How to Create a Faculty Handbook

Overview

A faculty handbook sets out the institution's expectations, rights and responsibilities for academic staff. It promotes consistent decision-making, protects students and staff, and documents institutional policies that relate to teaching, assessment, professional conduct and governance.

Purpose and principles

Design the handbook to: clarify academic roles; document key policies; support quality assurance; enable transparent processes for appointments, performance, promotion and discipline; and align with institutional mission and legal obligations. Ensure the handbook supports continuous improvement and student protection.

Plan before you write

1. Set scope: indicate whether the handbook covers all academic staff, adjuncts, visiting lecturers and tutors.
2. Map governance: list governing documents the handbook must reflect (constitution, bylaws, academic regulations, employment policies).
3. Identify legal requirements: ensure compliance with national and local laws on employment, anti-discrimination, data protection, health & safety and awarding of qualifications.

Core sections to include

• Mission and values: a short statement linking teaching roles to the institution's theological commitments.
• Academic duties: teaching load, course design, assessment, supervision, attendance, research expectations and scholarly conduct.
• Appointments and classification: recruitment, contracts, probation, promotion and reappointment procedures.
• Performance and professional development: appraisal, mentoring, training and research support.
• Student-facing policies: assessment moderation, academic integrity, complaints and appeals, reasonable adjustments and safeguarding.
• Conduct and disciplinary procedures: standards of behaviour, grievance routes and investigation processes.
• Intellectual property and research ethics: ownership of materials and ethical approval processes where relevant.
• Operational details: working hours, leave, remuneration frameworks, expenses and IT use.

Writing style, format and accessibility

Write plainly and avoid legalese. Use numbered sections, a clear version history, and an indexed PDF and web version for accessibility. Highlight where local law or separate contracts take precedence. State explicitly which parts are policy and which are guidance.

Approval, publication and review

Define a formal approval route (academic council or governing board), a publication method, and a scheduled review cycle (commonly 29–3 years). Require prompt updates when legal or regulatory obligations change and maintain a controlled version-history log.

Implementation and staff engagement

Consult faculty and staff during drafting, provide orientation and training for new and continuing staff, and integrate handbook references into appraisal, induction and quality-assurance processes. Communicate where to find the handbook and how to seek clarification.

Common pitfalls to avoid

• Failing to align the handbook with existing contracts or with the institution's governing documents.
• Overstating institutional authority where local law or employment contracts apply.
• Not maintaining version control or failing to notify staff of changes.

ITAA's Role

ITAA provides independent theological accreditation and guidance aimed at supporting quality assurance in theological education. Institutions remain responsible for compliance with all applicable national, state or local laws. ITAA does not grant statutory degree-awarding powers and accreditation does not replace governmental recognition. For full legal wording, consult Important Accreditation Information.