1

PAR cover sheets

Unsigned. COE Faculty Affairs will obtain all signatures in DocuSign.

Use Green Output to print from DEFINE to PDF. See guidance at COE: PAR FAQ - Green Output.

2

Current CV

An updated CV is required for professional-track faculty returning to UT after a break in service of over 3 years.

3

Reference letters

At least three. Must be signed, and on the referee's employer's letterhead. At least one must be from outside UT. Unsigned letters will not be accepted. The chair of the hiring department cannot be one of the references.

• 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.

• If the faculty candidate has not worked at UT for more than three years, new letters of recommendation are required.

• If the PAR is for a new faculty position other than what the faculty candidate is currently assigned or has been assigned in the past, or is for a position in a different unit, three new letters are required.

• If the previous PAR is 18 or fewer months old, APS may waive the reference letter requirement on a case-by-case basis. To request a waiver, please submit a request through the Faculty Affairs & Academic Personnel Services Portal, and include the EID, PAR doc ID, and dates of previous reference letters. If the letter requirement is waived, the supporting documentation status for reference letters on the PAR should be marked as "On File," and a copy of APS' approval should be included in the PAR documentation.

4

Attachment A: Primary Language Determination Form

If Primary Language is not English, also see Attachments B-D below. 

COE Faculty Affairs can obtain signature on this form 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 the Primary Language Determination Form. 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"

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

5

Applicant Screening Questions

Completed and signed by prospective hire. 

Form must be submitted with the PAR even if no recruiting is required.

Only if relevant

EVPP pre-approval documentation
(Distinguished Senior Lecturer and Professor ranks only)

Documentation of pre-approval from EVPP for hire made at Professor/Distinguished Senior Lecturer rank.

See tab "Process," step 2 for details.

6

DRAFT of offer letter

Prepared by hiring department. Include a "DRAFT" watermark on all pages. Draft should not be signed.

n order to ensure the most current template is being used, each offer letter should be drafted based on a newly-downloaded template for the appropriate hire type based on the Provost's Office current template at FA/APS ServiceNow Portal > Knowledge (top right corner) > FA/APS Knowledge Articles (top left corner) > Offer Letter Templates > Departmentalized CSUs.

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.

Optional

Teaching Assessment

Recommended, but not required. 

Written by the hiring committee chair or department chair. Outlines the teaching experience of the faculty candidate, and an empirical evaluation of their teaching ability, along with a list of courses the faculty member will teach and how they are suited to teach those classes. Must be a signed, original document on university letterhead.

1

PAR cover sheets

Unsigned. COE Faculty Affairs will obtain all signatures in DocuSign.

Use Green Output to print from *DEFINE to PDF. See guidance at COE: PAR FAQ - Green Output.

2

Current CV

An updated CV is required for professional-track faculty returning to UT after a break in service of over 3 years.

3

Reference letters

At least three. Must be signed, and on the referee's employer's letterhead. At least one must be from outside UT. Unsigned letters will not be accepted. The chair of the hiring department cannot be one of the references.

• 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.

• If the faculty candidate has not worked from UT for more than three years, new letters of recommendation are required.

• If the PAR is for a new faculty position other than what the faculty candidate is currently assigned or has been assigned in the past, or is for a position in a different unit, three new letters are required.

• If the previous PAR is 18 or fewer months old, APS may waive the reference letter requirement on a case-by-case basis. To request a waiver, please submit a request through the Faculty Affairs & Academic Personnel Services Portal, and include the EID, PAR doc ID, and dates of previous reference letters. If the letter requirement is waived, the supporting documentation status for reference letters on the PAR should be marked as "On File," and a copy of APS' approval should be included in the PAR documentation.

4

Attachment A: Primary Language Determination Form

If Primary Language is not English, also see Attachments B-D below. 

COE Faculty Affairs can obtain signature on this form 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 the Primary Language Determination Form. 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"

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

5

Interfolio EEO report
(If recruiting was not conducted, skip ahead to item 7)

(Replaces former Applicant Pool Statistics Table.)

6

Interfolio job posting
(If recruiting was not conducted, skip ahead to item 7)

Printout of job posting from either Interfolio or Faculty Careers - UT Austin

Posting number must match the Job ID entered in section 7 of the PAR. 

7

Posting Exemption Request, approved by both Dean and EVPP

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 to 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.

Only if relevant

EVPP pre-approval documentation
(Distinguished Senior Lecturer and Professor ranks only)

Documentation of pre-approval from EVPP for hire made at Professor/Distinguished Senior Lecturer rank.

See tab "Process," step 2 for details.

8

DRAFT of offer letter

Prepared by hiring department. Include a "DRAFT" watermark on all pages. Draft should not be signed.

In order to ensure the most current template is being used, each offer letter should be drafted based on a newly-downloaded template for the appropriate hire type based on the Provost's Office current template at FA/APS ServiceNow Portal > Knowledge (top right corner) > FA/APS Knowledge Articles (top left corner) > Offer Letter Templates > Departmentalized CSUs.

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.

Optional

Teaching Assessment

Recommended, but not required. 

Written by the hiring committee chair or department chair. Outlines the teaching experience of the faculty candidate, and an empirical evaluation of their teaching ability, along with a list of courses the faculty member will teach and how they are suited to teach those classes. Must be a signed, original document on university letterhead.

1

PAR cover sheets

Unsigned. COE Faculty Affairs will obtain all signatures in DocuSign.

