University of Houston-Victoria



5.1  Hiring  (Also see "Policies and Procedures")
5.1.1.  Part-Time
  • Consult available pool of qualified applicants.
  • See current pay scale.
  • School completes letter of appointment and PAR.
  • Do not hire for more than 2 courses (6 credits) per semester without consulting with the Provost (part-time normally means no more than .4 teaching load).
  • Courses (3 credits) taught part-time count as .2 FTE for the semester.
  • Load of .5 or more than 4.5 months makes employees eligible for benefits.
  • Remind new part-time hires of need to complete I-9 and have official transcripts on file.
 As needed 
5.1.2.  Full-Time
The Dean proposes new or replacement faculty positions to the Provost, following consultation with the school's faculty.  The Dean completes a Position Request Form, indicating field, rank, salary range, and effective date.

If the position is approved by the Provost on the advice of the Academic Council,
  • The Dean appoints a search committee, including at least three members, one of whom is to hold an appointment in a school other than that in which the search is located.
  • A draft description of the position is given to the chair of the search committee.
  • The chair of the search committee meets with the Director, Human Resources/Affirmative Action (Dir HR/AA) to review search guidelines.  Guidelines include the provision of stated criteria for evaluating applicants and of common interview questions. See Appendix F. The search committee will provide the ranking and screening procedures to the Director of HR prior to screening applications.  Interview questions will be provided to the Director of HR prior to the interview process.
  • With the advice of the search committee, the Dean writes an advertisement for the position.  The Provost and the Dir HR/AA approve the ad.  The Dir HR/AA then places the ad in the publications agreed upon by the Provost and Dean, and will forward a copy of the ad to the chair of the search committee.
  • On receipt of applications the Human Resources offices dates the applications (keeps envelopes) and forwards the Voluntary Affirmative Action Information survey to candidates.  The HR office also sends a letter acknowledging receipt of the application, requesting any materials omitted, and including any additional information specified by the search committee.  Applications, along with copies of the acknowledgment letters, are forwarded to the school secretary.  The school secretary prepares a file for each applicant and maintains it for the search committee.
  • Applications completed by closing date or commencement of screening are evaluated and ranked by committee members.  Written evaluations of all candidates are kept and filed with the Affirmative Action office on appropriate forms after completion of the search process.
  • The committee determines a short list of potential candidates to be interviewed.
  • References are checked prior to setting up interviews.
  • The committee recommends names of 2-5 candidates for interviews to the Dean.
  • The School Dean communicates to the Provost the number of candidates proposed for campus interviews. Campus interviews should be limited to three or fewer, unless the candidates interviewed should be unacceptable or should turns down the offer.
  • The Dean invites candidates and sets dates for visits.
  • The Dean with the help of the school secretary plans the visit.
  • After all visits, the committee recommends a ranking of candidates to the Dean.  The Dean recommends to the Provost.
  • The School Dean is then authorized to extend an offer by telephone.
  • The School Dean notifies the Provost office in writing if a candidate accepts an offer in order for an appointment letter to be prepared.  The Dean should refer to Checklist for Offer of Faculty Employment.
  • School completes the PAR.
  • The Human Resources office sends letters notifying other candidates that the position has been filled.
  • All Affirmative Action forms are completed by the search committee chair and approved by the Dir HR/AA.

As needed

5.2  Evaluation
      5.2.1.  Full-Time
  • See policies and procedures in Faculty Manual.  Establish and communicate evaluation procedures in the school, including how evaluation ratings relate to merit increments and how materials are to be provided and handled.
 January and 
  • Provide each member with written evaluation and merit percentage.  (Merit information should be held till president indicates it can be released.)
February and
  • Provide opportunity for consultation or schedule a conference with individual members.
  February and 
  • First- and second-year faculty should receive timely feedback in keeping with renewal deadlines (see below).

  • Substantiate that faculty members have received the evaluation--e.g., by requiring that the member sign the evaluation, by sending it registered mail or hand delivery, or by notice to all that the evaluations have been distributed--in sealed envelopes--to their boxes.

  • Submit the original copy of each faculty member's evaluation to the Provost office.  Date and sign each evaluation.
  • Submit a dated and signed Summary Report to the Provost office once faculty evaluations are completed (see Annual Evaluation and Pay Increase).
Early April
(This is needed for P&T 
Committee to do Post-Tenure review.)
  • Note that the summary reports will be shared with the P&T committee for post-tenure purposes.

  • See below for method of calculating merit raises.

