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| UT Austin may occasionally consider persons external to the University for appointment as senior faculty members to the ranks of Associate and full Professor without tenure. These appointments are typically most appropriate for new, external senior hires whose careers have been in a non-academic setting where there are limited opportunities to teach, to compete for external support, or to publish independent work. The decision on whether or not to pursue tenure for Associate or full Professor hires rests with the College and is made on a case-by-case basis. These appointments must be full-time, and may not be used for internal hires nor for promotions. Effective June 9, 2023, hires of tenure-track associate and tenure-track full professors follow the same requirements as for hiring faculty with tenure, to include pre-review and review/approval of the PAR by the EVPP review committee. |
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Additional resources for hiring faculty with tenure:
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| title | Overview |
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See EVPP: Hiring Senior-Level Faculty.
Steps for recruiting and hiring tenured faculty in COE
1) 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 - T/TT Electronic Document Processing Guide for screen-by-screen instructions on processing the FPT in DEFINE. For a checklist of required supplementary documentation, see tab "PAR documentation checklist" on this page.
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) Tenure review
See tabs "Tenure pre-review" and "Tenure dossier review" on this page.
6) 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.
7) 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.
8) 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.
- The unit Academic HR Partner should verify that all details in Workday are correct, and process any necessary changes.
- If an early start date is requested, the unit Academic HR Partner should follow the instructions at Early Start Dates - Faculty Hiring - College of Education - UT Austin Wikis (utexas.edu)
9) Onboarding
See COE: College Onboarding Procedures.
Also follow any departmental onboarding procedures.
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| title | Hire process |
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Tenured faculty hire process
Process
Before beginning, review EVPP: Hiring Senior-Level Faculty.
Tenured hires require three simultaneous processes: tenure review, negotiations and offer letter drafting, and assembly and review of the PAR packet. Each of these processes involves collaboration with different individuals/offices, runs on different timelines, and depends on approvals from different members of leadership. It is not necessary to wait for one process to be completed before beginning another, although some steps of a particular process may require completion before advancing another process.
See detailed instructions for each of the three simultaneous processes on the appropriate tab on this page.
Hiring joint faculty
For additional instructions for hiring joint faculty, see COE: Hiring Joint Faculty,
Resources
- EVPP: Prior Approval Request (PAR)
- COE: PAR - T/TT Electronic Document Processing Guide: section-by-section instructions for processing a PAR in DEFINE
Before beginning, review EVPP: Prior Approval Request (PAR) Process for additional information and instructions.
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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.
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Department:
a) identifies position finalist
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COE Faculty Affairs:
a) begins drafting the offer letter based on the information in the COE Faculty Hire Form
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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.
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Process a faculty job requisition in Workday.
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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.
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a) Process FPT (DEFINE PAR document). See COE: PAR - T/TT Electronic Document Processing Guide
b) Collect all supplementary documentation listed on the tab "PAR packet documentation" on this page.
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Approve completed FPT forward to COE Faculty Affairs.
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a) FPT and PAR packet review.
b) PAR routed for chair and Dean signatures in DocuSign.
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COE Faculty Affairs shares signed copy of PAR cover sheets with department AM for inclusion in the tenure dossier. (See tab "Tenure dossier review" on this page, document #1.)
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a) If EVPP approves tenure case AND
b) if PAR packet is approved by Dean/Dean designee, COE Faculty Affairs approves FPT and adds approval notes in DEFINE.
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a) Format final offer letter on department letterhead, update date, remove watermark, etc.,
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COE Faculty Affairs:
a) forwards signed PAR and offer letter to APS via ServiceNow: APS/Faculty Affairs requests.
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b) 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**
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Close the Interfolio position following the guidance in tab "Close position" on this page.
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Tenured candidate pre-reviewSee EVPP: Tenured Candidate Pre-Review. The Provost’s Office will review the curriculum vitae for potential tenured faculty hires once a finalist has been identified, to determine whether a tenure review is likely to be successful. The tenure review committee will provide feedback on areas needing additional information and/or clarification in the forthcoming Prior Approval Request (PAR) documentation. Negotiations may continue while the pre-review process is taking place. Questions identified in the pre-review must be clearly addressed in the Prior Approval Request (PAR). Instructions1) The department chair discusses the case with the Senior Associate Dean. 2) Senior Associate Dean submits form "Pre-Review for Tenure" at Faculty Affairs/APS ServiceNow: Complete Forms.
