Academic Glossary

Academic Glossary*

AAAS

Founded in 1848, the American Association for the Advancement of Science is an "international nonprofit organization dedicated to advancing science around the world by serving as an educator, leader, spokesperson and professional association.”  Its journal, Science, devotes an extensive section to science careers.

AAU

The Association of American Universities was founded in 1900 “to advance the international standing of US research universities.”  Today it represents 62 of the top research universities in the United States and Canada—including U.Va., one of the AAU’s earliest members (1904).  The AAU “focuses on issues that are important to research-intensive universities, including research policy issues, funding for students and research, and undergraduate and graduate education.”

AAUP

The American Association of University Professors is an organization whose purpose is “to advance academic freedom and shared governance, to define fundamental professional values and standards for higher education, and to ensure higher education's contribution to the common good.”  The AAUP also works as a collective bargaining agent for university professors.  Especially helpful to job candidates is the AAUP's annual report on the economic status of the profession, the most reliable national information available on faculty salaries.

ABD

Abbreviation for "all but dissertation," a common designation for doctoral students who have completed their coursework and passed their qualifying exams but have not yet finished the dissertation.  This expression is widely known in academic circles but unfamiliar to most people outside academe.

ACLS

The American Council of Learned Societies is a private nonprofit federation of 67 national scholarly organizations in the humanities and social sciences.  Founded in 1919, the mission of the ACLS is "the advancement of humanistic studies in all fields of learning in the humanities and the social sciences and the maintenance and strengthening of relations among the national societies devoted to such studies."

AIHEC

In 1972 the presidents of the first 6 tribal colleges in the US founded the American Indian Higher Education Consortium to support the work of these colleges and the national movement for tribal self-determination.  Today the AIHEC, which includes 34 colleges in the US and 1 in Canada, works to maintain commonly held standards of quality in American Indian education; to support the development of new tribally controlled colleges; to promote and assist in the development of legislation to support American Indian higher education; and to encourage greater participation by American Indians in the development of higher education policy.

Adjunct

An adjunct position (usually contracted by term or by year) is a non-tenure track university appointment.  Some adjunct instructors teach full course loads, whereas others are only hired to teach 1-2 courses per term.  Adjuncts may or may not be provided with an office and typically do not receive benefits.  Adjuncts are usually paid a lump sum for each class taught and are generally renewed on an as-needed basis. Adjunct Nation provides news and support to adjuncts in all fields

Annually Renewable

A term sometimes found in job descriptions for non-tenure track instructors, lecturers, adjuncts, and visiting appointees to indicate that renewal of the position is possible but not guaranteed beyond its contractual terms.

Assistant Professor/Associate Professor/Professor

The tenure-track hierarchy within a college or university.  Generally speaking, new PhDs are hired as assistant professors and are promoted to associate professor after receiving tenure.  Promotion to full professor occurs sometime later, when the individual is distinguished in the field.

Assistant Research Professor/Associate Research Professor/Research Professor

A professor who focuses on research and is typically responsible for procuring substantial research funding.  The department prefers not to distract the professor with teaching duties not directly related to those research activities. Usually research professors fund their salaries entirely or largely through research grants.  This job classification is frequently found in medical schools.

Athletics

The National Collegiate Athletic Association is the coalition of over 1,250 colleges and universities, athletic conferences, sports organizations, and individuals committed to the best interests, education, and athletics participation of student-athletes.  The NCAA plays a powerful role in the oversight of intercollegiate athletics.  An institution’s athletics program impacts its campus culture and can affect student recruitment.  For academic job candidates, this information can be useful for making small talk at interviews and conferences.

Campus Visit

In the final stage of most academic job searches, the top 3-4 candidates are brought to campus for a series of interviews lasting one to several days.  Campus visits generally consist of a “job talk” (i.e. presentation of the candidate’s work) and multiple interviews and meetings, some involving meals.  A department may also ask candidates to teach an undergraduate course.  Candidates are carefully scrutinized and assessed for their professional promise and fit with the department and institutional culture.

Carnegie Classifications

A classification scheme for all US degree-granting institutions of higher education, in which institutions are divided into broad categories.  These classifications are widely used in academic discourse, and job candidates would do well to be familiar with them.  The Carnegie Foundation provides an explanation of the subdivisions as well as a discussion of previous classifications (which are still used by some).  The University of Virginia is classified “RU/VH” (a research university with very high research activity.)

