COE Policy
College funds offered as part of start-up packages and retention/counteroffers are active for three fiscal years. (Startup funds for new faculty starting in the spring are active for three-and-a-half fiscal years, through August 31.) Any funds remaining after the initial three-year period will be returned to the College.
Faculty with funds remaining in their accounts during the third and final year may request a one-year extension from the Associate Dean for Research and Graduate Studies, by following the instructions below. Requests will be reviewed within two weeks of being submitted.
Process to request an extension
| Responsible party | Step | Action |
|---|---|---|
| Faculty member requesting extension | 1 | Prepare a document summarizing the reason for the extension request and plans to spend funds, including a detailed budget outlining when and how the funds will be spent. This document will be uploaded to the online funds extension request (at Step 3 below). |
| 2 | Initiate extension request at COE Faculty Start-up and Retention Funds Extension Request (PowerForm): a) Enter first and last name, and UT email address b) Enter names and email addresses of department accountant, chair, and administrative manager. Refer to "Extension Request contacts by department" on the right-hand side of this page. (Note that entering incorrect contacts will void the request form and you will need to start over.) c) Click on "Begin signing" | |
| 3 | a) Complete all required fields in the extension request form b) Upload documentation describing reason for the extension request and detailed budget/plan to spend funds, described in Step 1 above c) Sign The request will then route to the department accountant indicated in Step 2 | |
| Department accountant | 4 | a) When the extension request is received via DocuSign, add the 8-digit account number associated with the funds. This must be entered in the format NN-NNNN-NN indicated on the request form. b) Sign The request will then route to the department chair indicated in Step 2 |
| Department chair | 5 | Review the request. Signature indicates approval. (If chair does not approve, they should discuss with the faculty member.) If approved by the chair, the request will then route to the Associate Dean for Research and Graduate Studies for approval |
| Associate Dean for Research & Graduate Studies (ADRGS) | 6 | Review the request. Signature by ADRGS indicates final approval. (If ADRGS does not approve, they should discuss with the chair and/or faculty member.) If approved by the ADRGS, informational copies of the form will then route to the Dean's Office Finance Team, COE Faculty Affairs, and the department administrative manager indicated in Step 2 |
| COE Faculty Affairs | 7 | Files approved request in faculty member's personnel folder |
| COE Finance | 8 | Processes the extension in *DEFINE |
Extension Request contacts by department
Curriculum & Instruction (C&I)
- Accountant: Elvia Moreno Alvarado (emoreno@austin.utexas.edu)
- Chair: Melissa Wetzel (mmwetzel@austin.utexas.edu)
- Administrative manager: James Maxwell (jmax@austin.utexas.edu)
Educational Leadership & Policy (ELP)
- Accountant: Perla Romo Knudstrup (perla.romoknudstrup@austin.utexas.edu)
- Chair: Pedro Reyes (preyes@austin.utexas.edu)
- Administrative manager: Regina Smuts (rsmuts@austin.utexas.edu)
Educational Psychology (EDP)
- Accountant: Raphael Morales (raphael.morales@austin.utexas.edu)
- Chair: Tiffany Whittaker (t.whittaker@austin.utexas.edu)
- Administrative manager: Becky Cook (becky.cook@austin.utexas.edu)
Kinesiology & Health Education (KHE)
- Accountant: Conrad Velin (conrad.velin@austin.utexas.edu)
- Chair: Janice Todd (j.todd@austin.utexas.edu)
- Administrative manager: Sean Hill (sean.hill1@austin.utexas.edu)
Special Education (SPE)
- Accountant: Perla Romo Knudstrup (perla.romoknudstrup@austin.utexas.edu)
- Chair: Mark O'Reilly (markoreilly@austin.utexas.edu)
- Administrative manager: Martha Gonzales (mggonzales@austin.utexas.edu)
Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.
Contributors to this page (Name, number of updates, most recent update):
Karla A Steffen 95 (36 days ago)