3) If EVPP approves tenure pre-review, the department may request a provisional offer letter from COE Faculty Affairs. For instructions on requesting a letter, see tab "Offer letters" on this page. |
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Tenured 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 a 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. 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 - tenured faculty (Associate or full Professor)
See EVPP: PAR Process - Supporting Documentation and EVPP: PAR Checklists for more information.
For a list of required documentation for the PAR vs. for the tenure dossier, see Tenured PAR contents.
Instructions
Primary department Academic HR Partner should submit the materials listed below after approving the DEFINE FPT document off the creator's desk. Order materials as listed below, in a single PDF. and send to COE-FacultyAffairs@austin.utexas.edu.
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Use Green Output to print from DEFINE to PDF.
- See guidance at COE: PAR FAQ - Green Output.
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Include the information listed below. Do not duplicate information found in the chair’s statement.
This must be a signed, original document on university letterhead.
- Assessment of the candidate’s teaching and research/scholarly/creative activity, including discussion of the strengths and weaknesses of the candidate’s record.
- Report on the vote of the college-level review. Explanation of negative votes or abstentions.
- Describe how this hire fits in with the overall hiring strategy for the college.
- Explain how the hire would advance the quality of the college/school/department.
- Address whether this is a lateral move or promotion. If a promotion, address number of years in current rank.
- Reflect on the external review letters that are received and included in the packet. Identify and explain letters that are not arms-length or not at the full professor rank. It is not necessary to extensively quote the review letters.
- Endowment holder recommendation may be included within this statement.
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Details the strengths of the faculty candidate and why hiring this individual is necessary. This must be a signed, original document on university letterhead.
Include the following:
- Assessment of the candidate’s teaching and research/scholarly activity including discussion of the strengths and weaknesses of the candidate’s record.
- Report on the vote of the department-level review. Explanation of negative votes or abstentions.
- Thorough explanation of recruitment process strategy (for both open searches and targeted searches) including description of process for identifying the selected candidate. Explanation of why this is the best candidate to hire. Describe efforts to ensure a diverse candidate pool.
- Discussion of the candidate’s research/scholarship/creative activity within the context of the field and department.
- Discussion of future trajectory of candidate’s research/scholarship/creative activity.
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Must be a signed, original document on university letterhead. May be included as either a) a separate document written by the hiring committee chair or department chair, or b) part of the chair's statement.
Include the following:
- List of courses the candidate is likely to teach over the next three years and how these courses enhance the programmatic priorities of the department and college.
- Evidence of the candidate’s teaching effectiveness.
- Describe assessment process and give additional information if the candidate has not previously taught, such as describing the proactive strategy the department will use to ensure success.
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Sample solicitation letter used to solicit outside review letters
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At least three arm's length assessment letters. 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.
Letters from reviewers who are not sufficiently arm's-length will not count toward the minimum requirement. The guiding principles for selecting reviewers for promotion and tenure purposes are applicable to the hiring process.
For joint hires, include 5-6 letters, since more than one department is being represented in the hire.
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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.
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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.
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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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(If recruiting was not conducted, skip ahead to item 13)
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(If recruiting was not conducted, skip ahead to item 13)
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See instructions at Interfolio: Run an EEO Report
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Posting Exemption Request, approved by both Dean and EVPP - submit only if recruiting was not conducted
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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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| title | Tenure dossier review |
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Tenure dossier review
See EVPP: Tenure Dossier for New Hires.
For a list of required documentation for the PAR vs. for the tenure dossier, see Tenured PAR contents.
ORSC review
Effective spring 2023, the Office of Research and Compliance (ORSC) will also review tenure dossiers for potential conflicts of interest. The Provost's Office will share tenure dossiers with ORSC - there are no additional steps for College staff.
Joint hires
For joint hires, only one tenure dossier packet is needed. The tenure statements from the Dean and department chair of the joint college/department, and a copy of the joint PAR coversheet with signatures, should be included with the primary department’s packet. See additional information about joint hires at COE: PAR Process, "Joint hires" tab.
Instructions
1) Department AM requests the Tenured and Tenure-Track Faculty Demographic Report for their department by emailing COE-FacultyAffairs@austin.utexas.edu.
