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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.
Required action for expiring Fixed Term contracts
For any Professional Track faculty member whose contract is expiring or has expired, one of the following three actions should be taken:
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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 may be offered only after being approved by the Senior Associate Dean and reviewed by the Chief Business Officer. Approved rolling contracts will be included on the department’s annual instructional budget will receive Rolling contractsduring spring budget review for the following Fiscal Year. Requests for rolling contracts that are have not been approved and included on the pre-approved list department’s instructional budget will be handled as Fixed Term until they can be reviewed for inclusion in the department budget for the following year.
Rolling contracts are issued by COE Faculty Affairs and uploaded to Workday by the department Academic HR Partner.
Maintaining contracts
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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.
See guidance at ServiceNow: Faculty Affairs & Academic Personnel Services > Knowledge > FA/APS Knowledge Articles > Professional-Track Titles, Contract Terms, and Renewal Guidelines > Professional-Track Renewal Guidelines > Section 6.
Process for non-renewal of a
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short term or
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fixed contract
Per ServiceNow: Faculty Affairs & Academic Personnel Services > Knowledge > FA/APS Knowledge Articles > Professional-Track Titles, Contract Terms, and Renewal Guidelines > Professional-Track Renewal Guidelines > Section 7:
When an individual who has been consistently employed in previous years will not be renewed for the subsequent year, this should be clearly communicated in a letter to the faculty member. Non-renewal letter templates are available at ServiceNow: Faculty Affairs & Academic Personnel Services > Knowledge > FA/APS Knowledge Articles > Professional-Track Titles, Contract Terms, and Renewal Guidelines.
Early notification is expected, and the deadline for notification is no later than May 1 of the final academic year of employment, when possible. It is recommended to discuss any plans for non-renewal with the Senior Associate Dean and/or COE Faculty Affairs prior to taking action.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.