      5.2.2.  Part-Time
  • See policies and procedure in Faculty Manual.  (Part-time faculty are evaluated only on their teaching effectiveness.)
 As appropriate   and prior to rehiring
      5.2.3  Deans
  • For faculty responsibilities:  submit to Provost student evaluation average for each course taught.
  • For administrative responsibilities:  Provost conducts evaluation, which includes participation of faculty and possibly peer administrators.
Early Spring
5.3  Resignation/Retirement
  • Faculty members who wish to resign or retire should inform the Dean of their plans as early as possible.  When their plans are definite, they should address a letter to the Provost or Dean.  All terminating employees should complete exit procedures through Human Resources to ensure proper handling of final check, benefits, etc., as well as return of keys or other university property.  Deans/secretaries should ensure that Information Technology is aware of when the member will be vacating his/her office.
5.4  Renewal/Non-Renewal Notices for Tenure-Track Faculty
          (See following  chart)

      5.4.1.  1st-year Faculty    By Feb 15 to Provost
 By Mar 1 to Member(s)
      5.4.2.  2nd-year Faculty    By Nov 30 to Provost
By Dec 15 to Member(s)
      5.4.3.  2nd-6th-year Faculty   By May 15 to Provost
By May 31 to Member(s)
5.5  Promotion and/or Tenure (See following chart)
      5.5.1  For consideration, along with supporting evidence, eligible faculty must                 apply. By August 1
      5.5.2  Dean contacts reviewer(s) and sends them the faculty vita and

By August 15

      5.5.3  The external reviewer(s) are due to the Dean.

By September 15

      5.5.4   Candidate may add supporting material unavailable at earlier states of

Until September 15

      5.5.5  Deans recommendation to the candidate.
                Deans recommendation to the Provost and committee.
By October 15
By October 31
      5.5.6  P&T Committee's recommendation to the candidate.
                P&T Committee's recommendation to the Provost.
By December 15
By January 31
      5.5.7  Provost's recommendation to the candidate.
                Provost's recommendation to the President.
By February 15
By February 28
      5.5.8  President's recommendation to the Board:
  •  See policies and procedures in Faculty Manual.
  •  Board of Regent's approval necessary.
By April 1
      5.5.9. Promotion to associate carries a 2% increase in salary exclusive of
               any other raise; for promotion to professor, the increase is 3%.

Effective:  January 1, 2007                     
5.6  Visiting or Temporary Full-Time Faculty:
  • Term expires with contract; non-renewal notice not necessary; visiting members must be rehired to be continued.
  • Those serving 9-month terms are eligible for same summer teaching rates as full-time tenure-track faculty for the summer following their appointment.
  • They are in all respects other than contract due the same rights and privileges as tenure-track faculty.

5.7  Faculty Personnel Files:
  • See "Policies and Procedures" under 10.2.

5.8  Summer Teaching:
  • Full-time faculty earn 1/12th of their 9-month salary per 3-credit course.
  • New faculty, tenure-track or not, should not be assigned summer teaching at 1/12th rate, unless June start has been established.  They may teach at part-time rates (summer is counted as following rather than preceding the 9-month academic year).
  • Overloads
    These should in no case exceed one per semester or summer and should not be assigned to a faculty member on a regular basis.
5.9  Tracking Process for Faculty Credentials
  • All correspondence to faculty members concerning requests for transcripts, etc., should be copied to the deans for their information.
  • The Deans will now notify HR when a faculty member completes his Ph.D., or when a faculty member has completed an additional degree or qualifying coursework.
  • New language will be added, requiring submission of all graduate transcripts, to appointment letters for both full-time and part-time faculty members. 
  • A HR spreadsheet that is maintained on all faculty members will be emailed, for review, to the Deans and Provost’s office by the 12th class day for the fall and spring semesters, and by the 4th class day for summer. 
5.10  Faculty on Modified Employment Contract

Office and Computer Support

Faculty members who have agreed to Voluntary Modification of Employment and who teach four courses or the assigned equivalent during the nine-months academic year may choose a shared office and computer ensemble with another faculty member or home office support at half the allowance provided to full-time faculty members who are home officed.  The computer equipment provided in either case is at the discretion of the academic school, so long as the equipment is within the existing inventory.  (In other words, this provision for office support applies when the assigned workload is very nearly half-time.  Note that total workload for faculty members on Modified Employment contracts should not amount to 50 percent of a full-time workload during the nine months or, if applicable, during the summer session.)


Faculty members on Modified Employment Contract who teach fewer than four courses or the assigned equivalent during the nine-month academic year may use common office areas set up for part-time and off-site faculty members and may be assigned limited computer equipment for home use at the discretion of the academic school.  However, no office is assigned and no stipends are provided for home officing.