PAR commands in *DEFINE

Section One - Position Information

See EVPP: PAR Process - Section One: Position Information for additional information.

Unit

• C&I: 1040

• EDP: 1080

• ELP: 1060

• KHE: 1120

• SPE: 1140

Tenure

This field will autofill, depending on the selected job code. For tenure-track Associate Professor and tenure-track Professor, change this field to “TT.”

Percent Time

FTE to be effective as of the position start date. Changes to FTE after start date are processed in Workday.

Contract Term (professional-track PARs only)

The term of the initial contract. Contract renewals and contract type changes are managed in Workday. See guidance on professional-track faculty contracts in COE at Contracts - COE Guidelines - College of Education - University Wiki Service. Typical contract terms for COE faculty are described at Contracts - COE Guidelines > Typical contract type by title series and rank.

Alternate job code and alternate rate

These fields pertain only to hires made with degree contingencies if indicated in PAR Section 3. In COE, degree contingencies apply most commonly to Assistant Professors who have not yet completed their PhD at the time an offer letter is extended, but are expected to complete the required degree prior the position effective date. See COE: Degrees and Contingencies for more information, including types of contingencies available.

Position type

For positions to be appointed in only one unit, select "Primary".

Joint faculty members are full-fledged members of a department, regardless of their FTE in the secondary unit. The formal relationships of a jointly-appointed faculty member to each of their units include both voting rights and promotion and tenure review. For joint positions, the primary owning unit (typically, the unit with a greater share of the position’s FTE) should select "Primary", and the secondary/additional unit(s) should select "Joint.” See COE: Hiring Joint Faculty for more information.

Note that neither courtesy nor academic appointments are processed on a PAR and are instead managed in Workday. See COE: Academic Appointments.

Stipend

The "Stipend" field in DEFINE is a pre-Workday relic that can be ignored. Formerly, it showed the annual allocation amount for the appointment based on annual academic rate, any supplements, dates, and FTE. Workday has its own payroll calculation algorithm however and may differ from the Stipend calculation shown in Workday.

Supplements

This field is never used in COE. Instead, any salary supplements are added in PAR Section 2 Funding Commitments.

Funding Distribution

The account number entered in PAR Section 1, Funding Distribution, will be pushed to Workday as cost center for base salary, and should represent the appropriate department instructional subaccount (long session or summer, professional-track or tenured/tenure-track, etc.). No other funding including endowments should be listed in this section.

Tenured/tenure-track hires

In COE, fall jobs for new tenured and tenure-track faculty begin prior to the University’s academic start date, on August 1. The account listed in PAR Section 1, Funding Distribution should be the department’s instructional account for the 9-month academic year. August 1-15 salary should be listed separately in PAR Section 2, Funding Commitments, with the appropriate summer subaccount.

Once APS has received and processed the PAR and signed offer letter, the position will push to Workday with the account listed in PAR Section 1, Funding Commitments. Typically this happens the business day following APS' acceptance. The position will show as “Future Faculty” until its PAR start date. As soon as the Future Faculty position is in Workday, the department should adjust costing in Workday for the period August 1-15 to come from the summer subaccount, as it is listed in PAR Section 2 Funding Commitments.

Professional-track hires with summer start date

A professional-track faculty member hired on a PAR with a summer start date (between May 16 and August 15) will be pushed to Workday with a summer compensation plan and costing on a summer subaccount. If the faculty member will continue working in the fall, the department should update their costing effective August 16 to a long-semester subaccount and add an academic year compensation plan. For additional guidance, follow the instructions for the relevant scenario on the Faculty Summer Job Scenario Matrix - typically, this will be Scenario 3a or 3b.

Section Two - Funding Commitments

In COE, completion of the Funding Commitments section is REQUIRED for faculty offers that include financial commitments beyond base salary (e.g., funds for relocation, summer salary for 9-month titles, startup and operating expenses, travel, grad student support, etc.). Typically, tenured and tenure-track PARs will include all of the items listed in these tables, while professional-track faculty PARs tend to include none or few. See EVPP: PAR Process - Section Two: Funding Commitments for additional information.