Chalk Talk

Scientists and engineers are sometimes asked to give this less formal version of a job talk during a campus visit.  In a chalk talk, a job candidate does not use slides for a formal presentation but instead introduces his or her future research goals to a relatively small audience, sometimes writing ideas on a blackboard.  The objective is to show that you can think on your feet in presenting the work you would do for your first grant.

Chronicle of Higher Education

The Chronicle, as it is commonly known, is a national, weekly publication that features news pertaining to academe and a large career section where jobs are posted and much advice for job seekers can be found.  The Chronicle is available through paper and electronic subscription, but much of it is available online to non-subscribers. U.Va. graduate students can access the University Career Services subscription to the Chronicle by creating a “My UCS” account.  Log on, then select “Protected Online Resources.”

Conference Interview

These interviews generally take place at scholarly conferences or meetings and usually last 30-60 minutes each.  Conference interviews serve as a good opportunity for search committee representatives to screen job candidates and identify those who will be invited for the campus visit.

Content Management System (CMS)

A system that supports the web-based creation, management, distribution, and publishing of information to a broad audience.  These systems are increasingly used in higher education to facilitate the administrative component of teaching.  Faculty often use them to post syllabi and assignments, reserve materials, and share announcements and other information.  A CMS may also be used to track students, manage grades, and compile course statistics, and it can offer a variety of interactive features, including real-time chats and whiteboards.  The CMS used by U.Va. is Toolkit and is in the process of being migrated to Collab.

Credentials File

Also referred to as a "dossier," "placement file," or "electronic portfolio,” a credentials file is a centralized collection of supporting materials for the academic job search, including official letters of recommendation.  The organization supporting a credentials file mails copies of specific materials at the file holder’s request.  U.Va. contracts with the independent online credentials management service Interfolio for its students and alumni, but English graduate students should use the credentials filing system managed by the Department of English.  Interfolio charges a membership fee as well as a delivery fee per item.   While the use of credentials files is more common in some disciplines than in others, increasing numbers of graduate students on the academic job market rely on this resource when applying to multiple positions.

Curriculum vitae (CV)

The curriculum vitae is abbreviated as “CV” and is also referred to as a “vita” (without the “e”).  In the US the CV is a comprehensive overview of one’s educational background and academic qualifications.  It is the standard statement of credentials within academe and the research world, and the foundation of an application for an academic or research position, akin to the resume for job markets beyond academe.  Individuals applying for administrative positions in academe may be asked for either a resume or a CV.

Degree in Hand

This phrase sometimes seen in job ads indicates that the search committee is looking for a candidate whose degree has been conferred or will be conferred by the time the term of the position is set to begin.  Some employers require verification that all degree requirements have been met, usually through an official university transcript or a letter of certification.   For more information on degree verification, contact the Graduate School.

Direct/Indirect Costs

Budgetary terms used for major research projects, especially in scientific fields.  Direct costs are those costs which can be specifically identified to a particular program project.  Typical direct costs include salaries, wages, fringe benefits, operating services, materials and supplies, equipment, publications, and travel.  Indirect costs are those costs which are incurred for common objectives and cannot be specifically identified to a particular sponsored project, e.g. the cost of utilities, facilities maintenance, library support, use of departmental equipment, departmental and general institutional administration, and other institutional support activities associated with research and related activities.  The Office of the Vice President for Research and Graduate Studies provides information on U.Va. budget guidelines.

Distance Education

Also referred to as "distance learning," this is a method of teaching and disseminating information to students beyond traditional on-site classroom instruction.  Distance education is one of the fastest growing—and somewhat controversial—segments of higher education today.  Instruction is commonly facilitated through a variety of technologies, including video conferencing, online discussion groups, and email communication.  For more information about the debate on distance education, see the Chronicle of Higher Education.

Dossier

See Credentials File.

Draft Letter

An informal job offer letter that demonstrates the department’s desire to hire you.  A formal offer letter should follow the draft letter.

Dual-Career Couple

A domestic couple where both partners are pursuing professional employment.

Emeritus Professor

The title given to a retired faculty member who achieved professor status. Many emeriti faculty remain active, teaching, researching, and advising part-time.

