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Handbook of Operating Procedures
  • Policy Process

    • Handbook of Operating Procedures
    Chapter 2 - Faculty and Academics
    Previous Publication Date: September 10, 2020
    Publication Date: April 16, 2024
    Policy Reviewed Date: August 1, 2020
    Policy Owner: VP for Academic Affairs


    2.05 Faculty Appointments, Salaries, Payment Plans, Distribution of Checks

    I. POLICY STATEMENT

    The University of Texas at San Antonio (UTSA) is committed to building a highly qualified faculty in support of academic excellence. This policy ensures fair compensation for faculty contributions to the University mission and support of UTSA’s dedication to the advancement of knowledge through research and discovery, teaching and learning, community engagement, and public service.

    II. RATIONALE

    This policy defines the manner in which UTSA faculty may be appointed, paid and how the payments will be received. It also establishes the procedures to be followed in making these payments to faculty. The policy ensures that such payments are provided in a consistent and fair manner and mitigates risk.

    III. SCOPE

    This policy applies to all faculty

    IV. WEBSITE ADDRESS FOR THIS POLICY

    http://www.utsa.edu/hop/chapter2/2.05.html

    V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

    UTSA or UT System Policies or the Board of Regents' Rules & Regulations

    1. UTSA HOP policy 2.02, Faculty Appointments and Titles
    2. UTSA HOP policy 2.23, Faculty Compensation for Additional Duties and Salary Adjustments
    3. Texas Education Code Section 51.943
    4. Board of Regents Rule 31001, Faculty Appointments and Titles
    5. Board of Regents Rule 31002, Notice of Nonrenewal to Nontenured Faculty Members
    6. Board of Regents Rule 31007, Tenure

    VI. CONTACTS

    If you have any questions about HOP policy 2.05, Faculty Appointments Salaries, Payment Plans, Distribution of Checks, contact the following office:

    Provost and Senior Vice President for Academic Affairs
    210-458-4110

    VII. DEFINITIONS

    1. Memorandum of Appointment means an agreement between an institution of higher education and a faculty member that establishes the terms and conditions of the faculty member's employment, including the faculty member's salary for an academic year.
    2. "Faculty member" means a person who is employed full-time or part-time by an institution of higher education as a member of the faculty whose primary duties include teaching or research. The term does not include:
      1. a person employed in the classified personnel system of the institution or a person employed in a similar type of position if the institution does not have a classified personnel system;
      2. a person who holds faculty rank but who spends a majority of the person's time for the institution engaged in administrative or supervisory activities, including a chancellor, vice chancellor, president, vice president, provost, associate or assistant provost, dean, or associate or assistant dean.

    VIII. RESPONSIBILITIES

    1. Faculty
        1. Completes a Faculty Salary Allocation Agreement
        2. Completes a Direct Deposit Request

    2. Director or Department Chair
        1. Provides faculty member with a Memorandum of Appointment
    3. Human Resources
      1. Set-ups faculty salary allocation
      2. Distributes faculty salary checks

    IX. PROCEDURES

    1. Faculty Appointments
      1. All persons employed by The University of Texas at San Antonio (UTSA) as a member of the faculty shall be given one of the titles specified in Section 2.02 of the Handbook of Operating Procedures. Texas Education Code Section 51.943 states that faculty members who are to be reappointed for the next academic year shall be offered a written contract at least thirty (30) days prior to the beginning of the academic year. The terms and conditions of employment of all faculty members shall be embodied in a Memorandum of Appointment in accordance with Texas Education Code Section 51.943.  
      2. Reappointment of Faculty

        i. a. Decisions not to reappoint a tenured or non-tenured faculty member shall be made in accordance with Rules 31002, 31007 and 31008 of the Regents’ Rules and Regulations. 

        ii.

        a. In the event of decision not to reappoint a nontenured faculty memberin an academic rank specified in Rule 31007, Section 3 of the Regents’ Rules and Regulations written notice will be given to them not later than March 1 of the first academic year of probationary service if the appointment expires at the end of that academic year, or not later than December 15 of the second academic year of probationary service if the appointment expires at the end of that academic year. After two or more academic years, written notice shall be given not later than 30 days prior to the end of the then current academic year that the subsequent year will be the terminal academic year of appointment and a Memorandum of Appointment shall be provided to such faculty member in accordance with Texas Education Code Section 51.943. The notice required by this Subsection is not applicable where termination of employment is for good cause under Rule 31008, Section 1 of the Regents’ Rules and Regulations.

