Professional-Track Faculty Fall Contract Maintenance:
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To renew or inactivate your faculty:
Review the "Fall_24_Mass_Renew" Spreadsheet.
This is generated via RPT0240.
Staff can generate this sheet on their own for their unit/s, but please submit information via the shared spreadsheet.
For everyone in your unit, enter “yes” or “no” in column “N” (is the dept renewing the contract?).
If you have a faculty member on a rolling contract, and you are maintaining the rolling contract, you must renew the contract and extend the current end date by one year. If you have a faculty member on a rolling contract and you wish to not renew or phase out the “rolling,” prior approval from COLA HR is required.
Enter the future contract type in column “O.”
a. The expectation is that the future contract type will be the same as the current contract type (column “K.”)
b. If seeking to change the contract type, prior written approval from COLA HR or the Associate Dean for Academic Affairs is required. Approval needs to be obtained prior to extending an offer letter.
Enter the future contract end date in column “P.” Options are: 12/31/YY or 5/15/YY for instructional faculty, or 8/15/YY for research (12-month) faculty.
Enter comments in column “Q,” remarks.
Minimum Comment Requirements:
Renewing “blank” at “0; 13.32/26.68/40” SWH. Will teach “1-1/2-2/3-3/1 course/2 courses/3 courses” in 20YY-YY/Fall 20YY. Offer letter uploaded to WD on MM/DD.
e.g., Renewing Professor Plum at 40 SWH. Will teach 3-3 in 2024-25. Offer letter uploaded to WD on 06/27.
If column “D,” (multiple positions) is marked “yes,” add comment confirming that teaching assignment has been coordinated with additional positions and include a date of when confirmation received.
e.g., Confirmed Fall teaching schedule with ENGL 7/2/22.
If seeking to change the contract type, must provide a detailed explanation.
If appointed at 0 SWH, please provide an explanation; if an instructional overload approval is required, please note the date the overload request was submitted to COLA HR.
Please include any other comments you think would be helpful and/or useful.
COLA HR will review the spreadsheet and comments and work with units to facilitate and ensure completion of faculty renewals outside of the mass process. Staff will refer to the Spring NTT guidance for instructions on “manually” maintaining faculty outside the mass process.
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To reactivate your faculty:
Review the “Fall_2024_Mass_Reactivate” Spreadsheet.
This is generated via RPT0813.
Staff can generate this sheet on their own for their unit/s, but please submit information via the shared spreadsheet.
For everyone in your unit, enter “yes” or “no” in column “I.” (Is the dept reactivating the position?)
Future job profile (column “J,”) must be the same as previous job profile (column “H,”), unless the faculty member has a joint position, the joint position has been reclassified, and approval is on file to reclassify the joint position during the reactivation process.
Enter the future scheduled weekly hours in column “K.” Options are: 0; 13.32, 26.68, and 40.
Enter the future contract type in column “L.”
Any contract type other than “Faculty Short Term” requires prior written approval from COLA HR or the Associate Dean for Academic Affairs. Approval needs to be obtained prior to extending an offer letter.
Enter the future contract end date in column “M.” Options are: 12/31/24 or 5/15/25 (unless approval has been obtained to extend a multi-year contract).
Enter comments in column “N,” remarks.
Minimum Comment Requirements:
Reactivating “blank” at “13.32/26.68/40” SWH. Will teach “1-1/2-2/3-3/1 course/2 courses/3 courses” in 20YY-YY/Fall 20YY. Offer letter uploaded to WD on MM/DD.
If column “D,” (multiple positions) is marked “yes,” add comment confirming that teaching assignment has been coordinated with additional positions and include a date of when confirmation received (e.g., confirmed Fall teaching schedule with ENGL 7/2/YY).
If appointed at 0 SWH, please provide an explanation; if an instructional overload approval is required, please enter the Service Now ticket number.
Please include any other comments you think would be helpful and/or useful.
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Offer letters should use current templates as provided by the Provost: https://provost.utexas.edu/aps-faculty/
Offer letters may NOT include an increased nine-month academic rate. Rather, a contingency line may be added: “We expect this academic rate may be adjusted further, effective 8/16/24, consistent with college and university salary policies and available funding.”
Should use approved SWH/FTE numbers [listed below]
Offer letters must specify teaching assignments, corresponding with these guidelines.
Deviations from these guidelines must have approval via the Associate Dean for Academic Affairs on file.
In most situations, deviations from these guidelines must be specified and explained in offer letters.
Compensation for appointments above 3 courses or 12 contact hours, or appointments that would otherwise bring an employee above a total of 40 SWH across all jobs, requires an approved Instructional Overload Form (see wiki page).
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Approved SWH/FTE appointments for professional track faculty:
(full-year – assumes teaching load is spread across the AY, teaching at least one course in each long semester)
2 courses = 13.32 SWH / 33.3% FTE
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To view existing contracts in Workday, from the faculty member’s profile page, select “Actions,” and choose “Employee Contracts” from the drop-down menu.
Review the FYI copy of faculty with future contract end dates not currently requiring renewal or reactivation.
Although these faculty do not need their contract within WD maintained at this time, in many cases it may be necessary or advisable to provide the faculty member a current year offer letter. Please reach out to COLA HR as needed for guidance on this question.
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