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Handbook of Operating Procedures
Chapter 2 - Faculty and Academics
Previous Publication Date: August 1, 2023
Publication Date: February 12, 2024
Policy Reviewed Date: February 12, 2024
Policy Owner: VP for Academic Affairs


2.41 Chairs, Professorships, and Faculty Fellowships


I. POLICY STATEMENT


This policy supports UTSA’s mission to build a highly qualified and diverse faculty in support of academic excellence.


II. RATIONALE


This policy ensures that UTSA’s procedures regarding the appointment, evaluation and reappointment of faculty to academic positions are consistent with the Regents’ Rules and Regulations (Series 60202, Section 1). In addition, this policy ensures that UTSA’s procedures regarding the appointment, evaluation and reappointment of faculty to university-funded positions are consistent with university guidelines.


III. SCOPE


This policy applies to the appointment, evaluation, and reappointment of faculty to endowed and university-funded positions (Endowed and university-funded Chair, Professorship, and Faculty Fellowship) as well as the budgetary processes associated with such positions.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter2/2.41.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


  1. University of Texas System Policies or the Board of Regents' Rules & Regulations
    1. UT System Board of Regent’s Rule 60202 Endowed Academic Positions, Endowed Student Support and Other Endowments 
  2. UTSA HOP Policies
    1. HOP policy 2.05, Faculty Appointments, Salaries, Payment Plans, Distribution of Checks
    2. HOP policy 2.22, Comprehensive Periodic Evaluation of Tenured Faculty
    3. HOP policy 2.23, Faculty Compensation for Additional Duties and Salary Adjustments
  3. Other Policies and Standards
    1. Qualifications and Evaluation Criteria for Chairs, Professorships and Fellowships
    2. Guidelines for Appointments and Evaluations of Endowed and University-Funded Academic Positions

VI. CONTACTS


If you have any questions about HOP 2.41, Chairs, Professorships, and Faculty Fellowships, contact the following office:

Academic Affairs
210-458-4110


VII. DEFINITIONS


UTSA has created endowed and university-funded chairs, professorships and faculty fellowships as part of its continuing commitment to foster excellence in research and scholarly activity. Endowed and university-funded chairs, professors and faculty fellows are dedicated to promoting an intellectual environment that encourages the conduct of scholarship and teaching among faculty. They will consist of faculty who are accomplished scholars and have a commitment to improving research and teaching at UTSA.

  1. Chair:
    1. The holder of a chair should be considered as receiving one of the highest honors that can be bestowed on a faculty member. The highest level of performance, and national and international recognition of the performance, are inherent guidelines for appointment of a chair holder.  The chair position may be renewable or non-renewable.
  2. Professorship:
    1. The holder of a professorship should be considered as receiving a high honor, as well as recognition of consistently outstanding performance and ability. The professorship may be renewable or non-renewable.
  3. Faculty Fellowship:
    1. Faculty fellowships will be used to provide temporary support (generally not to exceed one academic year) of distinguished scholars.  The holder of the faculty fellowship may be renewable or non-renewable.
  4. University-Funded Honorific Awards:
    1. University-Funded honorific awards are those positions or titles created for faculty nominated and selected by the President, Provost or their Dean for a period of time.  The award will provide an honorific title in addition to their faculty title as found in HOP 2.02.  These honorific awards are given to faculty who are accomplished scholars and have a commitment to advance the mission of UTSA.

VIII. RESPONSIBILITIES


  1. President
    1. Makes final decision regarding an appointment to an endowed or university-funded position and forwards the recommendation to the UT System, if applicable, and in accordance with Regents’ Rules (Series 60202, