The guidance on this page also pertains to counteroffers and pre-emptive counteroffers.

Anytime a faculty member receives an outside offer, no matter how the unit decides to respond to that offer, EVPP approval is required.  Whether the CSU does not intend to extend a retention offer, plans to extend a retention offer that will be fully funded by the Department or College, or plans to extend a retention offer that includes EVPP funding support, the College must request EVPP approval via ServiceNow, folllowing the process described on this page, before extending a retention letter or notifying a faculty member of the decision not to extend a retention offer.  Please review the Guidelines for Extending Retention Offers to Outstanding Faculty Members page to see what materials are required for each retention scenario.

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Process

1. If a faculty member is receiving a raise or benefits outside of the normal merit time, these commitments need to be submitted to the Provost’s Office for review and approval, even if no resources are requested and the College/department has arranged funding internally. Department chairs should work directly with the Senior Associate Dean on retention/counteroffers. The Senior Associate Dean submits all retention/counteroffers for approval by the Provost via Faculty Affairs/APS ServiceNow: Complete Forms.
   
   

2. The department in collaboration with the Senior Associate Dean should draft a letter based on the EVPP Departmentalized CSUs Retention Letter Template, and share with the CBO and COE-FacultyAffairs@austin.utexas.edu for review.
   
   

3. In the case that a retention/counteroffer is accepted, the department Administrative Manager should forward a copy of the final letter signed by the faculty member to COE-FacultyAffairs@austin.utexas.edu as soon as possible. COE Faculty Affairs will retain the letter for records and will also notify the Dean's Office Finance Team of the details. 

   1. If the COE retention/counteroffer is accepted, it is requested that the faculty member email the COE Dean to confirm they have declined the external offer, including the date of declination. 

   2. If the COE retention/counteroffer is not accepted, the department Administrative Manager should forward a copy of the final letter signed by the department chair to COE-FacultyAffairs@austin.utexas.edu, noting that the offer was declined. 

Campus resources

Partner hires: In exceptional circumstances, the EVPP Partner Hiring Program can be used to help support retention offers. Please contact the Provost's Office at facultyaffairs@utexas.edu for additional information.

Childcare: The UT Child Development Center Faculty Recruitment and Retention Program may be used as part of a counteroffer to help retain faculty for whom childcare is a critical factor in their decision to remain at the University, if spaces are available. Details and a link to the Retention Application Form are available on the program's web page.

Research lab and equipment funding: The STARs (Science and Technology Acquisition and Retention) program provides funding to help purchase state-of-the-art research equipment and make necessary laboratory renovations to encourage faculty members to perform their research at a UT institution.  Funded through the Library, Equipment, Repair, and Rehabilitation (LERR) program, STARs awards have been given annually through a competitive process to institutions eligible to receive funds from the Permanent University Fund.  Because of the statutory limitations on LERR funds, STARs awards are limited to expenditures for research equipment and laboratory renovations. LERR funds cannot be used towards salaries, travel, or moving expenses. STARs awards must be expended within three years of the date of initial appointment or notice of retention. See COE: STARs Funds for more information.

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