COE Faculty Affairs

1

Summer/fall: COE Faculty Affairs sends weekly calendar holds for late November-May to Chairs and Administrative Managers in each recruiting department. Holds will be cancelled or confirmed as needed. The purpose of the meetings is to discuss and finalize faculty offer letters.

Department

2

Department recruits for position following all steps at COE Recruiting Process.

3

Department identifies position finalist, and submits a COE Faculty Hire Form, including as much information as is available at that moment. 

4

Submit Pre-Review request in Faculty Affairs/APS' ServiceNow. This form will require the following:

• PDF uploads of finalist’s CV and Interfolio EEO report

• Details of recruitment process and candidate’s qualifications. The following documents should include the needed information:

  • On-Campus Interview Request Memo - see COE: Recruiting Process - Tenured and Tenure-Track Faculty > tab “Phase 2

  • Appointment Process Summary if available at this stage. This document will also be included in the PAR supplementary documentation packet > see tab “PAR documentation checklist” on this page.

COE Faculty Affairs

45

COE Faculty Affairs:
a) begins drafting the offer letter based on the information submitted by the department on the COE Faculty Hire Form

b) schedules a meeting for the soonest available calendar hold date. Attendees: department chair, Administrative Manager, Assistant Director for Faculty Affairs, Chief Business Officer, and Dean-delegate. The purpose of this meeting is to discuss, review, and finalize the draft offer letter.

COE Faculty Affairs, Department, and College leadership

56

Meeting takes place.

COE Faculty Affairs

67

Draft offer letter is finalized based on meeting conversation and shared with Department.

Department

Optional

AFTER draft offer letter has been approved by all meeting participants, and the finalized draft shared by COE Faculty Affairs with the Department, the Department may share the draft with the finalist. Once a draft offer letter is approved, any changes made to it also require Dean's approval.

IMPORTANT: This draft must be watermarked "draft," and should not be signed by anyone, as it is not a contract. It must be clearly stated in all communications about it that the draft does not represent an actual offer of employment, is subject to modification, and is not final until the PAR has been final-approved by the Dean's Office.

78

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.

89

Process a faculty job requisition in Workday.

 910

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

b) Collect all supplementary documentation listed on the “Document checklist” tab on this page

1011

a) Approve completed FPN (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 items listed on the PAR documentation checklist tab on this page, in the order described.

COE Faculty Affairs

1112

COE Faculty Affairs routes PAR cover sheets and draft offer letter to Chief Business Officer (CBO) for non-signature approval of financial commitments.

1213

a) FPN and PAR packet review. 
b) PAR routed for chair and Dean signatures in DocuSign.

1314

a) If PAR packet is approved by Dean/Dean designee, COE Faculty Affairs approves FPN and adds approval notes in DEFINE.
b) FPN routes to EVPP.
c) COE Faculty Affairs shares signed PAR and Word version of final offer letter with Department.

Department

1415

Format final offer letter on department letterhead, update date, remove watermark, etc.
Chair signs letter.
Send offer letter to finalist for signature.

1516

Send signed offer letter to COE-FacultyAffairs@austin.utexas.edu.

COE Faculty Affairs

16 17 

COE Faculty Affairs:
a) forwards signed PAR and offer letter to APS via ServiceNow: APS/Faculty Affairs requests.

b) shares PAR and offer letter with COE Finance Team.

c) adds PAR and offer letter to faculty personnel files.

d) adds new hire to COE SharePoint Lists.

e) submits Faculty Housing Program interest form if applicable

APS

1718

EVPP final-approves the PAR upon receipt of the signed offer letter, and pushes the hire to Workday.

FPN updates as follows and onboarding processes can begin:

Status: APPROVED      -- COVER SHEET --      Document ID: 60FPN999XXX

                 Action: ___    Summary: Faculty, Lisa

                             ** Offer Accepted - Position in Workday**

Department

1819

Close the Interfolio position following the guidance at Closing the position on this page.