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

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

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 least one must be from outside UT. Unsigned letters will not be accepted. The chair of the hiring department cannot 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 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 not necessary to submit another one. Indicate status "On File" in PAR section 7, "Supporting Documentation."

• See whether a PAR has previously been approved

• for the faculty member by following the instructions at COE: PAR Information and FAQ > tab “How to find a PAR by EID”

Only if relevant

Complete these only if Attachment A above indicates that their Primary Language is not English

Attachment B Descriptions of Levels of English Proficiency

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 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 Partner Hires, or for exceptional circumstances.

Posting exemption request must be approved by both Dean and EVPP before 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.

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?

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.

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.