COE Faculty Affairs Timeline
The dates for events on this page are approximate and reflect the timeframe in which annual events generally happen. Note that dates and guidance are subject to change. Please pay careful attention to ongoing communications from campus and the college.
Select a month below:
August
Professional-track faculty contracts
Beginning of month: Monitor course cancellations and adjust contracts as needed:
Course scheduler runs low enrollment report for fall and sends to chair.
Chair cancels classes not meeting minimum enrollment requirements and informs Academic HR Partner.
Academic HR Partner makes any needed contract updates based on course cancellations.
Academic HR Partner uploads signed contracts to Workday and makes any corresponding changes needed to faculty SWH.
New faculty onboarding
August 1:
New tenured and tenure-track faculty:
COE Faculty Affairs processes relocation from Dean funds
Academic HR Partner processes housing trip from department funds
COE new faculty orientation - coordinated with EVPP’s New Faculty Launch
Other
Merit grid typically open early July through early August
Departmental review of Promotion & Tenure cases
Share peer review teaching pairings so faculty can schedule observations (particularly important for faculty who teach only in fall)
August 16: COE Faculty Affairs updates fall-effective promotion titles in internal systems (SharePoint Lists, etc.)
COE tenured/tenure-track faculty recruitment workshops for chairs and Administrative Managers
Approvals for departmental governance updated as needed (every three years)
September
Beginning of month: Faculty Development Leave (FDL) and Faculty Development Award (FDA) application systems open
COE tenured/tenure-track faculty search orientations: (1) search committee chairs and (2) department chairs and AMs
College-level and Dean review of Promotion & Tenure cases goes through November
October
Evaluation of faculty
October 1: Faculty Activity Reports (FAR) due
Beginning of month: Chair statements for Promotion & Tenure due to Dean's Office
CAC and leadership Promotion & Tenure review
Faculty awards
Beginning of month:
Mid-month:
Summer Research Award (SRA) applications due
COE FDL and FDA committees review applications
Spring semester planning
Spring course schedule is released
Professional-track faculty:
Academic HR Partner reviews course schedule and checks that assignments align with existing spring contracts uploaded to Workday
Note any faculty who will need a spring contract or who should be reactivated, inactivated, or terminated for spring
Academic HR Partner meets with chair to discuss and confirm spring faculty assignments
All faculty:
Review course schedule against faculty workloads, and submit spring Course Buyout, Leave, and Instructional Overload requests as needed
Record any course releases to be used on the T/TT Faculty Employment Lifecycle List
November
Evaluation of faculty
Beginning of month: Promotion & Tenure CAC meetings
End of month: Dossiers move to Provost/President's level for review. Candidates are notified of the vote of the CAC and the Dean's assessment
University-level review continues November-January
Professional-track faculty
NTT Mass Process for spring.
If COE does not have the required minimum numbers of transactions to use the mass processes, Academic HR Partner processes individual BPs.
Once course assignments are finalized, Academic HR Partner sends spring contracts to faculty teaching in spring who do not already have contracts
Consult the following:
RPT0976 Faculty Positions Missing Contracts
RPT0462 All Positions for Supervisory Organization
Course Schedule
December
Beginning of month: Dean statements for Promotion & Tenure due to EVPP
Mid-month: FDL and FDA awardees notified by Provost’s Office
Prior to winter holiday break: Summer Research Award (SRA) notification letters distributed
Close unneeded faculty job requisitions in Workday
Process as much as possible for spring appointments before the winter break
January
Beginning of month (prior to January payroll deadline):
New tenured and tenure-track faculty starting January 1:
COE Faculty Affairs processes relocation from Dean funds
Academic HR Partner processes housing trip from department funds
Reminder to AMs of mid-probationary and comprehensive reviews from Dean's Office administrative staff
Close expired fall professional-track faculty contracts in Workday
January 31 (or closest business day): Summer Research Award (SRA) acceptance forms due
Promotion & Tenure: University-level meetings with Deans January-February
February
Mid-month: FDL and FDA recipient acceptance forms due to COE Faculty Affairs
End of month: Comprehensive periodic reviews of faculty due to Dean's Office
Memo with comprehensive period review summary sent to EVPP by Dean's Office administrative staff
Summer Research Award (SRA) acceptance forms shared with recipients, Business Services, department chair
Promotion & Tenure: UT President notifies Deans of final decisions
Begin summer faculty employment preparation: See February/March tasks at COE: Summer Employment - Faculty > tab “Timeline”
March
March 1: Dean's Distinguished Faculty Award nominations due to Dean's Office
AMs and department chairs receive reminder from Dean's Office administrative staff to collect names of faculty due for review in upcoming academic year
Summer and fall course schedules published. Based on scheduled courses, department can begin planning and processing the following, keeping in mind the possibility of course cancellations later:
PARs for new professional-track faculty instructors
Course buyouts
Instructional Overload requests
Record any course releases to be used on the T/TT Faculty Employment Lifecycle List
Summer faculty employment: see March tasks at COE: Summer Employment - Faculty > tab “Timeline”
April
Annual Promotion & Tenure guidelines updated for the upcoming year by EVPP
List of upcoming academic year reviews sent to EVPP by Dean's Office administrative staff (mid-probationary, Promotion & Tenure, comprehensive periodic)
Summer faculty employment:
End of month: All summer teaching jobs from course schedule should be entered on departmental faculty summer employment spreadsheet.
See additional April tasks at COE: Summer Employment - Faculty > tab “Timeline”
May
May 16: First appointment date for 9-month faculty summer employment
Summer faculty employment: see May tasks at COE: Summer Employment - Faculty > tab “Timeline”
Mid-probationary review status for each department and follow up from Dean's Office administrative staff
Dean's Distinguished Faculty Award finalists announced
June
Beginning of month: Dean’s Office submits requests to Provost’s Office for new and renewing fall chair and associate dean appointments
Summer faculty employment: see June tasks at COE: Summer Employment - Faculty > tab “Timeline”
July
COE Faculty Affairs processes endowment allowances and Associate Dean renewals effective the following fiscal year
COE HR submits merit recommendations for the following fiscal year
Departments post open-rank professional track positions for the following academic year; closes current year’s open-rank postings
Close unneeded faculty job requisitions in Workday
Mass Processes in Workday for professional-track faculty fall appointments
Terminate all active Modified Service appointments no later than 8/15. See Retired Faculty Hiring > tab “Modified Service”
Summer faculty employment: see July tasks at COE: Summer Employment - Faculty > tab “Timeline”
Merit grid typically open early July through early August
For monthly Payroll deadlines, see Payroll Services: Monthly Payroll Calendar.
For dates associated with Workday Mass Transaction Processes, see Workday: Mass Processing Dates.
Sources for the information on this page include the following:
Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.