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| Overview - hiring tenure-track facultySteps for recruiting and hiring tenure-track faculty in COE1) Recruiting Follow the COE Recruiting Process. Information and tutorials on using Interfolio are available for both staff and search committees at COE: Interfolio. - Pay careful attention to any timeline details (for example, submitting required documentation at least three days in advance of meetings with the Dean).
- The department chair and search committee chair should communicate clearly and frequently with the department Administrative Manager throughout the recruiting process, in order to help ensure administrative requirements can be met and allowed sufficient processing time.
- The department Administrative Manager, in collaboration with the department chair and search committee chair, should track and update each stage of the recruiting process on the Stages of Faculty Searches 20XX-20XY spreadsheet on Box (access limited). This spreadsheet is used by College leadership and Dean's Office staff for informational and planning purposes.
2) Job requisition See COE: Job Requisitions in Workday - Faculty. Once the rank of the hire has been determined, a job requisition can be created in Workday. The job requisition number will be included in the PAR document. Note that for joint hires, a separate job requisition must be created for each supervisory organization into which the faculty member will be hired. A faculty member who will work jointly in two departments, for example, will require a separate job requisition to be created and approved the appropriate sup org of each department.
3) Special circumstances Review separate documentation for the following circumstances requiring additional processes: - International Hiring
- Early start dates (start dates other than August 1 for fall, or January 1 for spring; early start period can be paid or unpaid) - see tab "Early start date" on this page.
4) Prior Approval Request (PAR) See COE: PAR: Prior Approval Request . Note that there are separate subsections for the PAR process, a screen-by-screen T/TT Electronic Document Processing Guide, and checklists of required documentation by hire type.(PAR). The PAR can be begun as soon as a finalist is determined, but should not be submitted until offer negotiation is finalized and a draft offer letter has been drafted by Dean's Office Faculty Affairs and approved by the Associate Dean for Faculty Development.
5) Close Interfolio position
Immediately after the conclusion of a faculty search, be sure to close the Interfolio position (archive) and indicate an outcome. For searches that did not result in selection of a candidate, add a note about why no selection was made (e.g., cancelled due to lack of funding, position no longer needed, lack of qualified applicants, etc.). See COE: After an Interfolio Search Concludes.
6) Offer letter Tenured and tenure-track offer letters are drafted by Dean's Office Faculty Affairs, and initiated by the department Administrative Manager's submission of the COE Faculty Hire Form. All letters and revisions to letters must be reviewed and approved by the Associate Dean for Faculty Development. Draft versions of letters shared with faculty candidates must not be signed and should be clearly watermarked "Draft". All communications should explicitly indicate that they are draft versions only and do not represent an offer of employment. Offer letters may only be distributed to candidates after the PAR has been approved by the Associate Dean for Faculty Development, and with the permission of Dean's Office Faculty Affairs. For tenured hires, approval of the hire by the Provost's Office is also required prior to extension of any offer.
7) PAR/Workday integration See COE: PAR - Workday Integration Process. After EVPP has received and processed both the Dean-approved PAR and the new hire's signed offer letter, their office will initiate the integration of PAR information into Workday to create the faculty's appointment.
