Faculty Evidence Checklist

Purpose and scope

This checklist helps theological institutions prepare clear, verifiable evidence about faculty required for independent theological accreditation reviews. It is intended for institutional leaders, academic managers, quality-assurance officers and auditors. Use the checklist to organise files for self-evaluation, applications, site reviews and ongoing compliance.

Core evidence categories (what to collect)

Collect the following evidence for each academic staff member involved in teaching, assessment or supervision.

1. Identity and appointment: signed contract or letter of appointment, job description, start date and employment type (full-time, part-time, sessional, volunteer).
2. Qualifications: certified copies of academic transcripts and award certificates showing degree title, awarding body and date; records of any professional or teaching qualifications.
3. Curriculum vitae (CV): current CV with education, employment history, publications, ministry experience and relevant professional memberships.
4. Right to work / regulatory compliance: evidence of legal right to work in the institution’s operating jurisdiction where required by law, and any licences or registrations needed for practice.
5. Teaching allocation and load: teaching schedules, module allocations, timetables and records of supervised hours (where applicable).
6. Assessment and moderation records: examples of assessed student work, marking moderation logs, external examiner reports or peer-review notes where used.
7. Professional development: records of continuing professional development (CPD), recent training, scholarly activity and evidence of pedagogical development.
8. Performance and appraisal: annual appraisal records, probation reports, disciplinary records (if applicable) and any performance-improvement plans.
9. References and background checks: original referees’ statements, verification of academic awards, and background checks where local law or institutional policy requires them.
10. Teaching materials and sample delivery: sample module outlines, lecture notes, assessment briefs and evidence of alignment with programme learning outcomes.

Organisation-wide evidence and governance

In addition to individual staff files, maintain institution-level documents that show academic oversight and quality systems.

• Academic governance documents (terms of reference for academic board or equivalent).
• Staff recruitment and selection policy, appointment procedures and conflict-of-interest declarations.
• Staff handbook, code of conduct and grievance policy.
• Quality-assurance manual, moderation policy and academic integrity procedures.
• Records of external engagement: external examiners, industry/ministry partnerships, and reviewer reports used in reviews.

Practical notes for evidence presentation

Present evidence in a clear, consistent manner. Use a named electronic or physical file per staff member indexed to an institutional register. Redact sensitive personal information for review copies where appropriate and retain originals according to local data-protection and employment law.

Where documentary evidence cannot be provided (for example, for long-serving volunteer instructors), supply a written explanation, corroborating references and a mitigation plan showing how the institution assures teaching quality.

Common gaps reviewers look for

• Missing or uncertified academic award documentation.
• Unclear appointment paperwork or informal arrangements without contracts.
• No record of teaching allocation or misalignment between CV claims and actual duties.
• Absence of moderation, external review or assessment sampling processes.
• Insufficient evidence of staff development or appraisal.

Checklist (quick reference)

1. Signed appointment contract / letter and job description.
2. Certified academic certificates and transcripts.
3. Current CV and referee contacts.
4. Right-to-work or regulatory licences (where applicable).
5. Teaching allocation, module outlines and assessment briefs.
6. Sample marked work and moderation records.
7. Appraisals, CPD records and professional development evidence.
8. Background checks and references (if required).
9. Academic governance documents and QA policies.
10. Indexed staff register linking to each staff file.