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General information

See
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Related content:

  • For

additional

  • information about the College’s initiative to hire research faculty, see

:EVPP: Hiring
  • EVPP: Research Faculty Titles
  • VPR: Principal Investigator (PI) Eligibility Administrative Procedures
  • COE: Research Faculty
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    titleResearch faculty overview

    Overview of Hire Process

    Source: Academic - Hire Faculty - Workday Process Overview

    Research faculty PAR process

    Before beginning, carefully review EVPP: Hiring Research Faculty.

    Note that the expectation is that research faculty positions are 100%, and exceptions are at the discretion of EVPP/VPR.

    Resources

    Pre-approval for Research Professor rank

    For prospective hires at the rank of Research Professor, pre-approval is required from EVPP. See step 2 in the "Process" table below for guidance. If approved by EVPP, documentation of that approval should be included in the PAR packet. See tab "PAR supplementary documentation checklist" on this page.

    Process

    This page describes the process for hiring 12-month professional-track research faculty only. For guidance on hiring 9-month professional-track faculty, go to COE: Hiring Professional Track Faculty.

    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. See COE: Comparison of Research Positions for more information.

    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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    See also EVPP: Hiring Research Faculty.

    Research faculty are expected to focus primarily on conducting research rather than to assume the full academic responsibilities of teaching, research, and service. They should demonstrate evidence of an independent research agenda and of the ability to build and sustain an independent research program, with scholarly credentials comparable to what one would expect for a tenured/tenure-track faculty member at the equivalent rank. They are also expected to be somehow involved in the academics of their department/ whether in teaching, or through other involvement as defined by their department/college.

    Research faculty are non-tenure track and hold a single 12-month position. (In the legacy system, they held two concurrent positions: a nine-month faculty position and a 12-month A&P position.) They are expected to be full-time (40 SWH), and fully-funded by external grants.  Instructional/state funds may be used only when the faculty member is instructor of record for an organized class. If teaching, position funding should be adjusted via Assign Costing Allocation in Workday to reflect the appropriate instructional effort. Contracts are normally for one year, but can be longer if determined by the Dean to be in the best interest of the institution.

    Note that the expectation is that Research Faculty positions are 100%, and exceptions are at the discretion of EVPP/VPR.

    Research faculty vs. research staff

    The key distinction is evidence of engagement with the academic enterprise through teaching, mentorship, or supervision of students at some level.

    For information on research staff, see COE: Research Positions.

    PI (Principal Investigator) eligibility

    Research faculty are granted automatic PI status. See Principal Investigator (PI) Eligibility Administrative Procedures for more information.

    Research Faculty titles

    TitleJob CodeDescription
    Research Professor0017

    Research accomplishments and scholarly credentials equivalent to that of a full professor, including supervision of research programs/projects as a principal investigator.

    Research Associate Professor0027

    Research accomplishments and scholarly credentials equivalent to that of an established assistant professor or a new associate professor. The individual must have an established record as a mature, independent researcher.

    Research Assistant Professor0037

    Expected to show the potential to develop an independent research program that represents a significant portion of their activity and also be involved in activities traditionally thought of as professorial.

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    titlePAR process
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    Managing research faculty appointments

     All faculty positions, including those of 12-month research faculty regardless of funding source, have their primary administrative home in an academic department. Some but not all research faculty also have an affiliation with a research center. For research faculty who work in a COE research center, the table below summarizes the distribution of administrative responsibilities between the academic department and the research center.

    Action

    Processed by Research Center

    Processed by Academic Department

    Interfolio posting

     

    X

    Recruitment: Advertising, evaluating and communicating with applicants, campus visit arrangements and vendor payments, etc.

    X

     

    PAR

     

    X

    Offer letter

     

    X - in collaboration with research center and COE Faculty Affairs

    Contract management (renewal, Workday upload, etc.)

     

    X

    Ad-hoc costing changes in Workday

    26-accounts

    non-26-accounts (e.g. Instructional) 

    HR processes in Workday (Data Changes, Termination, etc.)

     

    X

    Performance appraisals

    X - in collaboration with research center 

    Assignment of merit

     

    X - in collaboration with research center

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    Principal Investigator (PI) status

    Professional-track research faculty are eligible for PI status. See a list of PI-eligible titles at Principal Investigator (PI) Eligibility for Sponsored Projects – UT Austin.pdf

    Some new research faculty may need PI status prior to their official start date, for instance to transfer sponsored projects from another institution or apply for new projects that begin after their official UT start date. For guidance, see COE: Requesting PI Status Prior to New Faculty Start Date.

