| Horizontal Navigation Bar Page |
|---|
| OverviewProfessional Track faculty are managed in Workday using job profiles and employee contracts. When there is a break in service, Professional Track faculty must be placed in an inactive job profile with zero scheduled weekly hours to stop pay. To resume active employment and pay after a break in service, the faculty member must be returned to an active job profile and assigned scheduled weekly hours. If a faculty is inactive for at least three years, their appointment will be terminated. If the department would like to rehire a previously terminated faculty member, they must process the appointment via a new PAR. For Professional Track faculty, benefits-eligibility should match the primary job, unless the summer job creates benefits eligibility. (Tenured/Tenure-Track faculty are always regular benefits-eligible.) The following activities are associated with managing Professional Track faculty jobs and contracts, each of which is covered in further detail in separate tabs on this page: - Renew - faculty member's current contract is ending, and they will be returning to teach the subsequent semester. Continue with no break in service for rolling contracts or expiring fixed contracts. Changes to compensation or scheduled weekly hours may be needed. The summer period does not constitute a break in service. Faculty working in the spring semester will remain active through 8/31.
- Inactivate - faculty member will not be teaching, but may teach again within the next three years. Break in service with potential for reactivation. Active employment and compensation are discontinued. Remains on "roster" and is eligible for reactivation for up to three academic years from the date of inactivation. Faculty who remain inactive for three consecutive years will be terminated via an automatic process.
- Reactivate - faculty member has been in inactive status for fewer than three consecutive years, and will teach again.
- Terminate - faculty member is not expected to teach again within the next three years, or faculty member is retiring/resigning from the University. End employment with the university, no eligible for reactivation. A terminated faculty member will need to be rehired via PAR before returning to a faculty position. Faculty in "Inactive" status for three consecutive years will be terminated via an automatic process.
SummerFor nine-month professional track faculty working 9/1-5/31, summer inactivation is not necessary.
Inactivations should only be effective September 1 (for fall or AY), or 1/16 (for spring). If faculty member is returning in the fall, then reactivation/renewal can be included in the NTT Renew/Reactivate/Inactivate EIB upload.
For more information, see page 5 of the Manage NTT Faculty W.P.O. |
| Horizontal Navigation Bar Page |
|---|
| title | Maintaining contracts |
|---|
|
| Tip |
|---|
| title | Auditing NTT faculty contracts |
|---|
| Academic HR Partners should regularly run the Workday report Faculty Positions Missing Contracts – RPT0976 for their unit sup orgs, and take action for any faculty member identified as having a missing or expired contract. As a reminder, all faculty in active positions in the following populations should have a contract in Workday: - Professional Track faculty (including 0%)
- Retired faculty, including Modified Service and Phased Retirement status, regardless of tenure status at the time of retirement
|
ContractsPer Texas Education Code Section 51.943, all faculty members who are to be reappointed shall be offered a written contract at least 30 days prior to the beginning of the academic year. The purpose of faculty contracts in Workday is to capture the parameters of offer letters for Professional Track faculty, including start and end date and contract type, and to assist in semesterly reporting. Faculty contracts do not drive the start or end of a position, scheduled weekly hours, or pay. Any changes related to maintaining a faculty's contract always require a signed offer letter which should confirm those changes were approved by both the faculty member and the department chair. When is a contract needed?The following types of faculty should have contracts in Workday: - All Professional Track faculty, including those with active unpaid 0% appointments
- All retired faculty in a Phased Retirement Contract or on Modified Service (even if they were tenured or tenure-track at the time of retirement)
Note that faculty members are not given contracts for summer assignments in Workday. Maintaining contractsIn most cases, the faculty contract will be maintained through a sub-process of other business processes associated with making job changes. For example, processing a Change Job will initiate the Maintain Employee Contract sub-process. However, if a change needs to be made independent of other job changes or if an incorrect contract needs to be corrected, departments can do so following the Maintain Professional Track Faculty Contracts W.I.G. For any Professional Track faculty member whose contract is expiring or has expired, one of the following three actions should be taken: - Add a new contract in Workday. Before adding, be sure to close and end any contracts that are expired.
- Move into an inactive position. Professional Track faculty may remain in inactive status for up to three years, and are easily moved back to active status without rehire.
- Terminate the appointment. If they return to employment after termination, they will have to be rehired in Workday.
Retired faculty members who have been on Modified Service, but are no longer, should be terminated in Workday. If they return to work later, they can be rehired. Review Maintain Professional Track Faculty Contracts Workday Instructional Guide (W.I.G.) on Box for additional information and instructions. Contract start and end datesContract start and end dates for Professional Track faculty depend on whether or not the faculty is 9-month or 12-month. For 9-month faculty, dates should follow the semesters, with the start date being either 9/1 or 1/16 and the end date being either 1/15 or 5/31. For 12-month faculty, the start date should be 9/1 and the end date should be 8/31. |
| Horizontal Navigation Bar Page |
|---|
| Contract termsThe guidelines below should be used for contract terms. Definitions: - Short term: One year or less. Also used for an assignment beginning in the summer and ending no later than 8/31 of the following summer.
- Two years: Two years or less, but more than two years.
- Three years: Three years or less, but more than two years.
- Two years rolling: A two-year contract term extended by one year each year, rather than the assignment of a new contract term after the previous term has ended.
- Three years rolling: A three-year contract extended by one year each year, rather than the assignment after a new contract term after the previous term has ended.
