The Language of Academia
Originally published in the July 2025 issue of Protocol Monthly Magazine
The Language of Academia: A Guide to Titles and Traditions
Academia is steeped in tradition, and with tradition comes protocol. Like other institutions with long histories, significant ceremonies, and established hierarchies, the nuances of academia can be mysterious and confusing to those unfamiliar with it.
In recent years, industries traditionally linked with protocol—such as government, military, and diplomacy—have increasingly intersected with academia. Military studies extend beyond ROTC programs, integrating into security and policy studies. Government officials frequently visit campuses as speakers, scholars, or recipients of honorary awards. Programs in international affairs and global studies are expanding, offering students deeper insights into the roles of ambassadors, consuls general, and other diplomatic figures in global issues.
If you are not from the world of academia, what do you need to know to interact well with universities, colleges, their faculty, staff, and students? This article focuses mainly on U.S. academic institutions and the titles and hierarchies that will be beneficial to understand as you or your principal interacts with them.
Understanding the Nomenclature
A key to navigating academia is understanding its terminology. Just as referring to a U.S. Marine as a "soldier" or confusing a Commander with a Lieutenant Commander can cause misunderstandings, being informed about academic titles is essential. However, it's important to note that terminology can vary across institutions, so it's always wise to confirm specifics with the relevant university or college.
Universities, Colleges, and Schools: What’s the Difference?
While we often refer to someone's educational background with the broad term "school," "university," "college," and "school" are distinct terms in academia.
University: Typically a large institution comprising multiple colleges or schools, universities confer degrees at both the undergraduate and graduate levels. Within the university, departments and faculties are grouped into colleges or schools, each focused on a specific academic discipline.
College: Colleges grant degrees in multiple fields and can offer undergraduate, master’s, and even doctoral degrees. When "College" refers to an institution that is not part of a university, it most often denotes an institution focused primarily (or solely) on undergraduate degrees, although this is not always the case. Some colleges may also offer graduate programs or specialized professional degrees.
School: A "school" focuses on a single discipline, such as the School of Architecture. Unlike a college, which offers multiple programs, a school generally offers specialized degrees in one area.
In addition to these, there are community colleges that confer two-year degrees and trade or vocational schools that offer certifications or degrees in specific trades like construction, mechanics, and healthcare.
Academic Titles: Understanding the Hierarchy
Titles in academia hold significant importance and can be confusing to the uninitiated. Like military ranks, academic titles often indicate specific levels of experience and responsibility. Here’s a breakdown of some common academic titles:
Assistant Professor: An early-career academic who is responsible for teaching, research, and publishing but has not yet attained tenure.
Associate Professor: A mid-career academic who has achieved tenure after meeting the university’s standards for teaching, research, and publication.
Professor: The highest academic rank, signifying tenure and distinguished scholarship, earned through rigorous peer review.
Professor of the Practice: This title applies to professionals with extensive field experience, rather than academic credentials like a PhD. This position is non-tenured.
Chair: The head of an academic department, often appointed for a fixed term.
Endowed Chair: A prestigious, permanent position funded by a donation to the university, usually held by a senior academic.
Dean: The head of a college or school, responsible for its administration and academic oversight.
Vice Provost: A senior academic leader responsible for specific areas such as faculty affairs or undergraduate education. The title "Vice Provost 'of'" indicates a broad focus (e.g., faculty affairs), while "Vice Provost 'for'" focuses on a specific department (e.g., internationalization). Terminology for this position varies greatly from institution to institution; an alternative title for this role may be Associate Provost.
Vice President: Oversees operational areas like fundraising, athletics, or human resources.
Executive Vice President: The university's chief operational officer, managing all non-academic functions.
Provost or Executive Vice Chancellor: The university’s chief academic officer, overseeing all academic operations, and often the second highest ranking leader of the university.
President or Chancellor: The highest-ranking officer, responsible for both academic and operational functions at the university.
International Variations in Academic Titles
Terminology can become even more complex when interacting with international universities, where similar titles may have different meanings. This is particularly true when working with universities in Commonwealth or former Commonwealth nations, where titles like Chancellor, Vice Chancellor, Pro-Chancellor, and Pro-Vice-Chancellor are commonly used. While in the United States, the title of Chancellor is often equivalent to that of President, in many other countries, the Chancellor holds a more ceremonial role. In these cases, the Vice Chancellor is the actual head of the institution, much like a President in the U.S. The title of Pro-Chancellor refers to a deputy of the Chancellor, who may have responsibilities such as chairing the university’s governing body. Pro-Vice-Chancellors, often multiple in number, oversee specific areas of university operations, similar to the role of Vice Provosts in the U.S., each managing distinct portfolios of work.
Respecting Titles and Honorifics
In academia, it’s important to be mindful of how you address individuals, as titles carry significant weight. Earning a doctoral degree is no small feat; it requires years of rigorous study, research, and dedication. Those who attain this distinction have earned the honorific "Doctor," and it’s a sign of respect to address them accordingly. Similarly, achieving a professorial appointment—whether as an Assistant, Associate, or full Professor—demands significant academic achievement and a thorough review process. Professors, who have earned their titles through years of hard work, may prefer to be addressed as "Professor," particularly in a classroom setting, as it acknowledges both their expertise and their position within the academic hierarchy.
Academics who hold high-level, administrative positions—such as Dean, Provost, or President—may also be addressed with the honorific "Doctor," assuming they have earned a doctoral degree. In certain contexts, where their position is central to their role in a meeting or event, it is common to refer to them by their title and last name (e.g., Dean Appleton or Provost Burdett). In these cases, it’s best to observe how their staff or colleagues address them and follow suit to ensure you’re showing the appropriate level of respect. However, outside of the most formal communications, such as written correspondence or name cards, position-based titles like "Vice Provost," “Vice President,” or "Pro-Vice-Chancellor" are not typically used in conversation.
Final Thoughts
In academic environments, understanding the right terminology and hierarchy can help ensure smooth interactions and professional respect. While titles and their respective ranks are not the only nuances to be aware of in academia—academic ceremonies and symbols carry significant tradition and meaning as well—knowing how to address people properly will be a great first step in working with academics. Taking the time to learn and use the appropriate titles helps establish respect and fosters positive relationships within the academic world.