jump to content UT Austin Original Policy Memorandum

CHAPTER 3. FACULTY AND ACADEMICS

The University of Texas at Austin            Policy Memorandum 3.125
Office of the President                      September 1, 1981

Subject: ACADEMIC APPOINTMENTS, ROUTING OF PERSONNEL FORMS, AND REQUESTS FOR TRANSFER OF FUNDS

A. New Academic Appointments

The procedures for new academic appointments involve (1) administrative approval prior to a University employment commitment and (2) formal appointment processing subsequent to prior approval and individual offer acceptances. Each of these procedures is detailed below:

1. Prior Approval Procedure For Faculty Appointments

Faculty appointments, including specialist, instructor (but not assistant instructor), assistant professor, associate professor, professor, lecturer, senior lecturer, visiting academic titles, clinical academic titles, and adjunct titles require prior approval. A Prior Approval Request form must be completed and approved by the Vice President for Academic Affairs and Research before any employment commitment is tendered. A vita and three letters of reference must be attached to the Prior Approval Request form. It is preferred that these letters not be based upon interviews by UT faculty, although at times this may be necessary. The requirement of three letters of reference may be relaxed for academic appointments for summer term only. The source of funds must be indicated on the Prior Approval Request form by budget line item(s), as numbered in the budget. Appointments to tenured positions must also have approval by the Vice President and Dean of Graduate Studies.

If a prospective faculty member or visiting faculty member is not a U.S. citizen, it should be so noted on the Prior Approval Request form. The appropriate immigration documents or visa should be routed to the International Office for processing (see Section 7.18, Handbook of Operating Procedures) and to the Office of the Vice President for Academic Affairs and Research for endorsement.

2. Formal Appointment Procedure

a. If included in Printed Budget

If the prospective faculty member's name is to be included in the printed budget for the ensuing year, the departmental office must submit a biographical data sheet, three letters of reference, and a copy of the approved Prior Approval Request form to the appropriate academic dean and the Vice President for Academic Affairs and Research. Academic appointments require approval by the President and the Chancellor, UT System.

b. If not included in Printed Budget

If, for whatever reason, the prospective faculty member's name cannot be included in the printed budget, the departmental office must submit, in addition to the items listed in a., a Request for Appointment form (PO-1). All academic appointments other than assistant instructors and teaching assistants require approval by the Board of Regents.

c. Appointments of assistant instructors and teaching assistants require approval of the appropriate academic dean and the Vice President and Dean of Graduate Studies.

B. Reappointments

1. If included in Printed Budget

No formal appointment action is required.

2. If not included in Printed Budget

A PO-1 form must be completed and submitted to the appropriate academic dean. The form is then sent to the Office of Personnel Services and Employee Relations and then on to the Payroll Division. Reappointments other than assistant instructors and teaching assistants require review by the Budget Office and approval by the President and the Chancellor, UT System.

3. Reappointments of assistant instructors require the approval of the appropriate academic dean, review by the Budget Office and approval of the Vice President and Dean of Graduate Studies. Reappointments of teaching assistants require the approval of the appropriate academic dean and the Vice President and Dean of Graduate Studies.

C. Procedures for Changes in Academic Status

A Request for Change of Status form (PO-2) must be completed and routed through the Office of Personnel Services and Employee Relations to the Payroll Division. Changes to academic titles other than assistant instructor and teaching assistant require review by the Budget Office and prior approval by the President and the Chancellor, UT system. Changes to the assistant instructor title and the teaching assistant title require approval of the Vice President and Dean of Graduate Studies.P> With the exception of teaching assistants and assistant instructors, all changes in academic status, including promotion, termination and nonrenewal, must be reviewed and approved by the President on the recommendations of the Vice President for Academic Affairs and Research, the appropriate academic dean, the department chairperson and the budget council.

Recommendations for all changes in academic status are normally considered in the Fall of each academic year in accordance with a schedule and policies set forth by the President. Official notification of the decision of the President shall be sent in writing by the dean to the individual faculty member in accord with the procedures and deadlines for notification described in the Rules and Regulations of the Board of Regents, Part One, Chapter III, Section 6.

Authority to decide not to reappoint a faculty member during the first two years of full-time probationary service is delegated by the President to the dean of the school or college of the faculty member. The affected faculty member shall be notified of this decision in writing in accord with the procedures and deadlines for notification of the Board of Regents referenced above. A copy of this written notification shall be sent to the President.

The President must be notified of all academic resignations, except teaching assistants and assistant instructors. This requirement may be satisfied by forwarding a copy of a resignation letter or memorandum from the departmental chairperson via the dean and Vice President for Academic Affairs and Research.

Routing of Prior Approvals, Personnel Action Forms (PO-1 and PO-2), and Requests for Transfer of Funds (RTF)

1. Request for Prior Approval

Chairperson
Dean
Vice President for Academic Affairs and Research

2. Personnel Action Forms

a. Forms affecting faculty (instructors, assistant professors, associate professors, professors, lecturers, senior lecturers and specialists)and administrative and professional personnel; and classified personnel being recommended for annual increases of $3500 or more:

Chairperson
Dean
Office of Personnel Services and Employee Relations
Payroll Division
Budget Office
Office of the President

b. Forms affecting assistant instructors and teaching assistants:

Chairperson
Dean
Office of Personnel Services and Employee Relations
Payroll Division
Budget Office
Vice President and Dean of Graduate Studies

c. Forms affecting classified personnel only:

Chairperson
Dean
Office of Personnel Services and Employee Relations
Payroll Division

3. Request for Transfer of Funds Form (RTF)

Chairperson
Dean
Budget Office
Office of the President
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