COE Tenured/Tenure-Track Faculty Employment Lifecycle List (internal)
- Karla Steffen
Important: While the primary updater for each field is indicated in the table below, it is the responsibility of ALL users to review the data for accuracy and communicate any needed updates to the appropriate individual.
Each section in the table below corresponds to a section on the "Form" view of individual faculty records on the COE Tenured/Tenure-Track Faculty Employment Lifecycle List.
Jump to section:
Section | Field | What is it? | Updated by | When updated | Notes |
Faculty member | Faculty Member | LastName, FirstName (matches name as listed on PAR) | DO Faculty Affairs | Upon receipt of signed offer letter |
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EID | EID as entered on PAR | DO Faculty Affairs | Upon receipt of signed offer letter |
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Personnel folder | Link to Dean's Office Box folder | DO Faculty Affairs | Upon creation of Box folder |
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Active | Options: Yes, No (appointment ended within past 5 academic years), Future appointment (Offer letter signed, but not yet active in Workday) | DO Faculty Affairs | Upon change of status in Workday |
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Appointment notes | Brief summary of unusual circumstances pertaining to appointment as a whole. Nothing confidential. Also use to add a brief explanation for manual adjustments to review schedules. | DO Faculty Affairs Executive Assistant to the Dean Department | As appropriate |
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Appointment details | Instructional Start | Use only 9/1 for fall start or 1/15 for spring start. This date is used to calculate other fields. | DO Faculty Affairs | Upon receipt of signed offer letter |
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Appt Start AY | Academic/Fiscal Year during which appointment started, based on Instructional Start Date | Calculated value | Automatically calculated when Instructional Start date is entered |
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Clock Start AY | Year the Promotion & Tenure clock starts for the faculty member. For fall-start faculty, this will be the same as Appointment Start. For spring start faculty, this will be the Academic Year of the following fall (one Academic Year later than Appointment Start AY.) Examples: b) Instructional start date 1/15/2024: Appt Start AY is 2023-24 and Clock Start AY is 2024-25. | Calculated value | Automatically calculated when Instructional Start date is entered |
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Starting Rank | Rank at time of hire | DO Faculty Affairs | Upon receipt of signed offer letter |
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Current Rank | Current rank should match active profile in Workday. | DO Faculty Affairs | Upon receipt of signed offer letter or at time of promotion | Promotions are always effective 8/16 | |
External YOS | Faculty hired as tenure-track Assistant Professors or tenured Associate Professors, with prior full-time academic years of service in an equivalent rank at a prior institution, may elect to count up to three of those years immediately preceding time at UT Austin toward the number of years of effective years in rank required for on-time promotion at UT Austin | Executive Assistant to the Dean | Upon receipt of Dean's acknowledgement of request |
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External YOS Notes | Format: Name of Prior Institution and most recent years served in rank there, up to a maximum of 3 years. Example: NYU 2018-21 | Executive Assistant to the Dean | Upon receipt of Dean's acknowledgement of request | Information source: CV submitted as part of PAR packet | |
Primary department details | Primary Dept | Home department | DO Faculty Affairs | Upon receipt of signed offer letter | Administrative home of faculty member, provides all or majority of salary funding, primary position in Workday |
Joint Dept | Long-term appointment of more than 1% FTE, where funding is from a source other than primary department instructional. Does not include courtesy (0%) appointments. | DO Faculty Affairs Department | Upon receipt of signed offer letter for initial or subsequent appointments | Options: Three-letter abbreviation of academic department within COE; A&P - COE (for Administrative and Professional positions with COE, for instance Assistant Dean, with an FTE greater than 0%); External to COE (for positions outside of COE, but elsewhere at UT Austin, with an FTE greater than 0%) | |
Chair at hire | Chair at time of receipt of signed offer letter | DO Faculty Affairs Department | New hires: updated by DO Faculty Affairs upon receipt of signed offer letter Existing faculty records: updated by Department or Dean's Office as records become available |
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EA at hire | Executive Assistant/Administrative Manager at time of receipt of signed offer letter | DO Faculty Affairs Department | New hires: updated by DO Faculty Affairs upon receipt of signed offer letter Existing faculty records: updated by Department or Dean's Office as records become available |
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Faculty Mentor | Name of assigned faculty mentor, if assigned | Department | As appropriate | Optional - not all COE faculty have assigned mentors | |
Assistant Professor | Name Assistant Professor | Calculated value copied from field Faculty Member; for convenience when viewing faculty records in Form view | Calculated value | Upon entry of Faculty Member name |
