PAR documentation checklist

For a list of required documentation for the PAR vs. for the tenure dossier, see EVPP: Tenure Review vs. PAR Packet Matrix.

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Tip: Are the pages in your PDF different sizes? See COE: Adobe Acrobat for instructions on fixing this!

Additional resources:

EVPP: Prior Approval Request (PAR) Process > Section Seven - Offer Status and Supporting Documentation
EVPP: Hiring Tenured & Tenure-Track Faculty > PAR Requirements for Tenured Hires > Required Documentation for Tenured Hires (Full PAR Packet)

PAR documentation requirements for tenured joint hires

For joint hires, each unit must submit a separate ServiceNow PAR ticket. Each packet should include the dean and chair statements specific to that unit, as well as separate PAR coversheets signed by the appropriate unit leadership. All other documentation may be shared across both packets. At least three external review letters are required, and the same set of letters should be included in each packet.

Instructions

After approving the DEFINE FPT document off the creator's desk, order materials as they are listed below and saved as a single PDF and send to COE-FacultyAffairs@austin.utexas.edu.

Order in PAR packet	Document	Details	Notes
1	PAR cover sheets, unsigned	Department should send PAR cover sheets without signatures. COE Faculty Affairs will obtain all signatures in DocuSign.	Use Green Output to print from DEFINE to PDF. See guidance at COE: PAR Information and FAQ > tab “How to print a PAR to PDF”
2	Dean's assessment/statement	Include the information listed below. Do not duplicate information found in the chair’s statement. Assessment of the candidate’s teaching and research/scholarly/creative activity, including discussion of the strengths and weaknesses of the candidate’s record. Report on the vote of the college-level review. Explanation of negative votes or abstentions. Describe how this hire fits in with the overall hiring strategy for the college. Explain how the hire would advance the quality of the college/school/department. Address whether this is a lateral move or promotion. If a promotion, address number of years in current rank. Reflect on the external review letters that are received and included in the packet. Identify and explain letters that are not arms-length or not at the full professor rank. It is not necessary to extensively quote the review letters. Endowment holder recommendation may be included within this statement.	This must be a signed, original document on university letterhead.
3	Department chair's assessment/statement	Details the strengths of the faculty candidate and why hiring this individual is necessary. Include the following: Assessment of the candidate’s teaching and research/scholarly activity including discussion of the strengths and weaknesses of the candidate’s record. Report on the vote of the department-level review. Explanation of negative votes or abstentions. Thorough explanation of recruitment process strategy. Please explain the meaningful efforts that were used to recruit a broad pool of the most talented and accomplished candidates in the field. Discussion of the candidate’s research/scholarship/creative activity within the context of the field and department. Discussion of future trajectory of candidate’s research/scholarship/creative activity.	This must be a signed, original document on university letterhead.
4	Current CV	Candidate may need to submit a new CV if the one submitted with their application is out of date. In particular, funding (if applicable) and projects in process should be up-to-date.
5	Research and teaching statements (if submitted by the candidate during the recruitment process or as part of the application materials)
6, if provided as a separate document rather than included within Chair's statement	Teaching assessment (either as a separate document, or included within the Chair's statement)	Include the following: List of courses the candidate is likely to teach over the next three years and how these courses enhance the programmatic priorities of the department and college. Evidence of the candidate’s teaching effectiveness. Describe assessment process and give additional information if the candidate has not previously taught, such as describing the proactive strategy the department will use to ensure success.	Must be a signed, original document on university letterhead. May be included as either a) a separate document written by the hiring committee chair or department chair, or b) part of the chair's statement.
7	Sample solicitation letter	Sample solicitation letter used to solicit outside review letters
8	Reference letters	At least three arm's length assessment letters. Must be signed, and on the referee's employer's letterhead. For tenure-track hires, all reference letters must be from outside the University. Unsigned letters will not be accepted. 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. Letters from reviewers who are not sufficiently arm's-length will not count toward the minimum requirement. The guiding principles for selecting reviewers for promotion and tenure purposes are applicable to the hiring process. For joint hires, include 5-6 letters, since more than one department is being represented in the hire.	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.
9	Attachment A: Primary Language Determination Form	If Primary Language is not English, also see Attachments B-D below. COE Faculty Affairs can obtain signatures on these forms 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 for a faculty member by following the instructions at COE: PAR Information and FAQ > tab “How to find a PAR by 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	Attachment B 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
Only if relevant	Documentation of approved funding commitments provided by sources external to COE (Provost's Office, other CSUs, etc.)
10	Appointment Process Summary (If recruiting was not conducted, skip ahead to item 13)	Completed by Search Committee Chair in collaboration with department AM
11	Interfolio EEO report (If recruiting was not conducted, skip ahead to item 13)	(Replaces former Applicant Pool Statistics Table)	See instructions at Interfolio: Run an EEO Report. After selecting Unit, Position, and Form, go to Download (CSV) and choose Response Summary. Reformat in Excel for easier readability, set page orientation to Portrait, and ensure all columns will print on a single page. Save to PDF.
12	Interfolio job posting (If recruiting was not conducted, skip ahead to item 13)	Printout of job posting from either Interfolio or Faculty Careers - UT Austin. (COE Faculty Affairs will upload a PDF of the posting to department’s recruiting folder on Box, with posting number in the file name)	Posting number must match the Job ID entered in section 7 of the PAR.
13 (submit only if recruiting was not conducted)	Approved Posting Exemption Request and supporting letter, approved by both Dean and EVPP - submit only if recruiting was not conducted	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.
13 (submit only if recruiting was not conducted)	Applicant Screening Questions - submit only if recruiting was not conducted	Completed and signed by prospective hire	For applicants who applied in Interfolio, the information on this form was already collected during their application process,
14	Provisional/contingent offer letter or term sheet (if applicable)	Prepared by COE Faculty Affairs according to the appropriate EVPP Offer Letter Template.	To request a provisional offer letter from COE Faculty Affairs, the department should submit the online COE Faculty Hire Form.
15	DRAFT of offer letter	Prepared by COE Faculty Affairs according to the appropriate EVPP Offer Letter Template. Include a "DRAFT" watermark on all pages. Draft should not be signed.	If a provisional offer letter was provided by COE Faculty Affairs (item #14 above), COE Faculty Affairs will also prepare a draft offer letter for the PAR without need for the department to submit an additional COE Faculty hire Form. If a provisional letter was *not* already provided by COE Faculty Affairs: To request a draft offer letter from COE Faculty Affairs, the department should submit the online COE Faculty Hire Form. 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.

Hiring Tenured Faculty