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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 - 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.

    If faculty member will be hired to the rank of Research Professor, EVPP pre-approval is required before proceeding. 
    (For other titles, skip to step 3.)

    To request pre-approval, send the prospective hire's CV to EVPP via ServiceNow: APS/Faculty Affairs requests . Use category "Other." In the ticket, include "Request for pre-approval of hire of Research Professor." 

    Do not proceed until EVPP approval has been confirmed.

    If approved, include documentation of pre-approval in the PAR packet.

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

    b) Collect all supplementary documentation listed on tab "PAR documentation checklist"
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    Hire process

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    Background checks

    Departments should initiate a background check as soon as a finalist has been determined. Effective fall 2025, APS will not accept the PAR nor push the position into Workday until after the background check has been confirmed clear. Faculty may not begin teaching or assumption of other work activities until after their background check has been confirmed clear; delays may also result in a postponed start date and impacts to employee benefits. See HR: How to Request a Background Check for more information.

    Per HOP 5-1140: Criminal Background Checks, VII.A.2: No applicant may start work for the University, formally or informally, before having a Criminal Background Check completed and being approved by the University’s central Human Resources office. An employee that authorizes an applicant to begin work in violation of this provision may be subject to discipline, including potential termination of their employment. 

    Process table

    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
    3Complete recruiting or posting exemption request as appropriate.
    4Process a faculty job requisition in Workday, ensuring there are sufficient openings for the hire.
    5

    .utexas.edu with questions.

    2

    Complete recruiting or posting exemption request as appropriate.

    3

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

    4

    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.

    5

    a) Process FPR in DEFINE. See COE: PAR - Electronic Document Processing Guide for screen-by-screen instructions.

    Note: In PAR Section 8, add a comment indicating the date that results were confirmed clear in the Background Check Administration. Example: “Background check results confirmed clear on MM/DD/YYYY by [Staff Name].”

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

    6

    a) Approve completed

    FPN

    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.

    COE Faculty Affairs
    7

    If financial commitments beyond academic salary (example: relocation) are included in the PAR/

    offer letter,

    offer letter, cc the department accountant/Cost Center Manager.

    COE Faculty Affairs

    routes PAR to Chief Business Officer (CBO) for non-signature approval.8

    7

    a)

    FPN

    FPR and PAR packet review. 

    b) PAR routed for signatures in DocuSign.

    9

    8

    After PAR is fully-signed in DocuSign,

    FPN is approved and approval notes are added in DEFINE.

    Final approval of professional track PARs is at the College level. All offers are contingent upon the approval of the Dean.

    10

    adds approval comments to FPR document in DEFINE and approves forward to APS.

    9

    COE Faculty Affairs

    emails copy of approved

    submits PAR packet to

    the department Administrative Manager.Department11

    Upon receipt of the fully-signed PAR packet, the department may send an offer letter to the candidate.

    Note that 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. Research faculty PARs are also reviewed by VPR.

    12Administrative Manager submits signed PAR packet and signed offer letter to APS via ServiceNow: APS/Faculty Affairs requests help ticket.APS13APS reviews and accepts PAR and signed offer letter, and pushes the hire to Workday.Department14The department is responsible for maintaining all research faculty personnel files, including PARs and offer letters. Auihorizontalnavpage
    titlePAR documentation checklist

    PAR supplementary documentation

    Documentation for hires with previous PARs

    Faculty are not hired via Workday. Instead, for new faculty, and former faculty who have been terminated, a PAR must be processed. Once the PAR is final-approved, EVPP loads the appointment into Workday via the PAR. 

    Primary Language Determination Form

    For a faculty hire with a previous PAR approved, no new language form is required. Submission of the language form with the initial PAR is all that is needed, and supporting documentation status for the language form on any subsequent PARs should be indicated as "On File."

    Reference letters

    If the faculty candidate has not worked from UT for more than three years, new letters of recommendation are required.

    If the PAR is for a new faculty position other than what the faculty candidate is currently assigned or has been assigned in the past, or is for a position in a different unit, three new letters are required.

    If the previous PAR is 18 or fewer months old, APS may waive the reference letter requirement on a case-by-case basis. To request a waiver, please submit a request through the Faculty Affairs & Academic Personnel Services Portal, and include the EID, PAR doc ID, and dates of previous reference letters. If the letter requirement is waived, the supporting documentation status for reference letters on the PAR should be marked as "On File," and a copy of APS' approval should be included in the PAR documentation.