2) Department Administrative Manager emails the following to Sonja Runberg, with a cc to COE-FacultyAffairs@austin.utexas.edu:
a) Name of prospective tenured hire
b) Proposed rank for hire (Associate Professor or full Professor)
c) The tenure dossier materials listed below, in the order described, saved as a single PDF
3) Sonja Runberg works with the Senior Associate Dean to share the tenure dossier materials with the College Advisory Committee (CAC) for review.
4) CAC reviews and votes on the tenure case, and the Dean adds a statement/recommendation to the dossier.
5) Sonja notifies COE Faculty Affairs of the CAC vote totals. COE Faculty Affairs record vote totals in the PAR.
6) Sonja Runberg submits tenure dossier to EVPP. Provost review is typically completed in 7-10 days of receipt.
7 Sonja notifies COE Faculty Affairs of the Provost's tenure decision.
8) For next steps, see tab "Tenured faculty hire process," step 21.
Tenure dossier checklist
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PAR cover sheets, signed
Signatures will be obtained by COE Faculty Affairs during the PAR review process, and forwarded to the department AM for inclusion in the tenure dossier.
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Y
(but tenure dossier copy should be signed)
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For tenure dossier review, the PAR cover sheets should be signed.
Note: Certain required information for the PAR approval in DEFINE is not needed in the tenure dossier for new hires. For this reason, the DEFINE document may be in any status (i.e. created, in process, rerouted) while the tenure review is taking place.
See corresponding document on tab "PAR documentation checklist" on this page for additional information.
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Y
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See corresponding document on tab "PAR documentation checklist" on this page for additional information.
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Y
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See corresponding document on tab "PAR documentation checklist" on this page for additional information.
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Y
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See corresponding document on tab "PAR documentation checklist" on this page for additional information.
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Y
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See corresponding document on tab "PAR documentation checklist" on this page for additional information.
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Y
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See corresponding document on tab "PAR documentation checklist" on this page for additional information.
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Tenure and tenure-track faculty demographic report for hiring department
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N
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Department AM can request this report by emailing COE-FacultyAffairs@austin.utexas.edu
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(If recruiting was not conducted, skip ahead to item 9)
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Y
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See corresponding document on tab "PAR documentation checklist" on this page for additional information.
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(If recruiting was not conducted, skip ahead to item 13)
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Y
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See corresponding document on tab "PAR documentation checklist" on this page for additional information.
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Y
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See corresponding document on tab "PAR documentation checklist" on this page for additional information.
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| title | Offer letter |
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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. COE 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.
Tenured hire offer letters
The COE tenured offer letter is prepared by COE Faculty Affairs according to the appropriate EVPP Offer Letter Template, and approved by the Dean. Tenured hires are final-approved by the Provost's Office.
Once a draft offer letter is approved by the Dean, any changes made to it also require Dean's approval.
Departments may request two different draft offer letters for tenured hires, both of which are drafted by COE Faculty Affairs:
a) A provisional offer letter outlining terms of the offer contingent upon the outcome of the tenure review - this may be given to the faculty member before the PAR has been completed, while their tenure review is pending. This letter is optional, but recommended.
b) A draft offer letter, including both terms of the offer and university and college contingencies related to the offer, i.e. completion of background check and credentialing, etc. This version is included in the PAR packet, and upon Dean's approval of the PAR, is formatted as the final offer letter to be sent to the candidate.
Offer letter for joint faculty
For additional instructions for hiring joint faculty, see COE: Hiring Joint Faculty > tab "Offer letter"
Offer letter process
1) As soon as possible, department Administrative Manager completes the COE Faculty Hire Form to initiate either the provisional or draft offer letter. The provisional letter is optional, but recommended.
- If the department wishes to skip the provisional letter step, proceed to step 4.
2) COE Faculty Affairs drafts provisional letter and forwards to Associate Dean for Faculty Development for review and non-signature approval.
3) Once approved by the Associate Dean, COE Faculty Affairs returns a watermarked copy of the provisional offer letter to the department Administrative Manager as a Word document. Department may format on letterhead and remove watermark for distribution to candidate if desired.
If a provisional offer is used, it should be made explicit in all communications with the prospective hire that the letter does not represent an offer of employment, and that the offer is contingent on both college and Provost's Office approval.
- Provisional letters:
- May be on letterhead
- Do not require a "draft" watermark
- Signatures:
- Dean - no
- Chair - yes
- Prospective hire - up to department
4) If a provisional letter was offered and terms were accepted by the candidate, send a request to COE-FacultyAffairs@austin.utexas.edu for a draft offer letter, and include clear specifics on any offer items that were renegotiated or have changed since the provisional letter.
