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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.
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Hires of tenure-track associate and tenure-track full professors follow the same requirements as for Hiring Tenured Faculty, 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.
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 tenure-track faculty:
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For joint hires, see Hiring Joint Faculty - College of Education - University Wiki Service (utexas.edu).
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| title | Overview |
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Overview - hiring tenure-track faculty
Steps for recruiting and hiring tenure-track 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.
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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.
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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: Prior Approval Request (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.
- 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)
8) Onboarding
See COE: College Onboarding Procedures.
Follow any departmental onboarding procedures.
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| title | Hire process |
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Tenure-Track faculty hire process
Resources
Tenure-track 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 > Tenure-track hires.
PAR process
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 | 4 | COE Faculty Affairs: |
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submitted by the department on 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 |
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at COE: PAR - Supplementary Documentation Checklists > Tenure-track hires | |
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 |
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at COE: PAR - Supplementary Documentation Checklists > Tenure-track hires, 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. | |
13 | a) If PAR packet is approved by Dean/Dean designee, COE Faculty Affairs approves FPN and adds approval notes in DEFINE. | |
Department | 14 | Format final offer letter on department letterhead, update date, remove watermark, etc. |
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15 | Send signed offer letter to COE-FacultyAffairs@austin.utexas.edu. | |
COE Faculty Affairs | 16 | COE Faculty Affairs: |
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 |
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at Closing the position on this page. |
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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.
Instructions
Primary 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.
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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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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.
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Must be a signed, original document on university letterhead
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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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(If recruiting was not conducted, skip ahead to item 9)
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(If recruiting was not conducted, skip ahead to item 9)
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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 | Offer letter |
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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 PAR 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
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/Dean Designate. COE Faculty Affairs will obtain College-level approvals and will notify the department Administrative Manager when
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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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Once a draft offer letter is approved by the Dean, any changes made to it also require Dean's approval.
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 to Workday,
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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.