Faculty Qualification Verification Form

Purpose and scope

This form assists theological institutions to record and verify faculty academic and ministry qualifications for hiring, programme approval and accreditation self-review. Use it to document identity, academic awards, transcripts, professional registrations (where required), teaching experience and ministry references for each instructor.

Minimum evidence to collect

For each faculty member gather:

• Full name and role (course(s) taught).
• Certified copies of degree certificates and official transcripts for the highest relevant qualification.
• Documentation showing the awarding institution and qualification level (e.g., diploma, bachelor, master, doctoral).
• CV with teaching and ministry experience and dates.
• Two professional or ministry references supporting suitability to teach the subject.
• Where the local regulator requires registration or licence to teach, evidence of current registration.
• Where applicable, evidence of recent continuing professional development (CPD) or theological study.

How to verify documentation

Verification should be proportionate, consistent and recorded. Recommended steps:

1. Confirm original documents in-person or receive certified copies signed by the issuing institution or a recognised notary.
2. Where judgment is required, ensure faculty credentials meet the institution’s published minimums for the programme level.
3. Use direct contact with awarding institutions or verified electronic transcript services for high-risk or unclear documents.
4. Retain copies and a short audit note explaining any acceptance decisions or equivalencies granted.
5. Update records when staff change roles, complete further study, or when concerns arise.

Using the form in accreditation and quality assurance

Institutions must include a complete faculty roster and qualification evidence when submitting for programme or institutional review. The Faculty Qualification Verification Form helps demonstrate compliance with institutional policy and with ITAA standards for faculty qualifications, academic oversight and spiritual formation.

Risk considerations and equivalency decisions

When awarding institutions or documents cannot be independently verified, record the risk assessment and why an equivalency was accepted or rejected. Equivalency should be rare, documented, and approved by the institution's academic governance body (for example an academic board).

Record retention and privacy

Keep verified faculty records in secure, access-controlled files in accordance with applicable privacy laws. Retain evidence for the period required by institutional policy and for audit or external review purposes.

Template fields (summary)

Suggested form fields: faculty name; position and appointment type; programme(s) assigned; highest qualification (award, awarding body, year); transcript reference; verification method; referees; CPD record; verification officer name; date verified; notes and approval signature.