The dates for events on this page are approximate and reflect the timeframe in which annual events generally happen. For more specific date information, see COE Faculty Affairs Calendar.  Note that dates and guidance are subject to change. Please pay careful attention to ongoing communications from campus and the college.

Sources for the information on this page include the following:

• Academic Personnel Services

• EVPP Faculty Affairs Events Calendar

• EVPP: Faculty Awards

• EVPP: Promotion & Tenure

• Workday: Academic Employment
  
  

Jump to month:

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

• Mid-month: COE new faculty orientation - coordinated with university orientation date (usually the week before first class day)

Other

• 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

• Mid-month: COE tenured/tenure-track faculty search committee orientation

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:

  • FDL and FDA application systems close

• Mid-month: 

  • 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

November

Evaluation of faculty

• Beginning of month: Promotion & Tenure CAC meetings

• End of month: 

  • Promotion & Tenure Dossiers due to EVPP

  • Promotion & Tenure Dean's Statements due

Professional-track faculty

• 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

    • Allocation Details

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: SRA notification letters distributed

• 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.

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

• Beginning/mid-month: Reminder to AMs of mid-probationary and comprehensive reviews from Dean's Office administrative staff

• January 31 (or closest business day): SRA acceptance forms due

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

• SRA acceptance forms shared with recipients, Business Services, department chair

March

• March 1: Dean's Distinguished Faculty Award nominations due to Dean's Office

• Beginning of month: AMs and department chairs receive reminder from Dean's Office administrative staff to collect names of faculty due for review in upcoming academic year

April

• End of month: List of upcoming academic year reviews sent to EVPP by Dean's Office administrative staff (mid-probationary, Promotion & Tenure, comprehensive periodic)

May

• May 1: Dean's Fellows nominations due to Dean's Office

• Beginning of month: COE Faculty Affairs sends faculty summer teaching policy to AMs and Department Chairs

• May 16: First appointment date for 9-month faculty summer employment

• 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

July

• COE Faculty Affairs processes endowment allowances 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

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