E. College Fellows

Please scroll down or click on the links below to read about this process.

a.   Description
b.   Search Flowchart
c.   Steps
d.   Dossier Checklist

(1) Appointment to College Fellow

a. Description

A College Fellowship is a short-term, non-tenure-track position that is held by exceptional scholars who have recently completed their doctoral work and have demonstrated excellence in teaching. In addition to pursuing their own research, College Fellows serve as course heads for courses that would otherwise be taught by tenure-track or tenured faculty. College Fellows ordinarily teach three courses (or equivalent) per year. College Fellows must have completed all requirements for the doctorate prior to the appointment start date. College Fellowships are one-year positions with the possibility of renewal for one additional year contingent on performance, position availability, curricular need, and divisional dean authorization. College Fellows receive mentoring on both pedagogy and career development.

b. Search Flowchart: College Fellows

Search Flowchart College Fellows

c. Steps: Appointment to College Fellow

	Step	Explanation
1	The department chair discusses the curricular need for the appointment with the divisional dean and requests authorization	If approved, the divisional dean will provide the department with written authorization for the appointment.
2	The Office for Faculty Affairs advertises the position and sends candidates’ application materials to the department for review	All advertising copy must be reviewed and approved by the assistant dean for the division before it is submitted to the appropriate journals and other venues. Advertisements and inquiries should describe the position broadly and should list a date after which the department will stop accepting applications. At least one form of the advertisement should be published in print (the Office for Faculty Affairs accomplishes this with a print ad for the entire College Fellows program). Advertisements should clearly state required documents and must indicate that Harvard is “an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, sex, gender identity, sexual orientation, religion, creed, national origin, ancestry, age, protected veteran status, disability, genetic information, military service, pregnancy and pregnancy-related conditions, or other protected status.” The dossier for the finalist must include 3 letters of recommendation. The advertisement should ask candidates to submit contact information for references with their original application materials. Harvard is required to solicit and record, when available, each applicant’s gender and racial/ethnic information, which is accomplished through the ARIeS system. Applicants are not required to provide demographic information. Departments are strongly encouraged to advertise the position in field-specific venues.
3	Departments follow their standard procedures to review candidate(s) for appointment
4	Department sends the candidate’s dossier, including a draft offer letter, to the divisional assistant dean for review and approval	Note: The department should secure from applicants at the short-list stage (or from the finalist, if the department’s process does not include a short-list stage) a draft course title, course description, and syllabus for the course(s) that the candidate(s) intend to teach during their first semester, for approval. This information will be included in the finalist’s dossier. (Obtaining this information is not necessary for candidates who would be teaching established courses such as certain language or mathematics courses, etc.) Please securely send one electronic copy of the dossier, including a draft offer letter, to the assistant dean. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. For a full checklist of what the dossier should include, please see below. The dossier includes: Draft offer letter. College Fellows application form. The Departmental EEO Report available in ARIeS. This report displays aggregate demographic data from the search. See Chapter 2 in this handbook for more information on Affirmative Action policies. A cover letter that describes the applicant’s experience and interest in the position. Candidate’s curriculum vitae. A research statement. A teaching/advising statement that describes the candidate's philosophy and practices related to undergraduate teaching and advising, goals, and prior experience, and including comments on any efforts to encourage diversity, inclusion, and belonging. Teaching materials, including representative course syllabi and evidence of teaching effectiveness (e.g., teaching awards and evaluations). Course title, course description, and syllabus for the course(s) the candidate intends to teach during their first semester. 3 letters of recommendation for the candidate. Candidate’s doctoral verification. Note: The appointment will not be finalized until verification of doctoral completion is received from the candidate’s home institution. The two forms of acceptable documentation include either a certificate of completion from the degree-granting institution or a letter from the institution’s registrar. Such documentation should state that all requirements for the doctorate have been successfully completed and should verify the date the degree has been or will be conferred. If the candidate received his/her/their degree from Harvard, written verification from the chair or director of graduate studies, on department letterhead, may suffice. (Applicable only for those candidates who have not yet received the doctorate) A letter from the candidate’s advisor confirming that the candidate will receive the doctorate prior to the appointment start date. A copy of the department’s request for the search authorization and a copy of the divisional dean’s letter authorizing the search. Note: The divisional dean/SEAS Dean and/or their designee and the Dean for Faculty Affairs and Planning can ask for changes to the dossier at any time.
5	If approval is granted, the department issues the offer letter to the candidate	Once approval for the appointment has been granted, the department should ask the faculty member during the hiring process to confirm the department’s understanding of what the course title, description, and syllabus are.
6	If the offer is accepted, the appointment is processed in the Aurora system by the department	The department sends 1 electronic PDF copy of the dossier and signed offer letter to the Appointments Office in the Office for Faculty Affairs via Aurora. Note: This copy is in addition to that submitted to the assistant dean for the division in Step 4. The department delivers the original I-9 form and any necessary payroll documents to Central Payroll. The department securely sends to the divisional assistant dean 1 electronic PDF copy of the candidate’s acceptance letter. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. The department administrator will remind the faculty member to sign electronically the Harvard University Participation Agreement by the start of their appointment.

