(When Using for New Hires)
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Commitment: item promised to a faculty recruit and included in the contract
TTT: Abbreviation for Tenured or Tenure-Track faculty job
PAR: Prior Approval Request; refers to both the *DEFINE (Mainframe) document and the documentation required to accompany the DEFINE document (PDF) that are needed in order to complete a faculty hire; final approval of this document is required before formally extending an offer to a faculty candidate for hire
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Process:
- Department staff will need to be in contact with department chair regarding the various commitments being negotiated as part of a new TTT hire.
- Department staff clarifies confirmed terms of offer and collects documentation of the associate dean’s approval of commitments.
- Log into the COLA Offers Database.
- For each commitment, you will need to know/convey:
- What type of thing is it? e.g. salary, payment, funds, equipment, teaching load, course releases, etc.
- Where is the thing coming from/who is paying for it?
- Whenever possible/if known: what account number will be used to pay for the thing?
- When, and how frequently, is the commitment to be delivered? Once? Indefinitely? Every year for X number of years? Once within a certain period of time, TBD?
- Has it been approved by the required authority, and on what date?
- Are there any other important details related to this commitment?
- Hopefully all of the above (#4) are included in your supporting documentation, which you will upload under the Documents tab of the Offer record.
- Uploaded material may include, but is not necessarily limited to:
- Approval from the associate dean for academic affairs for all commitments being made in the offer letter.
- A completed Job Costing Tool calculating the amount of summer orientation pay, as applicable.
- A PDF of a Google Map (or similar) demonstrating how the relocation expenses were calculated.
- Uploaded material may include, but is not necessarily limited to:
- Department staff enters commitments being extended to faculty recruit, replicating commitments entered in Section 2 of the Define PAR, but providing more detailed and comprehensive explanation. If any commitments exist that are not entered in Section 2 of the Define PAR, these must also be entered here (with approval documentation uploaded).
- When the PAR is complete and ready to submit to COLA HR for review, the offer record is also submitted.
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The offer record will be submitted only once final terms have been agreed to and approved and the department is ready for COLA HR to review the entire PAR.
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Other Related Links:
Relocation Payments and How to Do Them
COLA Sample Faculty Recruitment Language: https://utexas.app.box.com/file/869425971945
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