Evidence of Excellence in Teaching

This is an open-ended phrase found in many job ads, requesting that applicants submit information that demonstrates their teaching skills.  Evidence of teaching skills may be given in a faculty letter of recommendation.  Teaching awards and other such credentials should be cited in the CV and discussed more fully in a cover letter.  Submitting a separate, brief reflective teaching statement is a good way to fulfill this request.  Avoid sending lengthy or multiple unsolicited materials.  Hiring committees do not want to contend with additional materials during the first review of applications.

Exit Interview

A concluding interview session at the end of the campus visit, usually led by the dean, head of the search committee, or the entire committee to wrap up the visit and clarify details about timing, expectations, etc.  In the broader sense, exit interview refers to a formal meeting between an employee leaving a position and his or her employer.  The employee has the opportunity to speak honestly about the job, offering constructive feedback for improvement.

FERPA

The Family Educational Rights and Privacy Act of 1974 is a federal law that governs educational records and protects student privacy.  Letters of reference, the posting of grades, and discussion of student performance are all regulated by FERPA.  Faculty members should be familiar with FERPA regulations.  Review the U.Va. brochure “FERPA for Faculty and Staff” (.pdf).

Faculty Lines

A line refers to a permanent, institutionally supported position.  Sometimes previous positions are reassessed and combined into one new line or broken into multiple lines.  At other times, a new line (i.e. position) altogether is created. 

Historically Black Colleges and Universities

The Higher Education Act of 1965, as amended, defines an HBCU as "any historically black college or university that was established prior to 1964, whose principal mission was, and is, the education of black Americans, and that is accredited by a nationally recognized accrediting agency or association determined by the Secretary [of Education] to be a reliable authority as to the quality of training offered or is, according to such an agency or association, making reasonable progress toward accreditation."Most HBCUs are 50 to 100 years old; the oldest dates back to 1837.  Of the 105 HBCUs, 17 have land grant status.  The National Association for Equal Opportunity in Higher Education (NAFEO) is a professional association that represents HBCUs.

Independent Scholar

A researcher who conducts scholarly research but does not hold a teaching or research appointment. The National Coalition of Independent Scholars is a nonprofit organization that works to bring independent scholars together to share scholarly interests and expertise, improve access to resources for research, and support their research endeavors.

Institutional Assessment

Institutions of higher learning maintain offices dedicated to institutional assessment (otherwise referred to as institutional research or institutional data).  These units conduct a wide range of quantitative and qualitative analysis to assess the institution’s performance.   Reports generated by these offices are often accessible online through the institution’s website, and job candidates can gather interesting information from them about the institution’s profile and concerns, some of which may not be transparent on the surface.  Visit the U.Va. Office of Institutional Assessment and Studies for an example.

Job Talk

Otherwise referred to as a "seminar," "colloquium," or other discipline-specific term, the job talk is the scholarly presentation given by an applicant during the campus visit.  Job talk audiences vary; they always include departmental faculty and may include students and/or other members of the campus community.  The job talk is arguably the most important part of the campus visit, and therefore candidates should be certain to clarify all logistical details surrounding it when arranging the interview.

Land-Grant Institution

In 1862 the federal government granted each state 30,000 acres of public land. Proceeds from the sale of these lands provided support for the establishment and continuation of colleges of agriculture and mechanical arts.  Many of the 105 land-grant institutions have become internationally prominent in fields well outside agriculture and engineering, including Virginia Tech (Virginia Polytechnic Institute and State University).  Founded in 1887, the National Association of State Universities and Land-Grant Colleges is the oldest higher education association in the US.  In 1994, tribal colleges became land-grant institutions, and 33 are represented in NASULGC through the American Indian Higher Education Consortium.

NRSA

Abbreviation for the Ruth L. Kirschstein National Research Service Award.  Named in honor of the first woman to serve as director of an institute (general medical sciences) at the National Institutes of Health, this award funds predoctoral and postdoctoral research in the health-related sciences.

Negotiation

The process in which a potential employee attempts to obtain more value from a job offer.  Typical areas of negotiation for academic jobs include salary, office space, funding for research and travel, relocation costs, and spousal employment assistance.  For more information on negotiating academic offers, please visit the "Offers” subsection of “Academic Careers.”

Non-Traditional Students

Students who return to school after being out for a length of time. These students are a growing subpopulation in higher education.  In addition to their role as students, they often have other family, career, and/or community responsibilities. The Association for Non-Traditional Students in Higher Education seeks to unite these students through a listserv and refer them to helpful resources.