        b.A faculty member serving a seven-year term appointment shall be given notice not later than 30 days prior to the end of the sixth academic year of such appointment period that the subsequent academic year will be the terminal year of employment or that, subject to the approval of the Board of Regents, at the conclusion of the subsequent academic year he or she will be reappointed to a seven-year term appointment. A Memorandum of Appointment shall be provided to such faculty member in accordance with Texas Education Code Section 51.943.

        c.  If UTSA is unable to offer a Memorandum of Appointment to a tenured faculty member or to a nontenured faculty member who is to be reappointed at least thirty (30) days prior to the beginning of the next academic year, written notification shall be given within such time stating the reason(s) for the inability and specifying the date that a Memorandum of Appointment will be offered as required under Board of Regents Rule 31002.

        Notwithstanding any provisions of Rule 31007, Section 5 of the Regents’ Rules and Regulations, or Sections 1 and 2 of this Rule to the contrary, no person shall be deemed to have been reappointed or to have been awarded tenure or a seven-year appointment because notice is not given or received by the time prescribed in Rule 31007, Section 5 of the Regents’ Rules and Regulations, or Sections 1 and 2 of this Rule or in the manner prescribed in Section 1 of Rule 31003 of the Regents’ Rules and Regulations. Should it occur that no notice is received by the time prescribed in Rule 31007, Section 5 of the Regents’ Rules and Regulations, or Sections 1 and 2 of this Rule, it is the duty of the faculty member concerned to make inquiry to determine the decision of the president of an institution, who shall without delay give the required notice to the faculty member.

      1. Appointment Period
      1. Academic-Year Appointment
        1. Tenured and tenure track and non-tenured non-tenure track faculty are normally appointed for the academic year September 1 through May 31, and may have a separate appointment for summer sessions.
        2. Such faculty members may also be appointed for either the Fall or Spring semester only. The Fall semester appointment is from September 1 through January 15. The Spring semester appointment is from January 16 through May 31.
        3. An employee may be compensated from a combination of teaching, research, administration, or other university accounts; he/she may not be appointed for more than 100% time.
      2. Summer Appintment
        1. An appointment for one summer session covers the period June 1 through July 15 or July 16 through August 31. An appointment for one ten-week summer term covers the period June 1 through August 31
    1. Faculty Salaries

    Guidelines for summer salary and other compensation are outlined in HOP 2.23 Faculty Compensation for Additional Duties and Salary Adjustments.

    1. Payment Plans for Faculty
      1. Faculty appointed for nine months may elect to be paid in twelve equal monthly payments. Faculty that do not make this election will have their insurance premiums for June, July, and August deducted from their May paycheck.
      2. A faculty member who wishes to receive his or her nine-month salary over twelve months in a given year must complete a Faculty Salary Allocation Agreement by September 1. This agreement is available in the Human Resources Office and the Human Resources Web page. Once the choice has been made, it will remain in effect until revoked by the individual, or until the faculty member's appointment status changes.
      3. Appointments may be from more than one account; however, salaries paid from grants (26 accounts) cannot be spread. After a salary allocation choice has been made, an appointment status change to a grant will result in automaticcancellation of the twelve month allocation, and the employee will be "paid up" and returned to a nine month status.
    2. Distribution of Checks
      1. Salary payments will be made once a month, and the salary checks of faculty who do not choose electronic direct deposit may be picked up at the department on the first working day of each month after 11:00 a.m.
      2. Each faculty member is urged to utilize direct deposit and have their paychecks electronically credited to their bank account. Direct Deposit Request forms are available in the Payroll Office.

     

    X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION

    None

    XI. FORMS AND TOOLS/ONLINE PROCESSES

    https://www.utsa.edu/financialaffairs/details.cfm?form_number=19
    https://www.utsa.edu/financialaffairs/details.cfm?form_number=13

    XII. APPENDIX

    XIII. Dates Approved/Amended

    04-16-2024
    09-10-2020
    10-31-2002