
                  

                  PAGE 4 and 5: Credentialed to Teach:

                  1. Subject Area(s): Note the subject area (i.e. ENG) and select All or Partial.
                     1. If you select All, you do not need to fill out the tables provided below the Subject Area.
                     2. If for any Subject Area, you select ‘Partial,’ you will need to enter each specific course within that subject area the faculty member is qualified for.
                        1. Table Details: List the Course Number (i.e. ENG-105), the Course Name (i.e. Composition I), if it is elective Code A, B, or D (i.e. A), and if it is Linked to information within the Academic Credential or Recent/Relevant Employment Experience areas (i.e. 1a, 2a, 1s).
                  2. If this role was separate from the Dean or Designee role, you will then click ‘Finish’.
                     1. If not, you will continue to the Dean or Designee fields.
3. The next step is for the Dean or Designee.
   

   PAGE 5: Verification:

   1. First role – Dean or Designee:
      1. First, this role will need to confirm, by checking the box next to the statement, “I confirm that the faculty member is not a student in the program, and has been out of the program for at least two years.”.
      2. Then, this role will select if the faculty member ‘Meets minimum FQ’ or ‘Does not meet minimum FQ’.
      3. The role will Sign – the Date will autofill based on the date the role’s fields are completed.
      4. There is an optional Comment box for this role.
   2. Second role – Associate Vice President of Academic Affairs:
      1. This role will select if the faculty member ‘Meets minimum FQ’ or ‘Does not meet minimum FQ’.
      2. The role will Sign – the Date will autofill based on the date the role’s fields are completed.
      3. There is an optional Comment box for this role.
   3. The final role – Academic Affairs Office Staff:
      1. This role is responsible for ensuring all included documents (Transcripts, Resumes, and Other Supporting Documents) are uploaded and accurate in Perceptive.
      2. This role will also ensure that all information that needs to be entered into Colleague is reflected through the IASU, FREM, and FQAL screens.
      3. This role will also input qualified courses into Coursedog.
      4. Once all information is entered, this role will Initial – the Date will autofill based on the date the role’s fields are completed.

Step 4: Completed Qualification Form

1. Once all roles have completed their portion, each will receive a final copy of the document. This is your indicator that the qualification form and supporting information has been entered.
2. The qualifications form will be uploaded to Perceptive, and as new qualification forms come in, they will be combined together within Perceptive.