...
Responsible party | Step | Action |
|---|---|---|
COE Faculty Affairs | 1 | Summer/fall: COE Faculty Affairs sends weekly calendar holds for late November-May to Chairs and Administrative Managers in each recruiting department. Holds will be cancelled or confirmed as needed. The purpose of the meetings is to discuss and finalize faculty offer letters. |
Department | 2 | Department recruits for position following all steps at COE Recruiting Process. |
3 | Department identifies position finalist, and submits a COE Faculty Hire Form, including as much information as is available at that moment. | |
COE Faculty Affairs | 4 | COE Faculty Affairs: |
b) schedules a meeting for the soonest available calendar hold date. Attendees: department chair, Administrative Manager, Assistant Director for Faculty Affairs, Chief Business Officer, and Dean-delegate. The purpose of this meeting is to discuss, review, and finalize the draft offer letter. | ||
COE Faculty Affairs, Department, and College leadership | 5 | Meeting takes place. |
COE Faculty Affairs | 6 | Draft offer letter is finalized based on meeting conversation and shared with Department. |
Department | Optional | AFTER draft offer letter has been approved by all meeting participants, and the finalized draft shared by COE Faculty Affairs with the Department, the Department may share the draft with the finalist. Once a draft offer letter is approved, any changes made to it also require Dean's approval. IMPORTANT: This draft must be watermarked "draft," and should not be signed by anyone, as it is not a contract. It must be clearly stated in all communications about it that the draft does not represent an actual offer of employment, is subject to modification, and is not final until the PAR has been final-approved by the Dean's Office. |
7 | Check University Community EID Listing to confirm whether finalist already has an EID. If finalist does not already have an EID, department directs finalist to create one at EID Self-Service Tools > Get a UT EID and report it back to department. | |
8 | Process a faculty job requisition in Workday. | |
9 | a) Process FPN in DEFINE. See COE: PAR - T/TT Electronic Document Processing Guide b) Collect all supplementary documentation listed at COE: PAR - Supplementary Documentation Checklists > Tenure-track hires | |
10 | a) Approve completed FPN (DEFINE PAR document) forward to COE Faculty Affairs. b) Forward completed but unsigned PAR packet as a single PDF to COE-FacultyAffairs@austin.utexas.edu. PAR packet should include all documentation listed at COE: PAR - Supplementary Documentation Checklists > Tenure-track hires, in the order described. | |
COE Faculty Affairs | 11 | COE Faculty Affairs routes PAR cover sheets and draft offer letter to Chief Business Officer (CBO) for non-signature approval of financial commitments. |
12 | a) FPN and PAR packet review. | |
13 | a) If PAR packet is approved by Dean/Dean designee, COE Faculty Affairs approves FPN and adds approval notes in DEFINE. | |
Department | 14 | Format final offer letter on department letterhead, update date, remove watermark, etc. |
15 | Send signed offer letter to COE-FacultyAffairs@austin.utexas.edu. | |
COE Faculty Affairs | 16 | COE Faculty Affairs: |
b) shares PAR and offer letter with COE Finance Team. | ||
c) adds PAR and offer letter to faculty personnel files. | ||
d) adds new hire to COE SharePoint Lists. | ||
APS | 17 | EVPP final-approves the PAR upon receipt of the signed offer letter, and pushes the hire to Workday. |
FPN updates as follows and onboarding processes can begin: Status: APPROVED -- COVER SHEET -- Document ID: 60FPN999XXX Action: ___ Summary: Faculty, Lisa ** Offer Accepted - Position in Workday** | ||
Department | 18 | Close the Interfolio position following the guidance at Closing the position on this page. |
...