What Does A Provost Do? Explaining Who’s Who On Your College Campus – Forbes Advisor – Technologist

Back in primary school, none of us wanted to be called to the principal’s office—we knew exactly what that meant and who the principal was. But when students first arrive on their college campuses, they encounter unfamiliar administrator titles, such as provost, dean, associate professor and registrar.

Since college campuses often function like self-contained societies, it makes sense that they have complex hierarchies of administrators, faculty and staff. But those hierarchies can be confusing to new college students.

In an effort to demystify the jargon of college life, this article breaks down the various roles of college administrators, faculty members and other staff who work directly with students. By explaining who’s who on campus, we hope you’ll feel empowered to ask questions and get the support you need to succeed in college.

Who’s in Charge on a College Campus?

College campuses are usually headed by a president or chancellor, typically selected and overseen by a board of trustees. Just like the U.S. president, college leaders have a cabinet that helps them manage various administrative branches. These cabinet members are usually known as vice presidents or chief officers who oversee areas such as academic affairs, finances, community relations, fundraising and athletics.

President and Vice President

The president manages a university’s operations, while the vice president and other administrators oversee the college’s day-to-day functions. The president is the face of a university. Frequently meeting with students, faculty, administrators, alumni, donors, elected officials and the media, the president is tasked with promoting their university to ensure it maintains a positive reputation and attracts students and financial resources.

Provost

Also known as the vice president of academic affairs, the provost oversees the academic planning and strategy of a university. Managing faculty, students and curriculums entails a lot of multi-tasking. The provost ensures academic programs are running smoothly, faculty are conducting noteworthy research, students are on track for graduation and each academic unit meets relevant standards for accreditation.

In collaboration with deans and chairs, the provost also signs off on the hiring and promotion of faculty members.

Dean

A dean oversees a specific college within a broader university. Most universities contain multiple colleges, such as a college of arts and sciences, a college of business, a college of nursing or a college of education. Each college comprises different departments, programs, centers and institutes.

Some colleges are bigger than others, but they all offer multiple degrees. A dean manages their college’s organization, finances, curriculums and community events by delegating specific responsibilities to department chairs. Department chairs report to deans.

Department Chair

A chair manages an individual department within a college. Chairs schedule classes, oversee the hiring and promotion of faculty members, represent the department to higher administration and ensure the degree programs housed in their departments meet accreditation standards.

If you cannot resolve a problem with a professor, your next step is to contact the chair. The chair might meet with you directly to address the matter or refer you to a grade appeals committee or another subcommittee who can help.

Registrar

The registrar, who oversees the registrar’s office, manages a university’s academic records. Such records include class schedules, student grades, student transcripts, academic catalogs and academic calendars.

The registrar is tasked with auditing student transcripts to ensure they meet graduation requirements and ensuring each department’s degree programs meet any relevant accreditation requirements. The registrar also evaluates transfer credits and advises students who do not yet have their own major-specific academic advisors.

University Controller

Also known as the chief financial officer (CFO), the university controller manages a school’s finances. Their responsibilities include managing budgets, overseeing investments, completing financial reports to governmental bodies and accreditation organizations, auditing financial discrepancies and overseeing contracts with outside vendors.

Types of College Faculty

Although we colloquially call all college-level instructors “professors,” technically speaking, a professor is a specific rank earned through the tenure and promotion process. Just as with administrators, there is a hierarchy when it comes to college instructors.

Tenured Faculty

Becoming a tenured professor is the pinnacle of success for a college professor. When a professor becomes tenured, it means their job is permanent and that they cannot be fired without a just cause that is clearly stipulated in law or the faculty handbook. Tenure provides professors with job security and the academic freedom to teach and conduct research without fear of losing their jobs.

Most tenured professors start out as assistant professors who are placed on a “tenure-track” trajectory. After five or six years on the trajectory, a tenure-track professor may apply for tenure and promotion. If they receive both, they are then categorized as an associate professor. If they are denied tenure, they are usually given one year before they have to leave the university.

The next title in the trajectory is that of professor.

Visiting Professors and Full-Time Instructors

Visiting professors are hired for a short period, usually a semester or one to two years, to fill the place of a tenured faculty member who is on leave. A college may also bring on a visiting professor to gauge whether there is enough student interest to justify hiring someone in their specialty. If so, the visiting professor might apply for a tenure-track position, in which case their experience at the university helps them during the hiring process.

Full-time instructors receive renewable contracts to teach for a length of time ranging from one to six years. Unlike adjuncts (explained below), full-time instructors are eligible for health insurance and other benefits. But unlike tenure-track professors, they are ineligible for tenure.

Adjunct Professors

Adjunct professors are hired as needed on a course-by-course basis. Their jobs are not guaranteed from semester to semester, their pay is often below a living wage, and they usually do not receive health insurance or benefits.

Ideally, adjunct professor positions are held by professionals who want to teach a course or two outside of their full-time job or because they are retired and want to share their expertise and wisdom with younger generations. However, as colleges cut tenure-track positions, many adjunct faculty positions are held by Ph.D.s who were initially seeking tenure-track positions.

Teaching Assistants

Teaching assistants, often called TAs, are graduate students who help professors and departments teach undergraduate students in exchange for a stipend or tuition remission.

A TA typically teaches their own section of an introductory-level course, such as English 101 or Biology 101—especially at large universities offering dozens or even hundreds of introductory course sections. These TAs function more like professors than assistants.

Other TAs might actually assist tenured professors by serving as aides during class and working as tutors or facilitators in labs or breakout sessions after class.

Frequently Asked Questions (FAQs) About What a Provost Does