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1st Probationary Rvw | Calculated value based on Instructional Start date | Calculated value | Upon entry of Instructional Start date |
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Adjust Asst Mid-Probationary Rvw | Manual entry, rare cases only. Positive or negative whole numbers to manually add or subtract years from Asst Mid-Probationary Rvw column, when other options are not applicable or the reason is not known. | Executive Assistant to the Dean | As appropriate | Add brief explanation to Appointment Notes field in section "Faculty Member" | |
Asst Mid-Probationary Rvw | Required review in third year of rank. Calculated value based on Instructional Start date, plus or minus any adjustments made in Adjust Asst Mid-Probationary Rvw | Executive Assistant to the Dean | As appropriate |
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Expected Tenure Rvw | Calculated value based on Instructional Start date | Calculated value | Upon entry of Instructional Start date |
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Ext. 1-2 Probationary | A maximum of two probationary extensions allowed in rank. "Approved" reflects an extension requested AND approved by EVPP, each of which adds one year to Actual Tenure Rvw. "Available" means the extension has not yet been taken. | Executive Assistant to the Dean | Upon receipt of APS approval | If an approved probationary extension is rescinded, corresponding field is changed back to "Available" | |
Ext. COVID | If "Approved," adds one year to Actual Tenure Rvw | Executive Assistant to the Dean | Upon receipt of APS approval |
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LWOP 1-2 | Any duration of LWOP automatically stops the clock. | DO Faculty Affairs | Upon receipt of Faculty Request for Leave form from department | A Faculty Request for Leave form should always be submitted for unpaid time off. Additional columns can be added as needed | |
LWOP Dates | Dates of Unpaid Time Off | DO Faculty Affairs | Upon receipt of Faculty Request for Leave form from department | Additional columns can be added as needed | |
Adjust Review Asst | Manual entry, rare cases only. Positive or negative whole numbers to manually add or subtract years from Actual Tenure Review column, when other options are not applicable or the reason is not known. | Executive Assistant to the Dean | As appropriate | Add brief explanation to Appointment Notes field in section "Faculty Member" | |
Actual Tenure Rvw | Calculated value based on Expected Tenure Rvw, plus or minus any probationary extensions. LWOPs, External Years of Service (YOS) or other adjustments | Calculated value | Automatically, whenever probationary extensions, LWOPs, External YOS, or other adjustments are updated |
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Tenure Decision | Promoted (if promotion case to Associate Professor is successful, with new rank effective in fall of the following Academic Year; or Terminal, if promotion case was not successful, and faculty member's following Academic Year will be their Terminal Appointment. | Executive Assistant to the Dean | Upon official notification by Provost's Office |
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Associate Professor | Name Associate Professor | Calculated value copied from field Faculty Member; for convenience when viewing faculty records in Form view | Calculated value | Upon entry of Faculty Member name |
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Assoc Start Date | Instructional start date (9/1 or 1/16) for faculty member's first date in rank | DO Faculty Affairs | Upon receipt of signed offer letter or at time of promotion |
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Adjust Assoc 3rd Year Rvw | Approved deferral request; adds one year to Assoc 3rd Year Rvw | Executive Assistant to the Dean | Upon receipt of APS approval | Add brief explanation to Appointment Notes field in section "Faculty Member" | |
Assoc 3rd Year Rvw | Internal COE review | Executive Assistant to the Dean | As appropriate |
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Eligible Promotion to Prof Rvw | Eligible (but optional) after six years in Associate Professor rank. Calculated from Assoc Start Date. | Calculated value | Upon entry of Assoc Start Date |
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To Be Reviewed Assoc? | Will Associate Professor be reviewed in Actual Promotion to Prof Rvw AY? Yes or no. | Executive Assistant to the Dean | As appropriate |
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Adjust Rvw Assoc | Manual entry to adjust review years as needed, particularly where past records differ from expected review cycle dates, but where the reason is unclear | Executive Assistant to the Dean | As appropriate | Add brief explanation to Appointment Notes field in section "Faculty Member" | |
Actual Promotion to Prof Rvw | Manual entry - when the faculty member goes up for optional promotion review to full Professor | Executive Assistant to the Dean |
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Promotion Decision | Promoted or denied. | Executive Assistant to the Dean | Upon official notification by Provost's Office |
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Provost CPR Follow-up | When Associate is denial promotion to Professor, Provost may require a CPR the following academic year. Field options: yes or no. | Executive Assistant to the Dean | As appropriate |
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Adjust CPRs Assoc | Note plural. Adjusts timing of all CPRs in Assoc Professor rank, including those that have already passed | Executive Assistant to the Dean | As appropriate | Add brief explanation to Appointment Notes field in section "Faculty Member" | |