If no provisional letter was offered, complete the COE Faculty Hire Form to initiate a draft offer letter. Please be clear in the request which type of letter is being requested: provisional or draft.
5) COE Faculty Affairs drafts offer letter and forwards to Associate Dean for Faculty Development for review and non-signature approval.
6) Once Dean's approval is obtained, COE Faculty Affairs emails a watermarked PDF copy of the letter to the department Administrative Manager for inclusion in the PAR packet.
- Once approved by the Dean, a draft copy of the final letter may be shared with the candidate. It must be clearly indicated via watermark that the copy is a draft, and any associated correspondence must explicitly state that the draft is “pending final modifications and approval of the Dean and Provost.” The draft offer letter should not be on letterhead, and should not be signed by anyone, as it does not represent a contract.
7) After final-approval of the PAR by the Dean's Office, the COE Faculty Affairs will send the Administrative Manager a Word file of the letter. The department may format this version onto departmental letterhead, remove the watermark, add the date, and finalize to send to the candidate. Once the PAR has been approved, the language of the letter should not be changed except with the permission of the Dean.
- Note: If any changes are made to financial commitments after the PAR has been approved, the PAR must be superseded, approved by the Dean, and a new offer letter written and approved, including language, "This letter supersedes the one dated MM/DD/YYYY".
8) Administrative Manager sends a copy of the signed offer letter to COE-FacultyAffairs@austin.utexas.edu.
9) COE Faculty Affairs sends the signed offer letter to APS via the Faculty Affairs & Academic Personnel Services Portal. Once APS has processed the signed offer letter, they will push the hire to Workday.
10) COE Faculty Affairs files a copy of the signed PAR and offer letter in the faculty member's personnel folder on Box, shares a copy with the Dean's Office Finance Team, and adds the new faculty member to the T/TT Faculty Employment Lifecycle List.
11) EVPP final-approves the PAR upon receipt of the signed offer letter, and pushes the hire to Workday.
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Associate and full Professors without tenure
UT Austin may occasionally consider persons external to the University for appointment as senior faculty members to the ranks of Associate and full Professor without tenure. Hires of tenure-track associate and tenure-track full professors follow the same requirements as for Hiring Tenured Faculty described on this page, to include pre-review and review/approval of the PAR by the EVPP review committee.
Tenure-track associate and full professor appointments are typically most appropriate for new, external senior hires whose careers have been in a non-academic setting where there are limited opportunities to teach, to compete for external support, or to publish independent work. The decision on whether or not to pursue tenure for Associate or full Professor hires rests with the College and is made on a case-by-case basis. These appointments must be full-time, and may not be used for internal hires nor for promotions.
Tenured hire process
Before beginning, review EVPP: Hiring Senior-Level Faculty.
Tenured hires require three simultaneous subprocesses (each of which is described in more detail on this page): tenure review, negotiations and offer letter drafting, and assembly and review of the PAR packet. Each of these subprocesses involves collaboration with different individuals/offices, runs on different timelines, and depends on approvals from different members of leadership. It is not necessary to wait for one process to be completed before beginning another, although some steps of a particular process may require completion before advancing another process.