General guidance on fields for individual financial commitments

Date approved: Date item was approved by the Dean. For tenured/tenure-track hires, this will often be the date of the offer letter meeting with the Senior Associate Dean, CBO, COE Faculty Affairs, chair, and AM. If an item was added to a subsequent draft after the original draft/provisional letter was approved, then use the date the subsequent draft was approved.

Supporting documentation status: Select the appropriate option to match supporting documentation. Certain options may not apply to every type of supporting documentation.

Documentation for superseding PARs will usually be "On File," having been attached to the original PAR.

• A = Attached (included in PAR packet or listed in offer letter). Most funding commitments should be in this status.

• F = Forthcoming

• I = Incomplete

• N = Not Applicable

• Y = On File (use only for superseding PARs where documentation was attached to the original PAR)

Professional-track faculty

Section 2: Funding Commitments records only commitments with financial cost beyond academic base salary (e.g. relocation funds, reimbursement of licensing fees, etc.). If a new hire’s offer letter will not include any financial commitments other than salary, leave this section blank.

Tenured/Tenure track faculty

All financial commitments included in the offer letter should be represented in the Funding Commitment section of the PAR. The table below includes only items included in a standard tenured/tenure-track offer letter in COE. Any approved adjustments made to these during offer negotiation, or additional departmental commitments (GRA, furniture allowance, etc.) should also be reflected in PAR Section 2.

Separate tables for fall vs. spring start dates are below.

Section Three - Biographical Information

See EVPP: PAR Process - Section Three: Biographical Information for additional instructions.

The following fields are optional:

• Race

• Gender

• Citizenship

• Birth date/city/state/country

Note that some biographical information such as race, gender, citizenship, and birthdate may auto-populate if the candidate is current employee or was previously employed at the university.

Degree fields

ALL degree information listed on the faculty candidate’s CV must be entered in Section 3.

CIP code

“CIP” stands for Classification of Instructional Programs and indicates the academic program in which a degree was obtained (e.g. Bilingual, Multilingual, and Multicultural Education; Curriculum and Instruction, etc.)

FICE code

"FICE" stands for Federal Interagency Committee on Education, and it is a six-digit identification code used to identify institutions of higher education in the United States. Although the Board of Education has since moved to a new coding system, UT still uses FICE codes.

TIP: When looking up institutions within the PAR beginning with “University of” the search should begin “Univ of...".

For an additional list of FICE (Federal Interagency Committee on Education) codes, see Higher Institutions FICE Codes.

International institutions

In instances where a degree was earned as a foreign institution, a stand-in for a FICE code can be created by Academic Personnel Services. This request can be made via ServiceNow: Faculty Affairs & APS. In the help request, include specific information about the institution in question (official name, past names, location, etc) and a link to the institution’s official website. 

If PhD (or other required degree) is still in progress at time of PAR processing

A contingency on a PAR is made when, at the time of formal offer, a faculty candidate will be in the process of earning a degree that the hiring unit is requiring for the position, but is expected to complete the degree prior to the position start date. Only tenure-track Assistant Professors and professional-track faculty may be hired with a degree contingency. See more at COE: Degrees and Contingencies.

How to record the degree contingency in Section 3 Degree fields

If the faculty candidate is still working on the degree the value for the year earned should be “9999," and the highest degree value must be “N.” The highest degree completed should be marked as "Highest Degree Completed." For example, if the PhD is still in progress, but the Master's degree has been earned, degree information screens should read:

• PhD

  • Year: 9999

  • Highest Degree Completed? N

• Master's

  • Year: (YYYY of completion)

  • Highest Degree Completed: Y

Contingency Status field

Indicate the applicable contingency type. To see options, type a “?” in the Contingency Status field and hit enter. See a description of each contingency type at Degrees and Contingencies > Types of contingencies. After choosing a contingency type in Section 3, the appropriate Alternate Job Code and Alternate Rate should be indicated in the appropriate fields of Section 1. See instructions at tab Section 1 > Alternate job code and alternate rate on this page.