Multi-year contracts were designed to recognize extended and exemplary service to the instructional mission at UT Austin. Therefore, multi-year contracts can only be extended after six semesters or more in rank at UT Austin. Multiple year contracts should be at 50% time or greater for the full fixed period.
| Rank level | Titles | Minimum contract type | Maximum contract type |
|---|
| Entry | Lecturer Clinical Assistant Professor Assistant Professor of Instruction Assistant Professor of Practice | Short term | 3-year fixed or rolling (following an initial review period) | | Mid | Senior Lecturer Clinical Associate Professor Associate Professor of Instruction Associate Professor of Practice | 2-year fixed or rolling | 3-year fixed or rolling | | Highest | Distinguished Senior Lecturer Clinical Professor Professor of Instruction Professor of Practice | 3-year fixed or rolling | 3-year fixed or rolling |
|
| Horizontal Navigation Bar Page |
|---|
| RenewContinue with no break in service for rolling contracts or expiring fixed contracts. Changes to compensation or scheduled weekly hours (SWH) may be needed. The summer period does not constitute a break in service. Faculty working in the Spring semester will remain active through 8/31. See Renew Non-Tenure Track Faculty W.I.G. Note that for retired faculty, the contract reason should always be "Modified Service". When an Professional Track faculty member's contract ends, and they will teach the subsequent semester, follow the relevant instructions below: a) Renewals with a change in Scheduled Weekly HoursDepartments should use the Change Job process to renew Professional Track faculty if the renewal includes a change to their scheduled weekly hours. When processing faculty renewals, a signed offer letter is required to be uploaded to the Change Job BP. See the W.I.G. on Renewing Non-Tenure Track Faculty for more information.
After departments have submitted the Change Job, the Maintain Employee Contract task should appear in the initiator's Inbox. See the Maintain Non-Tenure Track Faculty Contracts W.I.G. for more information. ORb) Renewals without a change in Scheduled Weekly HoursFor renewals that do not have a change to scheduled weekly hours, departments should use the Add Contract process to add a new contract for the faculty member. Before adding a new contract, be sure to close and end any contracts that are expired via the Edit Contract BP in Workday. When processing the new contract, a signed offer letter is required to be uploaded to the Add Contract BP. For instructions on how to add a contract for a faculty member, see the Maintain Non-Tenure Track Faculty Contracts W.I.G. |
| Horizontal Navigation Bar Page |
|---|
| InactivateThe inactivation process is used when the faculty's current contract is ending and they will no longer be actively employed, i.e. there will be a break in service. Faculty should be inactivated instead of terminated when there is the potential of reactivation at a later date after the break in service. An inactivated Professional Track faculty member remains on “roster” and is eligible for reactivation for up to three academic years from the date of inactivation. After three inactive years, they will be automatically terminated. To inactivate, use the Change Job process to change a faculty member’s job profile to inactive job (F-INA Faculty Not Active) and reduce the scheduled weekly hours to 0 to ensure that pay is discontinued. See Inactivate Non-Tenure Track Faculty W.I.G. for more information. SummerFor nine-month professional track faculty working 9/1-5/31, summer inactivation is not necessary.
Inactivations should only be effective September 1 (for fall or AY), or 1/16 (for spring). If faculty member is returning in the fall, then reactivation/renewal can be included in the NTT Renew/Reactivate/Inactivate EIB upload.
For more information, see page 5 of the Manage NTT Faculty W.P.O. Privileges for inactive facultySee Privileges Available for Nonemployees and Inactive Faculty. |
| Horizontal Navigation Bar Page |
|---|
| ReactivateThe reactivation process is used to resume active employment for Professional Track faculty after a break in service of less than three years, for example, a faculty who was inactive in the spring semester but will be actively employed in the fall. See Reactivate Non-Tenure Track Faculty W.I.G. To reactivate, use the Change Job process to change a faculty member’s job profile from inactive (F-INA Faculty Not Active) back to their previously held job profile and update the scheduled weekly hours. When processing faculty reactivations, a signed offer letter is required to be uploaded to the Change Job business process. See the W.I.G. on Reactivating Non-Tenure Track Faculty for more information. After departments have submitted the Change Job, the Maintain Employee Contract task should appear in the initiator's Inbox. See the W.I.G. on Maintaining Non-Tenure Track Faculty Contracts for more information. Note that for retired faculty, the contract reason should always be "Modified Service". |
| Horizontal Navigation Bar Page |
|---|
| TerminateIt is common for Professional Track faculty to have a break in service between semesters. However, if a Professional Track faculty member is inactive for at least three years, their appointment will be automatically terminated by the eBITS team. A terminated faculty member is not eligible for reactivation - instead, a new appointment must be processed via PAR in order to rehire.
For terminated faculty who are being rehired via PAR, some PAR packet supplementary documentation may not need to be reproduced, depending on the length of time that has passed since their original PAR was processed. See COE: PAR Instructions, tab "Overview", item "When is a PAR needed?" for details. For Professional Track faculty whose contracts are not being renewed and will not be renewed in the future, a termination should be processed, effective the last day the faculty member worked. See Terminate Faculty Workday Process Overview and Termination - Academic W.I.G. for more information. Retired faculty members who have been on Modified Service, but are no longer, should be terminated in Workday. If they return to work later, they can be rehired. See COE: Retirement - Faculty, tab "Modified Service" for more information. Note that inactive employees retain access to Workday for two years after Termination Date - see Duration of Worker Access to Workday. |
|