Deferral 1-4 CPR Assoc | Approved deferral request; adds one year to that specific CPR review cycle date, as well as all Assoc CPR review cycle dates going forward. (Does not affect past CPR dates.) | Executive Assistant to the Dean | Upon approval of deferral request | Add brief explanation to Appointment Notes field in section "Faculty Member." Additional columns can be added as needed | |
CPR 1-4 Assoc | Required review every 6 years in rank, post-tenure | Calculated value | Upon entry of Assoc Start Date, plus/minus any deferrals or adjustments | Additional columns can be added as needed | |
Eligible 10-Year Review Assoc | Academic year when Associate has the right to invoke a tenure review to Professor rank, regardless of departmental approval | Calculated value | Upon entry of Assoc Start Date |
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10-Year Reviewed Assoc | Did faculty member invoke review at 10 years in rank? Yes or no. | Executive Assistant to the Dean | As appropriate |
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PC Flag 1 Assoc | Approved Personal Circumstances Flag request | Executive Assistant to the Dean | Upon approval of PC Flag request | Does not affect review clock | |
PC Flag 2 Assoc | Approved Personal Circumstances Flag request | Executive Assistant to the Dean | Upon approval of PC Flag request | Does not affect review clock | |
Professor | Name Professor | Calculated value copied from field Faculty Member; for convenience when viewing faculty records in Form view | Calculated value | Upon entry of Faculty Member name |
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Prof Start Date | Instructional start date (9/1 or 1/16) for faculty member's first date in rank | DO Faculty Affairs | Upon receipt of signed offer letter or at time of promotion |
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Adjust CPRs Prof | Note plural. Adjusts timing of all CPRs in Professor rank | Executive Assistant to the Dean | As appropriate | Add brief explanation to Appointment Notes field in section "Faculty Member." | |
Deferral CPR Prof 1-7 | Approved deferral request; adds one year to that specific CPR review cycle date, as well as all review cycle dates going forward. (Does not affect past CPR dates.) | Executive Assistant to the Dean | Upon approval of deferral request | Add brief explanation to Appointment Notes field in section "Faculty Member." Additional columns can be added as needed | |
CPR Prof 1-7 | Required review every 6 years in rank, post-tenure | Calculated value | Upon entry of Prof Start Date, plus/minus any deferrals or adjustments | Additional columns can be added as needed | |
PC Flag 1 Prof | Approved Personal Circumstances Flag request | Executive Assistant to the Dean | Upon approval of PC Flag request | Does not affect review clock | |
PC Flag 2 Prof | Approved Personal Circumstances Flag request | Executive Assistant to the Dean | Upon approval of PC Flag request | Does not affect review clock | |
Separation | Separation Type | Options: Resignation, Retirement, Terminal Appointment, or Death | DO Faculty Affairs | Upon receipt of Workday Business Process from department |
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Separation Date | Effective date of employment end in Workday. For Phased Retirement and Retiree (Active), the Separation Date is the end of their tenured position; subsequent positions are without tenure, and their details are not recorded on the List. | DO Faculty Affairs | Upon receipt of Workday Business Process from department | For retirements, note that in Workday, must be effective last day of the month. For mid-month retirement dates, see COE: Retirement - Faculty > tab "Retirement process" > section "Mid-Month Retirement Process" | |
Has phased retirement? | Box checked only if Phased Retirement Agreement has been approved, for filtering purposes. | DO Faculty Affairs | Upon receipt of APS approval of Phased Retirement Agreement |
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Start Phased Retirement | Effective date of Phased Retirement Agreement | DO Faculty Affairs | Upon receipt of APS approval of Phased Retirement Agreement |
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End Phased Retirement | End date of Phased Retirement Agreement | DO Faculty Affairs | Upon receipt of APS approval of Phased Retirement Agreement |
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Phased Retirement Notes |
| DO Faculty Affairs | As appropriate |
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Amended End Phased Retirement |
| DO Faculty Affairs | Upon receipt of APS approval of amended Agreement |
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Separation AY | Academic Year/Fiscal Year during which separation happened | DO Faculty Affairs | Upon receipt of Workday Business Process from department |
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Course Releases | Name Course Releases | Calculated value copied from field Faculty Member; for convenience when viewing faculty records in Form view | Calculated value | Upon entry of Faculty Member name |
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Total course releases | Number of course releases included in signed offer letter at time of hire | DO Faculty Affairs | Upon receipt of signed offer letter |
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Course release distribution | Timing of course releases as described in offer letter. Example: 1/1 course load in first year, two course releases in years 2 and/or 3, three course releases to be used within first 2 years, etc. | DO Faculty Affairs | Upon receipt of signed offer letter |