Open Rank/Open Range

Terms sometimes seen in academic job announcements, indicating that the search committee will consider candidates of various ranks (from recent PhDs to tenured professors), and that the rank of the position (assistant professor, associate professor, or full professor) will depend on the qualifications and experience of the chosen applicant.

Pathway to Independence Award

In January 2006, the National Institutes of Health introduced the “K99/R00 Pathway to Independence Award Program" in an effort to help young scientists along the path to their first R01 grant—transitioning more easily from postdocs to independent researchers.  For an overview of the program’s pros and cons, see a recent article in Science Careers.

PhD Retention and Attrition

Doctorate-awarding institutions of higher education are increasingly concerned about PhD students leaving the program before completion, which costs the institution money.  Attrition rates at the graduate level are high—thus there is a growing focus on attracting and retaining dedicated graduate students, with greater attention to helping them to succeed. 

Postdoc

Short for "postdoctoral fellow," someone who holds a PhD (or MD, other doctorate, or the equivalent) and is appointed to a position for advanced research and training.  Postdoctoral positions are found at universities, research centers, and industrial businesses.  They are very common in the natural sciences and are also available in the humanities and social sciences.  The term of postdoctoral work typically ranges from 1-3 years. The National Postdoctoral Association represents postdoctoral interests.

Provost

The senior academic officer of an institution of higher education.  The provost oversees all academic deans, the promotion and tenure process, and other decisions that directly affect academic affairs.

Public, Private, and Proprietary Institutions

Public institutions are subsidized by the state and are subject to statewide legislation.  These institutions raise some funds privately but operate on a not-for-profit basis.  Also not-for-profit, private institutions are independent of state control.  They are supported primarily from private funds in the form of tuition, fees, endowments, and donations, although many receive some state or federal dollars.  Proprietary institutions are privately owned and are operated for profit.  These institutions, the fastest-growing segment of higher education today, have traditionally provided practical vocational training but are increasingly offering graduate-level degree programs.  Frequently derided as offering low quality education, often via the Internet, these institutions are occupying a more prominent place in higher education as they gain a larger share of the market.

Publications

Published articles, reviews, and books are an important component of a CV.  Unpublished works may also be listed in some disciplines if appropriate terminology is used.  A publication is forthcoming when it has been completed and accepted for publication but has not yet appeared in the journal or other medium.  A work can be classified as under review or under submission when it has been submitted to a publisher but has not yet been accepted.  If you are currently writing a piece but have not yet submitted it for review, you may list it as in preparation if customary in your field.  Graduate students should be careful to follow disciplinary practice and not to include too many works that are under review or in preparation as these can appear to inflate the CV.  Consult with your adviser and other faculty in your field.

R01 Grant

The R01 grant for health-related projects in the biomedical sciences is the oldest research grant awarded by the National Institutes of Health.   The R01 covers the salaries of the principal investigator (the author of the grant, also known as the "PI") and key personnel, laboratory equipment, and other directly related costs.  Obtaining an R01 is a major milestone for a junior research scientist and often a condition for tenure at research institutions.  The goal can take long years to reach.  According to NIH statistics, the average age for receiving the first R01 was 41.7 in 2004.

Release Time

A reduction in work responsibilities, usually teaching, to enable a faculty member to pursue scholarly research, creative projects, or professional development activities.  Release time is commonly granted with no reduction in salary for a predetermined period, usually for a semester or a year.  The amount of release time varies greatly, depending upon circumstances and funding, from a small percentage (perhaps one course) to 100% of an appointment.  Release time can be a negotiation point for job applicants, as it can provide junior faculty members with the dedicated research time necessary to achieve tenure.

SLAC

Acronym for "small liberal arts college" or “selective liberal arts college.”  Sometimes otherwise abbreviated simply as LAC, “liberal arts college.”   If you are applying for SLAC faculty positions, be sure to stress your commitment to teaching and your interest in undergraduates as much as, if not more than, your scholarly achievements, which carry significantly more weight at research institutions such as U.Va.

STEM

Acronym for “science, technology, engineering, and mathematics”—fields that are collectively receiving attention in higher education and government due to current trends in federal research funding and career issues within academe and beyond.

