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The key distinction between research faculty and research staff positions is evidence of engagement with the academic enterprise through teaching, mentorship, or supervision of students at some level. Because the expectation of academic service typically lies beyond the scope of sponsored projects, UT requires that faculty positions are funded no more than 95% from sponsored projects (26-accounts), and that at least 5% must be funded by a non-26, less restricted source in order to account for the expected academic service. For 12-month research faculty only, IDC is an acceptable funding source for that 5%. See COE: About Research Faculty > Funding research faculty.

Research faculty must be 100% FTE unless an exception is granted by the Dean, APS, and VPR, which requires submission of justification for the reduced appointment.

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Pre-review requirement for Research Professor rank

For prospective hires at the rank of Research Professor, pre-approval is required from EVPP, following the process described below. See EVPP: Hiring Senior-Level Faculty.

For more on titles and ranks see COE: Titles and Ranks - Professional Track Faculty.

Process

  1. The department chair discusses the case with the Senior Associate Dean.

  2. Department AM submits form "Pre-Review for Tenure" at Faculty Affairs/APS ServiceNow: Complete Forms.

    1. Upload the following documentation to the request:

      1. Current CV for the candidate

      2. Brief description of the recruitment/identification/finalist process and rationale for selecting this finalist above others

      3. EEO report from Interfolio 

    2. In the section "Required Approval Routing," add the following:

      1. Dean's Staff: Karla A Steffen (steffek). This field is required in COE.

      2. Dean or Dean Designate: Beth Maloch (malochb)

  3. If the request is approved by both the Senior Associate Dean and EVPP, print the approval notification email to PDF, and include in the supplementary documentation of the PAR packet.

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About the PAR

For Provost’s Office guidance, see EVPP: Prior Approval Request (PAR).

For section-by-section instructions for processing a PAR in DEFINE, see COE: PAR - T/TT Electronic Document Processing Guide.

When is a PAR needed?

PARs must be processed for hires of new faculty, and former faculty whose employment has been terminated. Faculty are not hired via Workday. Once the PAR is final-approved, EVPP loads the appointment into Workday via the PAR. 

A PAR is needed in the following situations:

  • New faculty member who has never taught at UT Austin.

  • Rehire of former faculty member whose position was terminated.

  • Faculty member whose position has been inactive for longer than three years.

  • Current UT Austin faculty or staff member, who will be instructor of record or hold another faculty role in a new, different unit.

A PAR is not required in these situations:

Contact COE-FacultyAffairs@austin.utexas.edu with any questions.

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PAR process

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Additional step for Research Professor rank: For prospective hires at the rank of Research Professor, pre-approval is required from EVPP. This approval must be granted before the PAR can be approved. See tab “Pre-review for Research Professor” on this page.

Responsible party

Step

Action

Department

1

Before beginning, the department should determine the most appropriate track and rank for the prospective faculty member, based on their education level and experience. See EVPP: Research Faculty Titles. Contact COE-FacultyAffairs@austin.utexas.edu with questions.

2

If faculty member will be hired to the rank of Research Professor, EVPP pre-approval is required before proceeding. 

Do not proceed until EVPP approval has been confirmed. If approved, include documentation of pre-approval in the PAR packet.

3

Complete recruiting or posting exemption request as appropriate.

4

Process a faculty job requisition in Workday, ensuring there are sufficient openings for the hire.

5

a) Check whether the prospective faculty member has an existing EID in order to prevent problems that result when an individual has multiple EIDs. Search the following:

  1. Workday employee records

  2. UT EID Administration - Recommended search parameters: Show “anyone” at “any UT institution” whose “first and last name” “contain” [enter name]. Cross-check any results with other UT employment/student/vendor records.

  3. DEFINE commands: GT9 (Transactions by Vendor ID; enter EID in “Misc.” field), AL1 (Legacy employee records system; change Year field to “75” to search all UT employment records)

b) If they do not have an existing EID, ask them to create one at UT EID Self-Service Tools and report it back to you.

