College of Liberal Arts

Screen-by-Screen Guidelines for Completing the PAR Electronic Document

Click on the sections of the PAR document listed below for help on a specific section.

You can find additional help in *DEFINE. Access field-level help by typing a “?” in the field, and access command-level help by hitting F6 while in the command for which you need help.

Cover Sheet
Section 1-Appointment Data
Section 2-Funding Commitments
Section 3-Biographical Information
Section 4-Endowment Information
Section 5-All PARs for Fiscal Year
Section 6-Proposed Course Load Information
Section 7-Offer Status
Section 8-PAR Comments

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→ COVER SHEET
<COMMAND>: Enter any one of the 3-character commands (“FPN,” “FPT,” or “FPR”) on the command line to open a blank PAR screen.

  • FPN: Creates a PAR for non-tenure-track faculty (Clinical Faculty titles, Visiting Faculty titles, Lecturer titles, Specialist titles, and Adjunct Faculty titles) and for tenure-track faculty (Assistant Professor, Instructor, and Professor and Associate Professor titles specifically designated as tenure track).
  • FPT: Creates a PAR for tenured faculty (Professor, Associate Professor).
  • FPR: Creates a PAR for Research faculty (Research Professor, Research Associate Professor, Research Assistant Professor)

You may also type FP1 to display PARs for the current year for a particular UT EID or FB2 to display PARs for a particular NAME.

<YEAR>: Enter the year to which the PAR applies. The default is the current fiscal year. When processing future fiscal year documents, enter the appropriate year.

<EID>: If this person has ever been employed by UT Austin or has ever been assigned a UT EID, enter their UT EID in the "UT EID" field. You will be asked to verify their name to make sure you have the correct individual. If the person does not have an EID, the system will allow you to create one at this point.

Tip: If this person was reimbursed for travel expenses during recruitment, they have an EID in the system. Use that EID; do not create a duplicate EID.

<MISC>: If you have multiple PARs for one person, you may enter the PAR number for an individual in the "MISC" field to locate the exact document. This is a sequence number (001, 002, 003…) generated automatically to distinguish PARs for a particular person and fiscal year. The PAR document ID may also be entered in "MISC" to find the document.

<ACTION>: Enter "New" on the ACTION line. A window will open asking for the candidate's EID, instructional unit, job code and fiscal year.

This field takes various 3-character commands. Some actions are restricted based on the type of user. Enter "?" to see a complete list of available actions.

<COVER SHEET- mid section>: The middle portion of the cover sheet is write protected and will display data only after it has been entered on the individual sections (1 through 7). A few of the fields on the cover sheet are accessible via moreables (+, #, >).

<SECTIONS>: To select a section of the PAR to work on (1 through 7) mark "X" next to the desired section. You will automatically be taken through all of the screens in sequential order when creating a new doc.

Tip: Enter section number in Cover Sheet's "ACTION" field.

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→ SECTION 1—APPOINTMENT DATA
<APPOINTMENT DATES>: Enter appointment’s beginning date in the format MM DD YY. For example, September 1, 2009 would be 09 01 09.

Standard academic appointment periods:
Long Session: 9/1-5/31
Fall: 9/1-1/15
Spring: 1/16-5/31
Summer first session: 6/1-7/15
Summer second session: 7/16-8/31

<PROP JOBC>: The job class code for the proposed rank displays here. An alternate job class code should be entered in the <ALTERNATE JOBC> field if the proposed rank is contingent upon the receipt of the terminal degree.

<RATE>: Enter the proposed 9-month, 100% time rate here. $50,000 should be entered as 50000. If there is a contingency on the appointment rate, enter the alternate 9-month 100% rate in the "ALT RATE" field. All PARs with a rank/rate contingency should have a 20% differential in rates.

<PERCENT TIME>: Enter the appointment percent time.

<TEMPORARY APPOINTMENT>: This field requires a “Y” or “N” answer. If the appointment is to expire at the end of the stated period, or if it pertains to a non-tenure-track appointment (such as clinical or visiting faculty), enter “Y.” Otherwise, “N.”

<IN NEXT BUDGET>: Enter “B” if to be listed on the faculty salaries budget for the next fiscal year; “R” if it is to be included on the Faculty Roster for the next fiscal year; “N” if not to be included in the budget or on the roster. NOTE: Visiting faculty may not be included on either the faculty salaries budget or on the faculty roster. “N” is the only option for these titles.

<FUNDING DETAILS>: Space out the "+" symbol and hit enter or press PF2 to add funding details for each account. Enter one account per page; all the accounts will then be listed on the “source of funds detail information” screen. Accounts do not need to be listed in any particular order although all faculty appointments must include an appointment to the appropriate 14-account.