Subprocess | Responsible party | Step | Action |
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Offer letter | 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. |
Recruiting | Department | 2 | Department recruits for position following all steps at COE Recruiting Process. |
3 | Department: | ||
Tenure review | b) requests a tenure candidate pre-review. See Tenured candidate pre-review on this page. | ||
Offer letter | c) 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. | |
Hire | 7 | Process a faculty job requisition in Workday. See COE: Job Requisitions in Workday - Faculty | |
8 | 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. | ||
9 | a) Process FPT (DEFINE PAR document). See COE: PAR - T/TT Electronic Document Processing Guide | ||
10 | Approve completed FPT forward to COE Faculty Affairs. | ||
Tenure review | 11 | If EVPP approves the tenure pre-review in step 3b above, the department should work with the appropriate Dean's Office contact on the Tenure Dossier Review. See Tenure dossier review on this page. Note that the FPT cover pages will be included in the tenure dossier. | |
12 | Department BC/EC votes on tenure, and vote totals are entered into the PAR. | ||
Hire | 13 | 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 > Tenured hires, in the order described. | |
Tenure review | COE Faculty Affairs | 14 | College Advisory Committee votes on tenure. COE Faculty Affairs enters College vote totals into PAR. |
Hire | 15 | COE Faculty Affairs routes PAR cover sheets and draft offer letter to Chief Business Officer (CBO) for non-signature approval of financial commitments. | |
16 | a) FPT and PAR packet review. | ||
Tenure review | 17 | COE Faculty Affairs shares signed copy of PAR cover sheets with department AM for inclusion in the tenure dossier. | |
Dean's Office | 18 | Dean's Office forwards tenure dossier to EVPP for review. | |
19 | EVPP informs Dean's Office of their tenure decision (usually within 7-10 business days). | ||
20 | Dean's Office notifies COE Faculty Affairs. | ||
Hire | COE Faculty Affairs | 21 | a) If EVPP approves tenure case AND |
c) FPT routes to EVPP. | |||
Offer letter | d) COE Faculty Affairs shares signed PAR and Word version of final offer letter with Department. | ||
Department | 22 | a) Format final offer letter on department letterhead, update date, remove watermark, etc., | |
b) Chair signs letter. | |||
c) Sends offer letter to finalist for signature. | |||
23 | Sends offer letter signed by finalist to COE-FacultyAffairs@austin.utexas.edu. | ||
Recruiting | 24 | Closes position in Interfolio and communicates with applicants. | |
Hire | COE Faculty Affairs | 25 | 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 | 26 | a) EVPP final-approves the PAR upon receipt of the signed offer letter and pushes the hire to Workday. | |
b) 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** | |||
Recruiting | Department | 27 | Close the Interfolio position following the guidance in tab "Close position" on this page. |
Tenured candidate pre-review
See EVPP: Tenured Candidate Pre-Review.
The Provost’s Office will review the curriculum vitae for potential tenured faculty hires once a finalist has been identified, to determine whether a tenure review is likely to be successful. The tenure review committee will provide feedback on areas needing additional information and/or clarification in the forthcoming Prior Approval Request (PAR) documentation. Negotiations may continue while the pre-review process is taking place.
Questions identified in the pre-review must be clearly addressed in the Prior Approval Request (PAR).
Instructions:
The department chair discusses the case with the Senior Associate Dean.
Senior Associate Dean submits form "Pre-Review for Tenure" at Faculty Affairs/APS ServiceNow: Complete Forms.
Upload the following documentation to the request:
Current CV for the candidate
Brief description of the recruitment/identification/finalist process and rationale for selecting this finalist above others.
In the section "Required Approval Routing," add the following:
Dean's Staff: Karla Steffen
If EVPP approves tenure pre-review, the department may request a provisional offer letter from COE Faculty Affairs by submitting a COE Faculty Hire Form, including as much information as is available.
Tenured PARs
See also:
COE: PAR - T/TT Electronic Document Processing Guide: section-by-section instructions for processing a PAR in DEFINE
Before beginning, review EVPP: Prior Approval Request (PAR) Process for additional information and instructions.
Required documentation
For supplementary materials required in the PAR packet, see the appropriate checklist at COE: PAR - Supplementary Documentation Checklists > Tenured hires.
Tenure dossier review
See EVPP: Tenure Dossier for New Hires.
Effective spring 2023, the Office of Research and Compliance (ORSC) also reviews tenure dossiers for potential conflicts of interest. The Provost's Office will share tenure dossiers with ORSC - there are no additional steps for College staff.
For joint hires, only one tenure dossier packet is needed. The tenure statements from the Dean and department chair of the joint college/department, and a copy of the joint PAR coversheet with signatures, should be included with the primary department’s packet. See additional information about joint hires at COE: Hiring Joint Faculty.
Instructions
Department AM requests the Tenured and Tenure-Track Faculty Demographic Report for their department by emailing COE-FacultyAffairs@austin.utexas.edu.
Department Administrative Manager emails the following to Sonja Runberg, with a cc to COE-FacultyAffairs@austin.utexas.edu:
Name of prospective tenured hire
Proposed rank for hire (Associate Professor or full Professor)
The tenure dossier materials listed below, in the order described, saved as a single PDF
Sonja Runberg works with the Senior Associate Dean to share the tenure dossier materials with the College Advisory Committee (CAC) for review.
CAC reviews and votes on the tenure case, and the Dean adds a statement/recommendation to the dossier.
Sonja notifies COE Faculty Affairs of the CAC vote totals. COE Faculty Affairs record vote totals in the PAR.
