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EPP: Extension of the probationary period; the abbreviation is used to refer to the process or to the extension itself.
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Year of full-time probationary service: Serving in rank as an Instructor or Assistant Professor at UT, paid via UT for full-time (40 SWH) employment, for both Fall and Spring of an academic year, regardless of the funding source(s) of the faculty’s pay.
Year: refers to the academic year
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(AY), which is made up of the two “long” semesters
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, Fall and Spring.
- Prior to 2024-25, academic year dates were 9/1-5/31; Fall (9/1-1/15
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- ) and Spring
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- (1/16-5/31).
- 2024-25 and onward, academic year dates are 8/16-5
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- /15; Fall (8/16-12/31) and Spring (1/1-5/15).
Full-time: refers to being on UT’s payroll for 40 hours/week for the entire 9-month academic year with no leaves without pay.
i.e. Serving in rank as an Instructor or Assistant Professor at UT, paid via UT for full-time (40 SWH) employment, for both Fall and Spring of an academic year, regardless of the funding source(s) of the faculty’s pay.
Counting vs. Not Counting:
- Each year in a tenure-track rank either counts or doesn’t count towards tenure clock.
- A year of full-time probationary service counts, unless the faculty member is approved for EPP for that year.
- EPPs should not be requested for years that already don’t count.
- Examples:
- Asst. Prof. hired on 1/16/2021: AY 2020-21 would not count.
- Asst. Prof. has a visiting faculty job at another university from 9/1/2019-5/31/2020 (paid by other university; LWOP from UT); AY 2019-20 would not count.
- Asst. Prof. has an external fellowship in Fall 2021 that covers half of their salary; the other 50% is covered by an approved SCRF/CSEF. The external fellowship stipend is paid directly to faculty member, so they are on 50% LWOP for 9/1/21-1/15/22; AY 2021-22 would not count.
- Examples:
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- Assistant Professor sends Department Chair a written request for an extension of their probationary period, including the reason(s) for their request and specifying the academic year to which the EPP would apply.
- Chair/department staff confirm EPP request meets eligibility guidelines.
- If Chair supports request, Chair writes a brief statement of support. Chair should send both written statements to department manager (or other designated staff person).
- Department staff member should submit the two written statements via the EPP and MID portal.
- The request and chair support statements can be emails, but if so, please save the emails as PDFs prior to uploading.
- File names:
- Assistant Professor’s request: “YY-YY_Lastname_EPP-Request”
- Chair’s supporting statement: “YY-YY_Lastname_Chair-Support”
- YY-YY = the academic year to which the EPP would be applied
- Lastname = the Assistant Professor’s last name
- If Dean supports request, COLA HR will send use the original request, the Chairfaculty request and chair's written support, & the Dean's signed memo of support to the Provost support to confirm eligibility and attach to the EVPP Service Now form, which will route through faculty member & chair (for verification) and the Dean for approval before routing to the Provost's Office [Academic Personnel Services] for final review and approval.
- The Provost's Office reviews the request; if approved, the Provost's Office will add the approval memo to the Service Now ticket.
- COLA HR sends the official memo of approval to COLA HR.the Assistant Professor and Chair (cc: Dept. Staff) the approval memo and requests that the Assistant Professor sign the memo to acknowledge receipt & their understanding of the impact on their tenure probationary timeline.
- After signing, the Assistant Professor returns the memo to COLA HR (cc: Dept Staff). Asst. Prof. and Dept. keep copies for their files.
- COLA HR attaches signed memo to Service Now ticket and keeps a copy on file (along with the request documents).
How to Request that an EPP be Rescinded:
The EPP Approval notification memo signed by the Assistant Professor explains that the faculty member has the option to request that their extension be rescinded.
Deadline: February 1 prior to the Fall in which they would have their promotion review
Process:
- Faculty member sends an email to their Department Chair(s) requesting that their EPP be rescinded; ideally, attaching their signed EPP acknowledgment for everyone's reference.
- If Department Chair approves, forwards Asst. Prof. request to COLA HR, cc: Dept Staff, including a brief note that they approve this request.
- COLA HR staff will review the request details and submit, with documentation, via EVPP Service Now, which will route through faculty member, chair, and Dean prior to EVPP.
- EVPP will attach an approval memo to the Service Now ticket when ready, which will also generate an email notification for COLA HR.
- COLA HR sends the Assistant Professor and Chair (cc: Dept. Staff) the formal rescind approval of the extension memo and requests that the Assistant Professor sign the approval document memo to acknowledge their receipt & their understanding of the impact on their tenure probationary timeline.
- After signing, the Assistant Professor signs the approval notification and returns it returns the memo to COLA HR (cc: Dept Staff). Asst. Prof. and Dept. keep copies for their files.
- COLA HR sends the signed EPP approval notification to the Provost Office attaches signed memo to Service Now ticket and keeps a copy on file (along with the request documents).
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