    Documentation checklists

    See EVPP: PAR Process - Supporting Documentation and EVPP: PAR Checklists for more information.

    Instructions

    Submit the materials in the appropriate list below after approving the DEFINE FPN document off the creator's desk.  Order materials as listed below, in a single PDF.

    APS for approval via ServiceNow: APS/Faculty Affairs requests help ticket.

    APS

    10

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

    VPR

    11

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

    COE Faculty Affairs

    12

    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

    13

    Department forwards signed offer letter to COE Faculty Affairs

    COE Faculty Affairs

    14

    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

    15

    After confirming that background check results are clear, APS will:

    • Review and accept PAR and signed offer letter

    • Upload PAR and signed offer letter to Workday > Worker Profile > Personal > Documents

    • Push “Future Faculty” position to Workday

    Department

    16

    AM adds new faculty member to department’s FileMaker Pro contract database

    17

    AM uploads signed offer letter to Workday > Worker Profile > Employee Contracts

    Note that the department is responsible for maintaining all professional track faculty personnel files, including PARs and offer letters.

    Research faculty offer letters

    See EVPP: Offer Letter Templates > Departmentalized CSUs.
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    PAR documentation checklist

    Research Faculty titles are professional-track 12-month faculty appointments and follow September 1-August 31 employment dates (see Dates for Faculty Employment Changes). Research faculty ranks are Research Assistant Professor (0037), Research Associate Professor (0027), and Research Professor (0017). In *DEFINE, the document type for tenure-track faculty PARs is FPT.

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    Tip: Are the pages in your PDF different sizes?See COE: Adobe Acrobat for instructions on fixing this!

    Additional resources:

    Instructions

    After approving the DEFINE FPR document off the creator's desk, order materials as they are listed below and saved as a single PDF and send to COE-FacultyAffairs@austin.utexas.edu.

    Order in PAR packet

    Document

    Details

    Notes

    1

    PAR cover sheets

    Unsigned. COE Faculty Affairs will obtain all signatures in DocuSign.

    Use Green Output to print from DEFINE to PDF.

    See guidance at COE: PAR

    FAQ - Green Output.

    Information and FAQ > tab “How to print a PAR to PDF”

    2

    Chair statement

    Include the following:

    a) Clear evidence of the capability of developing and executing an independent research agenda on a timescale that would permit timely promotion.  This evidence can come from some combination of publications, recommendation letters, and grants received.  Why does the Chair support this appointment for this individual?
    b) A summary of the committee's discussion; explanation of the rationale for the committee's vote and resulting recommendation; explanation of negative votes.

    3

    Candidate research statement

    Usually 1-2 pages

    4

    Current CV

    An updated CV is required for professional-track faculty returning to UT after a break in service of over 3 years.

    5

    Reference letters

    At least three. Must be signed, and on the referee's employer's letterhead.

    At

     At least one

    must

     must be from outside UT. Unsigned letters will not be accepted. The chair of the hiring

    department

    department cannot

    be

     be one of the references.

    Letters should emphasize previous teaching performance or potential and, if applicable, contributions in other service areas to which the department expects the candidate to contribute in their research faculty role at UT.

    • If the letters come in via email, the email message from the referee must be printed out and submitted with the letter of recommendation. That email cannot be from a third party - it must be directly from the referee.

    • If the faculty candidate has not worked from UT for more than three years, new letters of recommendation are required.

    • If the PAR is for a new faculty position other than what the faculty candidate is currently assigned or has been assigned in the past, or is for a position in a different unit, three new letters are required.

    • If the previous PAR is 18 or fewer months old, APS may waive the reference letter requirement on a case-by-case basis. To request a waiver, please submit a request through

    the 

    • the Faculty Affairs & Academic Personnel Services Portal, and include the EID, PAR doc ID, and dates of previous reference letters. If the letter requirement is waived, the supporting documentation status for reference letters on the PAR should be marked as "On File," and a copy of APS' approval should be included in the PAR documentation.

    6

    Attachment A: Primary Language Determination Form

    If Primary Language is not English, also see Attachments B-D below. 

    COE Faculty Affairs can obtain signature on this form during approval routing in DocuSign.

    • If creating a new PAR for a faculty member with a previous PAR on file, it

    is

    • is not

    necessary

    •  necessary to submit another one. Indicate status "On File" in PAR section 7, "Supporting Documentation."

