Create PAR in DEFINE

 Before You Start

• Fiscal Year and Start Dates: Fiscal year should be determined by the candidate’s start date. For example, if a candidate is beginning June 1, 2024, the FY should be 2023 (for 2023-24). If the candidate is starting August 16, 2024 or January 1, 2025, the FY should be 2024 (for 2024-25).
  • Early start dates: If faculty need to start earlier than appointed, please let CNS Faculty Affairs know. The draft offer letter must be updated to include the early 0% appointment, which will then be noted on section 1 of the PAR. Once the 0% appointment has pushed into Workday, the unit will need to process a Job Change BP to update the faculty’s Scheduled Weekly Hours effective the start date of their active appointment.
• Draft Offer Letter: Although you can continue collecting the hiring paperwork while creating the PAR, it’s recommended that you don’t start the PAR until you have the draft offer letter in hand, since it will include necessary information on the candidate’s start date, rate, any additional compensation, relocation, courses, etc.

Create a PAR in Define

• Login to Define. PARs are created in the Fiscal COM-PLETE.
• In the command section, type either FPN (for tenure-track or PTF PARs) or FPT (for tenured PARs).
• Enter new in the action line.
  • You will be forwarded to a page that will require the department’s Instructional Unit code, the Job Code (can search on Workday), Fiscal Year of the assignment, and the EID of the faculty candidate.
  • Make sure you double-check the candidate’s EID!
    • Instructional Unit Code:  0204

    • Job Code:  0030

    • Fiscal Year:  2025
      
    • EID:  twe264
    • Is this record the correct record for this person? y
• Once you click “enter,” you will be brought to the PAR coversheet.
• From here you just have to go through each section (1-8) and enter the relevant information based on the candidate’s draft offer letter and other required paperwork (you can find the required paperwork on the PAR Checklists, which are on the CNS webpages on hiring TT/T Faculty and PTF faculty, linked above).
  • Section 1. Position Data
    • Tenure:  TT
    • Percent Time:  100%
    • Offer Start Date:  01 01 24
    • JobC:  0030
    • Rate:  10300
    • Primary:  x
    • Funding Details:  delete ">"
      • New Page:  Source of Funds Detail Information
        • Account:  1418120001
        • % Dist:  100.00
• Once all the required sections have been filled out, you must verify the PAR. This will run an internal audit to catch most PAR mistakes/required sections you may have missed. In the action line, enter “VER” to run the audit and then correct any section that pops up based on the comments.
• If there are no mistakes from the verification, enter “APP” to approve the document and route it forward to the next desk (CNS Faculty Affairs). Once you’ve routed the PAR forward, you’ll need to get a copy of the coversheet via green output (instructions here).  Combine the coversheet and all other required documentation into one PDF and send it to CNS Faculty Affairs via cnsfacultyaffairs@austin.utexas.edu.

Common FAQs/Tips and Tricks:

• If you’re unsure what action you can take in any one section, you can always enter a “?” to see your options.
• Enter “X” into the different PAR sections to edit the page, add a funding line, etc.
• Where there is a plus sign (+) you can hit the space bar over that sign, and it will allow you to view/add information into that section.
• Most of the biographical information (and other required documentation like reference letters) can be pulled from the candidate’s Interfolio The only information you will have to ask the candidate for directly is their birth date and birth city.
• You can find the Job posting ID on Interfolio under the “positions” tab. Under the position’s title, the posting ID is listed as ID with a corresponding number.
• In the teaching section 6, the unique code is no longer required; however, if you have this information, you should list it in the PAR.
• All degrees a candidate earned must be listed in the biographical section 3. If the candidate earned a degree from a foreign institution, the institution may not have a FICE code in the system. If you cannot find an institutions’ FICE code, you will need to open a ServiceNow ticket with APS to ask them to create one. APS will need the official name, past name(s), and location of the institution as well as a link to their official website in order to create the code. Click here for a summary of FICE codes for domestic institutions.
• Degree contingencies are added in Section 3 of the PAR. For candidates currently completing their degree, use “9999” as the year of completion for the future degree. After the contingency is added, make sure to add the alternative job code to Section 1, if applicable (this section is locked until the contingency is added).