8) Onboarding See COE: College Onboarding Procedures. Follow any departmental onboarding procedures. |
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| Tenure-Track faculty hire processResourcesBefore beginning, review EVPP: Prior Approval Request (PAR) Process for additional information and instructions. | Responsible party | Step | Action |
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| 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
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| COE Faculty Affairs: a) begins drafting the offer letter based on the information in the COE Faculty Hire Form | | 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 on the tab "PAR packet documentation" on this page. | | 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 on the tab "PAR packet documentation" on this page, 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. b) PAR routed for chair and Dean signatures in DocuSign. | | 13 | a) If PAR packet is approved by Dean/Dean designee, COE Faculty Affairs approves FPN and adds approval notes in DEFINE. b) FPN routes to EVPP. c) COE Faculty Affairs shares signed PAR and Word version of final offer letter with Department. | | Department | 14 | Format final offer letter on department letterhead, update date, remove watermark, etc., Chair signs letter. Send offer letter to finalist for signature. | | 15 | Send signed offer letter to COE-FacultyAffairs@austin.utexas.edu. | | COE Faculty Affairs | 16 | COE Faculty Affairs: a) forwards signed PAR and offer letter to APS via ServiceNow: APS/Faculty Affairs requests. | | 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 in tab "Close position" on this page. |
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| Tenure-Track faculty early start dateIn some cases, there may be a business need to request a start date for a new tenure-track faculty member prior to their actual start date of August 1 for fall, or January 1 for spring. Follow the guidance below according to the reason for the early start date. Early start dates for reasons of PI statusAs of June 2023, a 0% appointment is no longer required when an early start date is to be given for the sole purpose of PI status. EVPP guidance on the new process is forthcoming. Early start dates for other reasons0% FTE appointmentIf a faculty member has other needs for UT affiliation prior to their official start date, such as for access to UT privileges, an Academic Affiliate position can be processed. Academic Affiliate is an appointment, but not a job, so cannot request PI status or be paid, but can be assigned UT privileges. See Privileges Available for Nonemployees and Inactive Faculty (custhelp.com). Follow the instructions for assigning as Academic Affiliate at EVPP: How to Request PI Status Prior to Faculty Start Date Help Document. Paid appointment < 100% FTEUse the early start date and starting FTE in the PAR, and add comments to Section 8 indicating what date the appointment will change to full-time. Process a Change Job Business Process in Workday to update the FTE as of the appropriate date. 100% FTE appointmentIf the early start date will include a 100% FTE with full salary, the start date can be entered in the usual start date field in DEFINE. There should be a business need for the early start date. This reason should be summarized in PAR Section 8. |
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| title | PAR documentation checklist |
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| PAR supplementary documentation checklist - Tenure-Track (Instructor, Assistant Professor, and tenure-track Associate or full Professor)See EVPP: PAR Process - Supporting Documentation and EVPP: PAR Checklists for more information. InstructionsPrimary department Academic HR Partner should submit the materials listed below after approving the DEFINE FPN document off the creator's desk. Order materials as listed below, in a single PDF. and send to COE-FacultyAffairs@austin.utexas.edu.
| Order in PAR packet | Document | Details | Notes |
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| 1 | PAR cover sheets | Unsigned. COE Faculty Affairs will obtain all signatures in DocuSign. | Use Green Output to print from DEFINE to PDF. | | 2 | Current CV |
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| | 3 | Teaching Assessment | Written by the hiring committee chair or department chair. The assessment should outline the teaching experience of the faculty candidate and outline an empirical evaluation of the candidates teaching ability along with a list of courses the faculty member will teach in their first three years, and how they are suited to teach those particular classes. | Must be a signed, original document on university letterhead | | 4 | Reference letters | At least three. Must be signed, and on the referee's employer's letterhead. For tenure-track hires, all reference letters must be from outside the University.Unsigned letters will not be accepted. | - If the letters come in via email, the email message from the referee must be printed out and submitted with the letter of recommendation. That email cannot be from a third party - it must be directly from the referee.
| | 5 | Attachment A: Primary Language Determination Form | If Primary Language is not English, also see Attachments B-D below. COE Faculty Affairs can obtain signatures on these forms during approval routing in DocuSign. | - If creating a new PAR for a faculty member with a previous PAR on file, it is not necessary to submit another one. Indicate status "On File" in PAR section 7, "Supporting Documentation."
