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Policies

University policy on faculty residency

Per HOP 2-2030: Faculty Residency, UT faculty “are expected to maintain a significant in-person presence at their designated work location to fulfill their obligations to students, colleagues, and the University. Faculty appointed for employment shall reside in the Proximate Area of their designated work site for the duration of their appointment and be able to maintain a daily in-person schedule at the assigned work site.”

In rare circumstances, faculty may be approved for a long-term remote-work arrangement. Faculty requesting to work outside of Texas should follow the process described on this

For additional information, see HR: Flexible Work Arrangements.

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College of Education FWA guidelines - faculty

Faculty have always had flexible work schedules and work locations, with expectations for substantial on-campus work, including teaching, work with students, and departmental/college/university meetings. In order to build and maintain community, it is expected that most faculty meetings will be in person. With approval from the department chair, some occasional use of Zoom may be approved, for example, for faculty who are out of town for a conference and unable to attend in person. Faculty should be available to students both in-person and online, as needed.

Faculty, regardless of series or rank, must be present on campus to perform required functions, including teaching, mentoring, service, meetings and research, that require onsite work and allow for interpersonal contact with their colleagues and their students.

Any current faculty member who is away from campus for a brief period of time (short term, not a permanent move) must have an agreement in place for how the faculty member’s responsibilities will be managed. This has always been true for conferences or research-related activity.

For any sustained time away from campus due to a formal leave approval, where there’s an expectation for work, follow the process described at HR: Flexible Work Arrangements. Completed FWA forms must be uploaded to Workday.

Faculty are expected to live in a geographically close/commutable distance from UT, with the ability to travel to a primary campus location within a few hours, unless the position has been hired specifically to work outside of the local area. COE will not reimburse travel costs from home to work for employees engaged in local telework or parking.

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Types of arrangements

All temporary remote work requests for faculty, out of state or international, and regardless of length of time, must be reviewed by EVPP, following the process described below at Request process for out of state and international work.

Temporary arrangements

For faculty, both out-of-state or international work arrangement are considered "temporary" for the following durations:

• 9-month faculty: 9 months or fewer

• 12-month faculty: 12 months or fewer

Temporary arrangements to UT restricted regions require IOC submittal and approval before starting work, even when UT is not paying for the travel.

Long-term arrangements

The university will utilize SafeGuard for international assignments that are not “temporary” and will extend beyond the following intervals:

• Faculty assignments longer than 9 months for 9-month faculty

• Faculty assignments longer than 12 months for 12-month faculty

Follow international information security guidance. For university-related international travel, follow the instructions at Texas Global: Faculty and Staff Travel.

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Out-of-state and international work

See HR: Out of State and International Work. Follow the guidance below.

NOTE: Unpaid leave requests do not need to be reviewed through this process. Instead, follow the guidance at COE: Leave of Absence (Unpaid Time Off).

Request process for out-of-state and international work

1. Review HR: Out of State and International Work.

2. Faculty member discusses the arrangement with the department chair. Chairs and deans should not approve remote arrangements without prior EVPP review.

3. If the department chair supports the request, department AM emails a detailed request to all of the following:

   1. To: COE Director of HR Ayesha Shaikh: ayesha.shaikh@austin.utexas.edu

   2. To: Senior Associate Dean Beth Maloch: bmaloch@austin.utexas.edu

   3. cc: Assistant Director for Faculty Affairs Karla Steffen at COE-FacultyAffairs@austin.utexas.edu

4. If the Director of HR and Dean/Dean’s Delegate support the arrangement, department sends details of proposed arrangement to internationaloutofstate@austin.utexas.edu for review. (Contact COE Director of HR for required details.)

5. Central HR will review the template to make sure the proposed arrangement meets University and state guidelines and will evaluate employment details against state-specific wage, hour, and employment laws.

6. If approved by central HR, department initiates an “Other” ticket in the Faculty Affairs/APS ServiceNow request portal:

   1. Upload a copy of the detailed information sent to central HR

   2. Upload a copy of HR’s approval of the request

   3. Include in routing:

      1. Dean’s Office contact: Karla Steffen

      2. Dean/Dean Designate: Beth Maloch

7. APS will notify the CSU of the Provost’s decision. If there are concerns, next steps will be provided.

8. If the request is approved, department Academic HR Partner must upload approved form and any other relevant documentation to the faculty member's Workday worker profile.

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Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.