    • See whether a PAR has previously been approved

    at Faculty Prior Approval Request > select "List PARs/Roster by EID" in the left-hand menu > enter EID in the appropriate field > check box "Get all records for EID"

    Only if relevant

    Complete

    these

    these only

    if

     if Attachment A above indicates that their Primary Language

    is

    is not

    English

     English

    Attachment B Descriptions of Levels of English Proficiency

    Does

    Attachment B does not need to be included in PAR packet, but provides definitions for completing Attachment C.

    Attachment C Assessment of English Proficiency

    Attachment D Appointment Status Recommendation

    7

    Interfolio EEO report

    (If recruiting was not conducted, skip ahead to item 9)

    (Replaces former Applicant Pool Statistics Table.)

    8

    Interfolio job posting
    (If recruiting was not conducted, skip ahead to item 9)

    Printout of job posting from either Interfolio

    or

    or Faculty Careers - UT Austin

    Posting number must match the Job ID entered in section 7 of the PAR. 

    9, only if relevant

    Posting Exemption Request, approved by both Dean and EVPP

    Use of Posting Exemption Requests should be limited as much as possible, and used only

    for

    for Partner Hires, or for exceptional circumstances.

    Posting exemption request must be approved by both Dean and

    EVPP

    EVPP before

    routing

     routing PAR for COE Faculty Affairs.

    If a Posting Waiver was approved in lieu of posting, type "Waiver" in PAR section

    7 comments on "Job ID" line.
    See additional information about posting waivers at COE: Posting Exemption Requests

    7 comments on "Job ID" line.

    See additional information about posting waivers at COE: Posting Exemption Requests.

    Applicant Screening Questions - submit only if recruiting was not conducted

    Completed and signed by prospective hire. 

    For faculty who are hired through an Interfolio posting, this form is part of their application materials and does not need to be submitted separately with the PAR.

    Only if relevant

    EVPP pre-approval documentation
    (Research Professor rank only)

    Documentation of pre-approval from EVPP for hire made at Research Professor ank.

    See tab "Process," step 2 for details.

    10

    DRAFT of offer letter

    Prepared by hiring department. Include a "DRAFT" watermark on all pages. Draft should not be signed.

    Commitment paragraph should clearly describe funding plan for the duration of the proposed appointment. Is bridge funding being provided and, if so, by who and for how long? If bridge funding, or candidate’s external funding ends prior to current contract, what is the plan for the candidate’s employment, e.g. Will the department/college provide funding? If planned external funding is interrupted, what is the unit's plan for funding and for the duration of the position?

    Use the appropriate EVPP Offer Letter Template, downloaded new each time

    In order to ensure the most current

    version is being used

    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.

    IMPORTANT: The draft does NOT represent an offer of employment, and the letter must not be signed by the prospective faculty member until after the PAR has been approved by the Dean's Office. If a draft is shared, it must be clearly communicated that the draft does not represent a final contract, and is contingent upon the Dean's approval.

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    titleOffer letter

    PAR-Workday integration process

    Upon final approval of the PAR, the following information is brought over to Workday from the PAR, overwriting the initial data entered on the job requisition:

    • Personal information (name and contact information)
    • Job Details (benefits eligibility, Job Profile, FTE, etc.)
    • Compensation
    • Pay Group (determined pay frequency, e.g., monthly)
    • Education
    • Academic Appointment
    #FFFFFF2solid

    Professional Track Faculty Employment Lifecycle

    Source: Academic Worker Life Cycle Flow.pptx

    Click on image below to enlarge

    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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    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

    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

    research faculty

    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

    the

    offer letter templates?

    In order to ensure the most current template is being used, each offer letter should be drafted based on

    a 

    a newly-downloaded

    template for the appropriate hire type based on EVPP Departmentalized Offer Letter Templates

    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 

    does not

     represent

     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 a help ticket in the ServiceNow: Faculty Affairs & APS portal. 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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    PAR-Workday integration process

    Upon final approval of the PAR, the following information is brought over to Workday from the PAR, overwriting the initial data entered on the job requisition:

    • Personal information (name and contact information)

    • Job Details (benefits eligibility, Job Profile, FTE, etc.)

    • Compensation

    • Pay Group (determined pay frequency, e.g., monthly)

    • Education

    • Academic Appointment

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    Closing the position

    Immediately after the conclusion of a faculty search and/or once the posting is no longer needed, the department should close the Interfolio position (archive) and indicate an outcome. Online training for this step is available at the following links:

    For searches that did not result in selection of a candidate:

    1. Add a note about why no selection was made (e.g., cancelled due to lack of funding, position no longer needed, lack of qualified applicants, etc.).

    2. Close the associated job requisition in Workday, if one was created. Use the current date as effective date, and reason “position cancelled.”

    Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.