Use Green Output to print from DEFINE to PDF. See guidance at COE: PAR FAQ - Green Output.

2

Current CV

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 the Primary Language Determination Form. 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"

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. (COE Faculty Affairs will upload a PDF of the posting to department’s recruiting folder on Box, with posting number in the file name)

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 to 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.

1

PAR cover sheets, unsigned

Department should send PAR cover sheets without signatures. COE Faculty Affairs will obtain all signatures in DocuSign.

Use Green Output to print from DEFINE to PDF. See guidance at COE: PAR FAQ - Green Output.

2

Dean's tenure assessment/statement

Include the information listed below. Do not duplicate information found in the chair’s statement. 

• 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.

This must be a signed, original document on university letterhead.

3

Department chair's tenure assessment/statement 

Details the strengths of the faculty candidate and why hiring this individual is necessary. 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.

This must be a signed, original document on university letterhead.

4

Current CV

Candidate may need to submit a new CV if the one submitted with their application is out of date. In particular, funding (if applicable) and projects in process should be up-to-date.

5

Supplemental candidate statements, if provided in application materials (research statement, teaching statement)

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)

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.

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.

7

Sample solicitation letter

Sample solicitation letter used to solicit outside review letters

8

Reference letters

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.

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.

9

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 the Primary Language Determination Form. 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"

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 provided by sources external to COE (Provost's Office, other CSUs, etc.)

10

Appointment Process Summary
(If recruiting was not conducted, skip ahead to item 13)

Completed by Search Committee Chair in collaboration with department AM

11

Interfolio EEO report
(If recruiting was not conducted, skip ahead to item 13)

(Replaces former Applicant Pool Statistics Table)

See instructions at Interfolio: Run an EEO Report

12

Interfolio job posting
(If recruiting was not conducted, skip ahead to item 13)

Printout of job posting from either Interfolio or Faculty Careers - UT Austin. (COE Faculty Affairs will upload a PDF of the posting to department’s recruiting folder on Box, with posting number in the file name)

Posting number must match the Job ID entered in section 7 of the PAR. 

13 (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 to 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,

14

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.

1

PAR cover sheets

Unsigned. COE Faculty Affairs will obtain all signatures in DocuSign.

Use Green Output to print from DEFINE to PDF. See guidance at COE: PAR FAQ - Green Output.

2

Chair statement

Include the following:

a) Clear evidence of the capability of developing and executing an independent research agenda on a timescale that would permit timely promotion.  This evidence can come from some combination of publications, recommendation letters, and grants received.  Why does the Chair support this appointment for this individual?
b) A summary of the committee's discussion; explanation of the rationale for the committee's vote and resulting recommendation; explanation of negative votes.

3

Candidate research statement

Usually 1-2 pages

4

Current CV

An updated CV is required for professional-track faculty returning to UT after a break in service of over 3 years.

5

Reference letters

At least three. Must be signed, and on the referee's employer's letterhead. At least one must be from outside UT. Unsigned letters will not be accepted. The chair of the hiring department cannot be one of the references.

Letters should emphasize previous teaching performance or potential and, if applicable, contributions in other service areas to which the department expects the candidate to contribute in their research faculty role at UT.

• 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.

• If the faculty candidate has not worked from UT for more than three years, new letters of recommendation are required.

• If the PAR is for a new faculty position other than what the faculty candidate is currently assigned or has been assigned in the past, or is for a position in a different unit, three new letters are required.

• If the previous PAR is 18 or fewer months old, APS may waive the reference letter requirement on a case-by-case basis. To request a waiver, please submit a request through the Faculty Affairs & Academic Personnel Services Portal, and include the EID, PAR doc ID, and dates of previous reference letters. If the letter requirement is waived, the supporting documentation status for reference letters on the PAR should be marked as "On File," and a copy of APS' approval should be included in the PAR documentation.

6

Attachment A: Primary Language Determination Form

If Primary Language is not English, also see Attachments B-D below. 

COE Faculty Affairs can obtain signature on this form 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"

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

7

Interfolio EEO report

(If recruiting was not conducted, skip ahead to item 9)

(Replaces former Applicant Pool Statistics Table.)

8

Interfolio job posting
(If recruiting was not conducted, skip ahead to item 9)

Printout of job posting from either Interfolio or Faculty Careers - UT Austin

Posting number must match the Job ID entered in section 7 of the PAR. 

9, only if relevant

Posting Exemption Request, approved by both Dean and EVPP

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.

Only if relevant

EVPP pre-approval documentation
(Research Professor rank only)

Documentation of pre-approval from EVPP for hire made at Research Professor ank.

See tab "Process," step 2 for details.

10

DRAFT of offer letter

Prepared by hiring department. Include a "DRAFT" watermark on all pages. Draft should not be signed.

Commitment paragraph should clearly describe funding plan for the duration of the proposed appointment. Is bridge funding being provided and, if so, by who and for how long? If bridge funding, or candidate’s external funding ends prior to current contract, what is the plan for the candidate’s employment, e.g. Will the department/college provide funding? If planned external funding is interrupted, what is the unit's plan for funding and for the duration of the position?

In order to ensure the most current template is being used, each offer letter should be drafted based on a newly-downloaded template for the appropriate hire type based on the Provost's Office current template at FA/APS ServiceNow Portal > Knowledge (top right corner) > FA/APS Knowledge Articles (top left corner) > Offer Letter Templates > Departmentalized CSUs.

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.