Sabbatical

See Release Time

Search Committee

A group within a hiring department charged with the responsibility of screening and interviewing job candidates, as well as making recommendations for final hiring decisions.  Search committees typically consist of faculty members from the hiring department and sometimes include students, administrators, and/or outside faculty members.

Short List

The top candidates in an academic job search.  Usually the candidates who make it to the short list are brought to campus for an interview.

Soft Money

A position funded by "soft money" is one for which permanent funding does not exist.  Instead, the appointee (or some other person responsible for the position, as is usually the case) is required to raise the funds, generally through grants. Annually renewable contracts are often supported by soft money, and these positions have less job security than positions with permanent funding.

Soft Skills

An expression commonly used to refer to non-technical skills.  Reputedly originating in the information technology (IT) sector, this expression is now widely employed to refer to competencies valued by virtually all employers.  Soft skills may include (but are not limited to) excellent verbal and written communication skills, critical thinking and problem solving, the ability to work independently and in teams, effective time management, public speaking, and leadership, among others.

Spousal Hiring Program

A policy that some institutions have in place to assist the spouses of highly desirable job candidates. Institutional practices vary widely, from providing job search assistance and resources for the spouse to procuring employment at the institution or an affiliated organization.

Standing Faculty

All permanent faculty who either have tenure or are on the tenure track at an institution.  Standing faculty usually have such titles as professor, associate professor, or assistant professor.

Statement of Purpose

This term often appears in academic job announcements and refers to a cover letter that provides an overview of a candidate's qualifications as they relate to the job.

Statement of Teaching

Otherwise referred to as a “reflective teaching statement” or “statement of teaching philosophy,” this brief essay often requested in academic job searches discusses the techniques, ideas, and principles that the applicant employs when teaching.  Effective teaching statements usually support theoretical principles with concrete examples from the classroom.

Statement of Research Interests/Plan

A brief essay that allows the applicant to elaborate on past, present, and future research interests.  The dissertation project is discussed as well as any plans to publish or expand this research following completion.  Applicants in most disciplines will also present intended areas of future research.  Because the scope of this statement varies by discipline, be certain to consult with your adviser when writing this document.

Teaching Portfolio

A collection of materials supporting an applicant's teaching strengths and accomplishments.   If requested by a search committee, the teaching portfolio will factor into the screening process after an initial review of the applicant pool.  A teaching portfolio may include a wide variety of materials, such as a reflective teaching statement, a list and description of all courses taught, course syllabi, samples of assignments and exams, student evaluations, among other materials.

Tenure

Tenure is a part of the formal promotion process at most institutions of higher education and provides a strong degree of job security for professors who obtain it.  The purpose of tenure is to protect academic freedoms.  The tenure review process is a rigorous, formal peer review process that usually takes place after an individual has held the rank of assistant professor for 4-6 years.  Promotion to associate professor and the granting of tenure usually occur simultaneously.

Tenure Track

An academic position that is clearly defined as leading to tenure following formal review is referred to as “tenure-track.”  Many academic positions (designated by such titles as "instructor," "visiting assistant professor," or "lecturer"), particularly short-term appointments, are not tenure-track.

Time to Degree

The number of years it takes to complete a doctoral degree.  The time to degree varies by area of study but is typically longer in the humanities than in the sciences.  Institutions of higher education are increasingly concerned with lengthy instances of time to degree.

Trailing Spouse

The spouse of an academic faculty member or applicant who has specialized qualifications and chooses to seek employment in the geographic area near his or her partner.  Trailing spouses often secure satisfying positions that take advantage of their skills and academic training; however, occasionally they have to accept less suitable employment, especially during a weak economy or in a remote location with few professional job opportunities.

Unions

Faculty members are unionized on some campuses.  The AAUP is the most common collective bargaining agent, but others exist. Faculty contracts that result from collective bargaining usually define minimum salaries for faculty members on that campus.  If you have been offered a tenure-track position at a college or university with unionized faculty, you may wish to contact the union there for advice on the contract and potential advice on negotiation.

Visiting Position

A position that is temporary and has a finite term length.  These positions are often renewed on a yearly basis, but no guarantees are given to the employee. Visiting positions are often created when a department wishes to fill a tenure-track position but needs a temporary employee until it does.  Visiting positions sometimes turn into permanent positions and can be an excellent way to get one’s foot in the door.

*Based on material developed by the University of Illinois at Champagne-Urbana and the Chronicle of Higher Education’s “Chronicle Careers” series.