d. Dossier Checklist: College Fellows

Please securely send an electronic copy of the preliminary dossier, including a draft offer letter, to the assistant dean for the division (AD). Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. To facilitate storing and sharing of files, please name the file as follows: a) alpha-numeric characters only (no dashes, commas, slashes, etc.). b) [Last Name] [First Name] [Department Name] College Fellow dossier [Month, Date, and Year of dossier submission, expressed numerically: XX YY ZZ]. E.g., Smith John Psychology College Fellow dossier 1 4 15. c) If a dossier is revised and resubmitted, please repeat the original title, followed by “rev” and [Month of resubmission] [Date of resubmission] [Year of resubmission]. E.g., Smith John Psychology College Fellow dossier 1 4 15 rev 1 15 15.

After the offer is finalized, please send an electronic PDF copy of the final dossier to the Appointments Office in the Office for Faculty Affairs via Aurora. Departments should retain documents according to practices recommended by Harvard Archives at https://grs.harvard.edu/ (please log in).

For all College Fellow appointments:

______1. The Departmental EEO Report displaying aggregate demographic data from the search, available through ARIeS.

______2. A copy of the department’s request for the search authorization and a copy of the divisional dean’s letter authorizing the search.

______3. College Fellows application form.

______4. The candidate’s curriculum vitae, including bibliography.

______5. A cover letter that describes the applicant’s experience and interest in the position.

______6. Teaching materials (including teaching awards, representative course syllabi, and teaching evaluations).

______7. A teaching/advising statement describing the applicant’s teaching philosophy, goals, methods, and prior experience, and including comments on any efforts to encourage diversity, inclusion, and belonging.

______8. Course title, course description, and syllabus for the course(s) the candidate intends to teach during their first semester.

______9. A research statement.

_____10. 3 letters of recommendation.

_____11. Verification of doctoral completion from the candidate’s home institution.

_____12. (Applicable only for those candidates who have not yet received the doctorate.) A letter from the fellow’s advisor confirming that the candidate will receive a doctorate prior to the appointment start date.

Note: The candidate should not solicit student letters, and any unsolicited student letters will not be included in the dossier.

To be added after the appointment is finalized:

_____13. A copy of the offer letter and all subsequent emendations to it.

_____14. A copy of the candidate’s letter of acceptance.

After the appointment is finalized, please securely send 1 electronic PDF copy of the candidate’s signed acceptance letter to the assistant dean for the division. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform.

Please deliver the original I-9 form and any necessary payroll documents to Central Payroll.

(2) Reappointments of College Fellows

Reappointment of the College Fellowship for a second year is contingent on performance, position availability, and curricular need. The department requests authorization for the reappointment from the divisional dean. After receipt of authorization, the department sends to the assistant dean for the division 1 electronic copy of the fellow’s teaching evaluations and 1 electronic copy of a draft letter of reappointment that includes dates of reappointment, teaching duties, salary, and an accounting of the individual’s remaining eligibility within the FAS’s eight-year rule. Please securely send these materials. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform.

Note: The divisional dean/SEAS Dean and/or their designee and the Dean for Faculty Affairs and Planning can ask for changes to the dossier at any time.

For the teaching evaluations, please include:

1 electronic PDF of student teaching evaluations
- For evaluations prior to Fall 2019, please go to https://course-evaluation-reports.fas.harvard.edu/fas/list Select “Term” and click “Select another term” to update.
  - Select department and click on a course.
  - "Print Full Reports" tab and download for each course:
    - “Course Evaluation and Instructor/TF Summary” (Printable Version (PDF)
    - Student Comments: go to “View Comments by Question” and select "Show Questions." Print out "Whole Course" option.
- For evaluations from Fall 2019 onward, please go to https://q.fas.harvard.edu/results-2019-20-and-later. Click on “Results 2019-20 and later" and log in
  - Select the “Course Heads-Instructors report” for the specific year/term.
  - Type the course number abbreviation (e.g. COMPSCI 50) in the “Search report title” field and click to search.
  - Download for each course:
    - Select "View the {term} Individual Report -- Comments included report" and click on the course from the listing. Click the (PDF) icon next to the corresponding instructor to download the report.

Once the assistant dean for the division has approved the draft letter, the department sends it to the candidate and processes the reappointment in Aurora. An electronic PDF copy of the signed reappointment letter is sent to the Appointments Office in the Office for Faculty Affairs via Aurora.