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Academic HR Partners are responsible for ensuring the correct contract type for each faculty member is assigned on the Professional-Track Mass Process spreadsheets and for taking action on any incorrectly designated.
Fixed Term contracts
Fixed Term contracts are issued and uploaded to Workday by the department Academic HR Partner. Contracts (offer letters) for new hires are based on the appropriate Provost’s Office template and handled as part of the PAR process described at COE: Hiring Professional Track Faculty. Contract renewals for continuing and reactivated faculty should be issued through the department’s FileMaker Pro database process, using the appropriate COE template. A new Fixed Term contract should be issued at the end of every expiring term that will be renewed: Short Term contracts are issued semesterly or annually, Two-Year Fixed Term contracts are issued every two years, and Three-Year Fixed Term contracts are issued every three years.
Rolling contracts
Rolling contracts are issued by COE Faculty Affairs and uploaded to Workday by the department Academic HR Partner. Only faculty approved for a Rolling Contract by the Senior Associate Dean and included on the department’s annual instructional budget will receive Rolling contracts. Requests for rolling contracts that are not on the pre-approved list will be handled as Fixed Term until they can be reviewed for inclusion in the department budget for the following year.
Process for changing from a rolling to a fixed-term contract
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The end date of the new, fixed term, is dependent on when the change is communicated. If communicated May 1 or earlier, the current year may serve as the first year of the new term. If communicated May 2 or later, the subsequent year will serve as the first year of the new term. Exceptions may be made to this timeline on a case-by-case basis following consultation with the Provost’s Office.
Process for non-renewal of a Short Term or Fixed contract
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For non-renewal letter templates, see ServiceNow: Faculty Affairs & Academic Personnel Services > Knowledge > FA/APS Knowledge Articles > Professional-Track Titles, Contract Terms, and Renewal Guidelines.
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Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.