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Course release 1-7 | Options: "Available" if offered but not yet taken; Semester YYYY if used (example: Fall 2023); or n/a for course release fields in excess of those offered (example: if 3 course releases were awarded, Course Releases 4-7 would be "n/a") | Department | Department AM should update "Avalable" to "Semester YYYY" as course releases are used | There are no Workday Business Processes or official forms associated with using course releases, and therefore no record or notification process for the Dean's Office to track. Department Administrative Managers are therefore responsible for tracking course release use. | |
Course release notes | Notes pertaining specifically to course releases included in signed offer letter at hire | DO Faculty Affairs Department | As appropriate |
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Course Releases Post-hire | Post-hire course releases | Course releases awarded outside of and subsequent to the offer letter at time of hire - for instance, as part of a counteroffer, chair or associate dean position, etc. Example: 1/long semester (for duration of Associate Dean position) | Department | As appropriate | Tracking is for internal department records only. |
Post-hire course release distribution | Timing of post-hire course releases. Example: 1 per long semester, each semester as Associate Dean | Department | As appropriate |
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Post-hire course release notes | Notes pertaining specifically to course releases awarded post-hire (optional) | Department | As appropriate |
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Post-hire course release 1-3 | Track timing of post-hire course releases as appropriate (optional) | Department | As appropriate | There are no Workday Business Processes or official forms associated with using course releases, and therefore no record or notification process for the Dean's Office to track. Department Administrative Managers are therefore responsible for tracking course release use. | |
Summer Salary Offer Letter at Hire
| Name Summer Salary | Calculated value copied from field Faculty Member; for convenience when viewing faculty records in Form view | Calculated value | Upon entry of Faculty Member name |
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Total mos. summer salary | Total number of months of summer pay included in signed offer letter at time of hire | DO Faculty Affairs | Upon receipt of signed offer letter |
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Summer salary distribution | Timing of summer pay as described in offer letter. Example: 2 months during each of first 2 years of appointment | DO Faculty Affairs
| Upon receipt of signed offer letter |
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Month 1-5 | Options: "Available" if offered but not yet taken; Month YYYY if used (example: June 2023); or n/a for summer month fields in excess of those offered (example: if 3 months of summer pay were offered, Months 4-5 would be "n/a") | DO Faculty Affairs | Upon Academic HR Executive approval of associated Workday summer Add Job BP | Copy of offer letter should be uploaded to Workday business process | |
Summer notes | Notes pertaining specifically to summer salary included in signed offer letter at hire. Example: "Summer salary offered only if no SRA in 2013-14. SRA was accepted." (In this case, Months 1 and 2 were recorded as "not needed.") | DO Faculty Affairs | As appropriate |
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Summer Salary Post-hire | Post-hire summer salary mos. | Total number of months of summer pay included in documented agreement (signed counteroffer letter, etc.) | DO Faculty Affairs | Upon receipt of signed offer letter |
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Post-hire summer salary distribution | Timing of summer pay as described in documentation. Example: 2 months in academic year 202X-202Y | DO Faculty Affairs | Upon receipt of signed offer letter |
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Post-hire months 1-3 | Options: "Available" if offered but not yet taken; Month YYYY if used (example: June 2023); or n/a for summer month fields in excess of those offered (example: if 3 months of summer pay were offered, Months 4-5 would be "n/a") | DO Faculty Affairs | Upon Academic HR Executive approval of associated Workday summer Add Job BP | Relevant documentation (signed counteroffer letter, etc.) should be uploaded to Workday business process | |
Faculty Development Leave (FDL) | FDL #1-2 type awarded | Options: 100% leave fall; 100% leave spring; 50% leave fall and spring (if spread across full academic year) | DO Faculty Affairs | Upon receipt of signed FDL acceptance form from faculty member |
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FDL #1-2 AY | Academic Year for which FDL was awarded | DO Faculty Affairs | Upon receipt of signed FDL acceptance form from faculty member |
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6th year as FT faculty | Calculated value based on Instructional Start date; first year eligible for FDL nomination | Calculated value | Upon entry of Instructional Start date |
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Most recent FRA | Academic Year of last Faculty Research Assignment. Used for FDL nomination eligibility | DO Faculty Affairs | From available records | Faculty Research Assignments were discontinued after 2022-23, and replaced by FDLs. FRAs and FDLs are considered equivalent awards for FDL eligibility purposes. |