Tips about working with endowment accounts (30-accounts):
  • If you enter a departmental endowment account, the faculty member needs to be (or to be nominated for) the holder or fellow of the endowment—unless you are using the account to pay for summer-only moving expenses. In that case, they do not need to be holders or fellows.
  • When preparing a PAR for a HOLDER of an endowment:
    • Enter “H“ for “Endowment Type“ (which really refers to recipient type).
    • The “line” field for a new PAR should be “9999.”
    • The “Amount” should be “0” unless they are getting a salary or salary supplement from the endowment account. (Even if they are getting all their salary from the endowment account, you will still need to enter a 0% faculty appointment—probably a 14-account—in the funding details section of the PAR. No one should have only a 30-account listed.) If entering a salary supplement, you will enter “SUPLT” for the percent time and the amount.
    • Under “Description” enter as much of the title of the account as you can fit. Include the word “Holder” at the end of the description. For example: “Posco Chair—Korean Studies Holder”
  • When preparing a PAR for a FELLOW of an endowment, follow guidelines above, except:
    • Enter “F” for “endowment type.”
    • Under “Description,” enter as much of the title of the account as you can fit. Include the word “Fellow” at the end of the description. For example: “Posco Chair—Korean Studies Fellow”

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→SECTION 2—FUNDING COMMITMENTS
Make sure you list every funding commitment extended at the time of hire. Enter as many types of commitments as applicable. Each commitment type requires a separate screen. If a commitment is ongoing, you may enter it as such, however, if a commitment is for a limited time (e.g, five years), you will need to enter a separate screen for each year of the commitment. To enter commitments, press the PF2 key or space out the moreable (+, >) to bring up the data entry.

NOTE: Use the Faculty Offers Database(log in required) to submit funding commitments for approval by the Dean’s Office.

The commitment types are listed below. Click on highlighted commitments for examples of how they should be recorded in Section 2 of the PAR. It is no longer required that you include additional comments about the commitments in Section 8, “Par Comments.”

Code Description
CP    Computer
FS     Faculty Salary Support Transferred to Department
MV    Moving and Related Expenses
OC    Other Cost Not in a Standard Commitment Category
OE    Other Employment Outside Academic Appointment
PD    Professional Development (travel, books, etc.)
RL    Relocation Allowance (lump sum) [NOTE: This is rarely used. Always use the “MV” Moving and Related Expenses commitment type unless there is a special agreement for paying relocation expenses.]
RN    Renovation Costs
RS     Research/Operational Support
SU     Start-Up Allocation (equipment, etc)

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→SECTION 3—BIOGRAPHICAL INFORMATION
All fields on the Biographical Information screen should be completed. A pick list or other field-level help is available for all fields except <BIRTH DATE> and <BIRTHPLACE>, which are freeform. To access pick lists, type “?” in the desired field and press enter.

If a record already exists in the system, some biographical information will automatically populate the document.

<LIST OF DEGREES>: Include all higher education degrees the candidate has earned, including masters and bachelors degrees. To add a degree, space out the “+” on the bottom half of the moreable and hit enter. A screen showing degree data will appear. You will need to indicate the CIP (Classification of Instructional Programs) and FICE codes for each degree. CIP is the identification code for the field of study, and FICE is the degree-granting institution’s identification code assigned by the Federal Interagency Committee on Education.

There are two ways to search for the FICE code, through *DEFINE and through *TXTBLS in the mainframe. To access the database through *DEFINE, type a “?” in the <FICE> field. This portal only allows you to search by institution name. To access the database through the mainframe, exit out at *DEFINE and open up TXTBLS. The table name is AFFICE. This portal allows you to see the complete information for each school, and to search by multiple categories. Enter “E2” to search by institution name. Enter “E3” to search by country. Search in ALL CAPS for best results.

Tips:
  • If the degree is granted by a foreign institution for which there is no
    FICE code, you will need to contact the Provost’s Office (2-3315) so that a code may be assigned. Please have the complete institution name, country, city, and website ready when you call/email.
  • When searching for an institution beginning with University of…. Search for UNIV OF XXX.
  • If the rank (and/or rate) is contingent on the completion of the terminal degree, you will need to enter the pending degree as noted with a completion year of 9999. The degree in process should not be flagged as highest completed degree as it is not yet complete.

<HIGHEST DEGREE COMPLETED?>: Enter “Y” if marking the highest degree completed, “N” if otherwise. A degree is completed if there is certification available, such as a diploma or a statement from the graduate school of the granting institution attesting that all degree requirements have been completed.

<ACADEMIC DEPARTMENT>: The “Principal” academic department should always be the candidate’s home department, even if this is not the department that is completing the PAR. When there are more than two departments involved in a PAR, the primary and secondary departments are still the only ones needed for approval. Additional departments are not reflected on the PAR.

<CONTINGENCY TYPE>: If the appointment has a contingency, enter the value YES and indicate the Contingency Type (NO= No Contingency exists; AP= Appointment Contingency; RR= Rank & Rate Contingency; RK= Rank Contingency). Be sure to enter the deadline for completion of degree in the date field. Please note that all candidates in CoLA hired with a Rank and Rate (RR) contingency need to have a minimum 20% difference in salary for the Assistant Professor versus the Instructor titles. This means that if a candidate does not receive the PhD by the specified date their rate will drop by at least 20% as an instructor.