Sonja Runberg submits tenure dossier to EVPP. Provost review is typically completed in 7-10 days of receipt.
Sonja notifies COE Faculty Affairs of the Provost's tenure decision.
For next steps, see Tenured faculty hire process on this page, step 21.
Tenure dossier checklist
For a list of required documentation for the PAR vs. for the tenure dossier, see Tenured PAR contents.
Order in tenure dossier | Document | Also included in PAR packet? | Details |
|---|---|---|---|
1 | PAR cover sheets, signed Signatures will be obtained by COE Faculty Affairs during the PAR review process, and forwarded to the department AM for inclusion in the tenure dossier. | Y | For tenure dossier review, the PAR cover sheets should be signed. Note: Certain required information for the PAR approval in DEFINE is not needed in the tenure dossier for new hires. For this reason, the DEFINE document may be in any status (i.e. created, in process, rerouted) while the tenure review is taking place. Use Green Output to print from DEFINE to PDF. See guidance at COE: PAR FAQ - Green Output. |
2 | Dean's tenure assessment/statement | Y | See item #2 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
3 | Department chair's tenure assessment/ statement | Y | See item #3 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
4 | Current CV | Y | |
5 | Supplemental candidate statements, if provided in application materials (Research statement, Teaching statement) | Y | See item # 5 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
6, if provided as a separate document rather than included within Chair's statement | Teaching assessment (either as a separate document, or included within the Chair's statement) | Y | See item #6 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
7 | Sample solicitation letter | Y | See item #7 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
8 | External reference letters, arm's length | Y | See item #8 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
9 | Tenure and tenure-track faculty demographic report for hiring department | N | Department AM can request this report by emailing COE-FacultyAffairs@austin.utexas.edu |
10 | (If recruiting was not conducted, skip ahead to item 9) | Y | See item #10 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
11 | (If recruiting was not conducted, skip ahead to item 13) | Y | See item #11 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
12 | Interfolio job posting | Y | See item #12 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
13 (submit only if recruiting was not conducted) | Posting Exemption Request, approved by both Dean and EVPP - submit only if recruiting was not conducted | Y | See item #13 at COE: PAR - Supplementary Documentation Checklists > Tenured hires |
Offer letters
Tenure-track faculty offer letters are written by the COE Assistant Director for Faculty Affairs in collaboration with the hiring department and are subject to the approval of the Dean/Dean Designate. To initiate the offer letter request process, the department AM submits a COE Faculty Hire Form, including as much information as is available. See Tenured hire process, steps 3-6 on this page for additional steps.
Before extending a final offer letter to a candidate, the PAR and offer letter must be approved by the Dean/Dean Designate. COE Faculty Affairs will obtain College-level approvals and will notify the department Administrative Manager when these approvals have been obtained and it is allowable for the department to proceed with the offer.
Once a draft offer letter is approved by the Dean, any changes made to it also require Dean's approval.
Departments may request two different draft offer letters for tenured hires, both of which are drafted by COE Faculty Affairs:
a) A provisional offer letter outlining terms of the offer contingent upon the outcome of the tenure review - this may be given to the faculty member before the PAR has been completed, while their tenure review is pending. This letter is optional but recommended. Provisional letters may be on letterhead and do not require a "draft" watermark. They may be signed by the chair and candidate, but signatures are not required.
b) A draft offer letter, including both terms of the offer and university and college contingencies related to the offer, i.e. completion of background check and credentialing, etc. This version is included in the PAR packet, and upon Dean's approval of the PAR, is formatted as the final offer letter to be sent to the candidate.
If any changes are made to financial commitments after the PAR has been approved, the PAR must be superseded, approved by the Dean, and a new offer letter written and approved, including language, "This letter supersedes the one dated MM/DD/YYYY".
PAR-Workday integration process
After 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
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After the final-approved PAR pushes the new faculty appointment
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to Workday, the department should 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 Lifecycle
Source: Academic Worker Life Cycle Flow.pptx
Click on image below to enlarge.
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| title | Close position |
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Dispositioning Interfolio positions
Closing the position
Immediately after the conclusion of a faculty search
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and/or once the posting is no longer needed, the department should 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 guidance at COE Recruiting Process > After the conclusion of the search.
Online training for this step is available at the following links:
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Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.Contributors to this page (Name, number of updates, most recent update): Contributors