6

a) Process FPR in DEFINE. See COE: PAR - T/TT Electronic Document Processing Guide.

b) Collect all required supplementary documentation listed at COE: PAR - Supplementary Documentation Checklists > Research faculty hires

7

a) Approve completed FPR (DEFINE PAR document) forward to COE Faculty Affairs.

b) Forward completed but unsigned PAR packet as a single PDF to COE-FacultyAffairs@austin.utexas.edu. PAR packet should include all documentation listed on the tab "PAR documentation checklist" on this page, in the order described.

If financial commitments beyond academic salary (example: relocation) are included in the PAR/offer letter, cc the department accountant/Cost Center Manager.

COE Faculty Affairs

8

a) FPR and PAR packet review. 

b) PAR routed for signatures in DocuSign.

9

After PAR is fully-signed in DocuSign, adds approval comments to FPR document in DEFINE and approves forward to APS.

10

COE Faculty Affairs submits PAR packet to APS for approval via ServiceNow: APS/Faculty Affairs requests help ticket.

APS

11

APS reviews PAR and forwards to the Vice President for Research (VPR) for final review and approval.

VPR

12

VPR reviews PAR and provides final approval. If approved, this is communicated to COE Faculty Affairs.

COE Faculty Affairs

13

After both APS and VPR have approved the PAR, offer letter is sent to candidate. Offer may be extended only after receiving approval from VPR.

Department

14

Department forwards signed offer letter to COE Faculty Affairs

COE Faculty Affairs

15

Signed offer letter is uploaded to same ServiceNow ticket as for the PAR and uploaded to the faculty member’s personnel folder on Box.

APS

16

APS reviews and accepts PAR and signed offer letter and pushes the hire to Workday.

Department

17

The department is responsible for maintaining all research faculty personnel files.

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Offer letters

Contracts for Research faculty are normally for one year only (September 1-August 31), but can be longer if determined by the Dean to be in the best interest of the institution.

Note that every commitment of funding (relocation, early start date, TA/GRA, etc.) must be captured in both the offer letter and Section 2 Funding Commitments of the PAR. For assistance with wording of non-standard offer items not included in the EVPP template, please contact COE Faculty Affairs.

Who writes professional track offer letters?

Offer letters for research faculty hires are drafted by the hiring departments, in collaboration with any joint hiring departments.  Please contact COE Faculty Affairs with any questions.

Where do I find offer letter templates?

In order to ensure the most current template is being used, each offer letter should be drafted based on a newly-downloaded template for the appropriate hire type based on the Provost's Office current template at FA/APS ServiceNow Portal > Knowledge (top right corner) > FA/APS Knowledge Articles (top left corner) > Offer Letter Templates > Departmentalized CSUs.

What is the offer letter process?

A draft of the offer letter, including a "DRAFT" watermark on each page, should be included in the PAR packet. The draft offer letter does not represent a promise of employment or any other commitment.

Once the PAR is final-approved by the Dean, COE Faculty Affairs will email the PAR packet signed by the Dean to the department Administrative Manager, indicating that the PAR has been approved. When this email indicating approval has been received, the department can send an offer letter to the candidate. However, all PAR information is thoroughly reviewed in the Provost’s Office to ensure compliance, and if errors are found, corrections will still need to be made even if the contract has been signed by the faculty candidate.

After the offer letter has been signed by the candidate, the Administrative Manager should upload the signed letter to the same Faculty Affairs & Academic Personnel Services Portal help ticket on which they submitted the PAR. Once APS has processed the signed offer letter, they will push the hire to Workday.

The department is responsible for maintaining research faculty personnel files, including PARs and offer letters.

Can I share a draft of the offer letter with the candidate prior to PAR final approval?

The department may, if they wish, share the draft with the candidate. It must be clearly indicated via watermark that the copy is a draft, and any associated correspondence must explicitly state that the draft is “pending final modifications and approval of the Dean and Provost.” The draft offer letter should not be signed by anyone, as it does not represent a contract. 

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