<PREVIOUS AFFILIATION>: This field is freeform and should be used to note the candidate's previous professional affiliation (i.e., University of XXX) and position (Assistant Professor) prior to this appointment. If the person has held no professional positions, you may indicate their position as “Student” and the previous affiliation as the institution they were previously attending.

<CURRENT MAILING ADRESS>: Enter the candidate's mailing address for use at the time the PAR is accepted. This address should not be a UT Austin departmental address; it should be the individual's current home address or business address (depending on preference). Enter the general street address in the first two lines. These fields are entitled “Street” and “(optional)”. Enter the US City/State/Zip in separated blanks on Line 3. If you are entering a foreign address, leave this entire line blank. Foreign City/County/Code is a freeform field and can be used to enter that info in any way it should appear in the mailing address. If you are entering an address in the US, leave this field blank.

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→SECTION 4—ENDOWMENT INFORMATION
Section 4 is a view screen only. If the PAR candidate currently holds an endowed position, the name of the position will appear under the heading "current" in this section. If a proposed appointment is entered through the “Source of Funding Detail” array in the Appointment Information (Section 1) section, the title of the endowment will appear on the bottom half of the Endowment Information screen under "proposed".

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→SECTION 5—ALL PARS FOR FISCAL YEAR
Section 5 is a view screen only. It displays all PARs processed or in progress for this candidate for the fiscal year shown. The main fields displayed are document identification number, percent time, stipend, employing department.

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→SECTION 6—PROPOSED COURSE LOAD INFORMATION

Enter the course information for the faculty member.

This information is optional for tenure-track and tenured appointments.

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→SECTION 7—OFFER STATUS

The offer status will show “In Process” while you create the PAR. The default offer status is “Pending” once the document has received final approval. Once the Provost’s Office receives the original signed offer/declination letter from the employing unit, the status will update to “Accepted,” “Cancelled,” or “Declined.” The offer status will show “Superceded” if you have superceded a document.

<BACKGROUND CHECK>: This field populates automatically and cannot be updated. It indicates whether or not a background check needs to be initiated with the Human Resource Services for this individual before they are appointed. If this individual requires a background check, please submit a request throught the Background Check Administration tool.

<JOB POSTING NUMBER>: Include the job posting number assigned by the UT Faculty Recruitment Web system here. This posting number is required for all faculty positions that have not been granted a posting waiver by the Provost's Office.

EXCEPTIONS: Posting numbers are not required for 0% time PARs or those PARS for an Adjunct or Visiting Professor titles. Enter “N/A” in these cases.

<WAIVER DATE>: If a posting waiver is granted by the Executive Vice President and Provost for this faculty position, enter the date it was approved in this field.

<SUPPORTING DOCUMENTATION>: This refers to the supporting materials that accompany the paper copy of the PAR through the approval process. The document will prompt you for explanations when certain values are entered for the documentation status. Enter a "?" in the field next to the documentation type for a list of options. Also, enter the number of reference letters attached; a minimum of three letters is required.

Tips:
  • See What You’ll Need to Complete the PAR Request Packet for a complete list of supporting items needed for tenure-track, non-tenured, and tenured hires.
  • For previous (employed at UT in a faculty title within the past 3 years) or current hires, you do not need to re-send supplementary materials. Just attach a recent copy of the vita and a copy of the draft offer letter.
  • The Primary Language Determination Form always remains on file, so once an individual has served in a faculty title and the department has completed a Primary Language Determination form another one does not have to be generated.
  • Protocol for reference letter format: Attaching the original, signed letter on letterhead is the preferred format. The University will also accept letters sent by Interfolio or other career services, provided they have a cover sheet from the service and are signed. Reference letters in e-mail are acceptable, as long as they have a header on them. Faxed letters are not preferred. Also, enter the number of reference letters attached; a minimum of three letters is required.

<ENGLISH PROFICIENCY>: This designation should match the designation of this candidate's English proficiency by the chair or other appropriate academic officer on the Primary Language Determination Form.

<CONCURRENT UT APPOINTMENT>: Enter any appointments currently held at UT Austin other than their faculty appointment. Please include title and department. If none, enter “None.”

<TENURE VOTE>: Enter the votes of the Executive Budget Council or Budget Council here. (You will need to have all votes prior to submitting the PAR to the dean’s office] Then enter the votes of the College Advisory Committee in the section labeled “College.” All blanks must be completed. If there are none, enter a “0.” If a vote does not apply to a particular hire, enter “99” “99” “99” “99” in the totals.

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→SECTION 8—PAR COMMENTS

This is a space to enter any other notes that need to be part of the official record of this document. Things that the provost’s office is looking for here include: PAR approval information, the reason for the document to be superseded (and the changes made), spousal hire information (i.e., primary spouse name and home department) or any other non-standard issues that need documentation.


Contact

Back to Top Please direct comments on the Procedures Guide to cola_comments@utlists.utexas.edu.


Last Modified: 6 August 2009