PAR documentation checklist B: All other 9-month professional-track positions

See COE: Titles and Ranks - Professional Track Faculty for appropriate use of professional-track titles. Contact COE-FacultyAffairs@austin.utexas.edu with any questions.

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Additional resources:

EVPP: Prior Approval Request (PAR) Process > Section Seven - Offer Status and Supporting Documentation
EVPP: Prior Approval Request (PAR) Process > PAR Checklists

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. 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.
2	Current CV		An updated CV is required for professional-track faculty returning to UT after a break in service of over 3 years.
3	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.	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.
4	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 the Primary Language Determination Form. 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 only if Attachment A above indicates that their Primary Language is not English	Attachment B Descriptions of Levels of English Proficiency	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
5	Interfolio EEO report (If recruiting was not conducted, skip ahead to item 7)		(Replaces former Applicant Pool Statistics Table.)
6	Interfolio job posting (If recruiting was not conducted, skip ahead to item 7)	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.
7	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 to 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.
Only if relevant	EVPP pre-approval documentation (Distinguished Senior Lecturer and Professor ranks only)	Documentation of pre-approval from EVPP for hire made at Professor/Distinguished Senior Lecturer rank.	See tab "Process," step 2 for details.
8	DRAFT of offer letter	Prepared by hiring department. Include a "DRAFT" watermark on all pages. Draft should not be signed.	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.
Optional	Teaching Assessment	Recommended, but not required.	Written by the hiring committee chair or department chair. Outlines the teaching experience of the faculty candidate, and an empirical evaluation of their teaching ability, along with a list of courses the faculty member will teach and how they are suited to teach those classes. Must be a signed, original document on university letterhead.

Hiring Professional Track Faculty