- See whether a PAR has previously been approved at Faculty Prior Approval Request > select "List PARs/Roster by EID" in the left-hand menu > enter EID in the appropriate field > check box "Get all records for EID"
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Only if relevant | Complete these only if Attachment A above indicates that their Primary Language is not English
| Attachment B Descriptions of Levels of English Proficiency | Does not need to be included in PAR packet, but provides definitions for completing Attachment C. | | Attachment C Assessment of English Proficiency |
| | Attachment D Appointment Status Recommendation |
| | Only if relevant | Documentation of any funding commitments additional to the standard offer package, whether internal or provided by sources external to COE (Provost's Office, other CSUs, etc.) | For any funding commitments additional to the standard offer package, PAR documentation should include the following information:
a) Details about who is responsible for funding each funding commitment line, including exact dollar amounts. If multiple funding sources will provide support, a detailed breakdown should be provided;
b) Account numbers, whenever possible;
c) Explicit approval of the funding commitments by leadership of all units involved | Typically, this documentation will be an email printed to PDF, and may be accompanied by budget spreadsheets, etc. | | 6 | Appointment Process Summary (If recruiting was not conducted, skip ahead to item 9) | Completed by Search Committee Chair in collaboration with department AM |
| | 7 | Interfolio EEO report (If recruiting was not conducted, skip ahead to item 9) | (Replaces former Applicant Pool Statistics Table) | See instructions at Interfolio: Run an EEO Report | | 8 | Interfolio job posting
(If recruiting was not conducted, skip ahead to item 9) | Printout of job posting from Faculty Careers - UT Austin | Posting number must match the Job ID entered in section 7 of the PAR. | | 9 (submit only if recruiting was not conducted) | Posting Exemption Request, approved by both Dean and EVPP - submit only if recruiting was not conducted | Use of Posting Exemption Requests should be limited as much as possible, and used only for Partner Hires, or for exceptional circumstances. | - Posting exemption request must be approved by both Dean and EVPP before routing PAR for COE Faculty Affairs.
- If a Posting Waiver was approved in lieu of posting, type "Waiver" in PAR section 7 comments on "Job ID" line.
- See additional information about posting waivers at COE: Posting Exemption Requests.
| | Applicant Screening Questions - submit only if recruiting was not conducted | Completed and signed by prospective hire | For applicants who applied in Interfolio, the information on this form was already collected during their application process | | 10 | DRAFT of offer letter | Prepared by COE Faculty Affairs according to the appropriate EVPP Offer Letter Template. Include a "DRAFT" watermark on all pages. Draft should not be signed. | To request a draft offer letter from COE Faculty Affairs, the department should submit the online COE Faculty Hire Form. IMPORTANT: The draft does NOT represent an offer of employment, and the letter must not be signed by the prospective faculty member until after the PAR has been approved by the Dean's Office. If a draft is shared, it must be clearly communicated that the draft does not represent a final contract, and is contingent upon the Dean's approval. |
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| Before extending a final offer letter to a candidate, both of the following must be final-approved: a) the tenure dossier must be approved by the Provost's Office, and b) the PAR and offer letter must be approved by the Dean. Dean's Office Faculty Affairs will notify the department Administrative Manager when both of these approvals have been obtained and it is allowable for the department to proceed with the offer. For more information and instructions for requesting offer letters for tenured hires, see the "Offer letters" tab on this page. |
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| title | PAR-Workday integration |
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| PAR-Workday integration processAfter both the DEFINE FPN document and PAR packet have been approved by the Dean's Office, and the signed offer letter has been received and processed by APS, the following information is pushed into to Workday from the PAR, overwriting the initial data entered on the job requisition: - Personal information (name and contact information)
- Job Details (benefits eligibility, Job Profile, FTE, etc.)
- Compensation
- Pay Group (determined pay frequency, e.g., monthly)
- Education
- Academic Appointment
#F7F7F7solidAfter the final-approved PAR pushes the new faculty appointment to Workday, it is strongly recommended to review the details (title, salary, FTE, benefits-eligibility, etc.) of the Workday appointment for accuracy. If any errors are discovered, the department Administrative Manager should update via the appropriate Workday business process and provide a brief explanation in the comments, and attach a copy of the offer letter and/or other helpful documentation to the business process. For early-start faculty with initial assignments of zero SWH, see EVPP: How to Increase Percent Time for New Faculty Initially Hired at Zero Scheduled Weekly Hours for guidance on updating their assignments for the regular assignment period. Tenure-Track faculty employment lifecycleSource: Academic Worker Life Cycle Flow.pptx Click on image below to enlarge.
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| Dispositioning Interfolio positionsImmediately after the conclusion of a faculty search, be sure to close the Interfolio position (archive) and indicate an outcome. For searches that did not result in selection of a candidate, add a note about why no selection was made (e.g., cancelled due to lack of funding, position no longer needed, lack of qualified applicants, etc.). Online training for this step is available at the following links: |
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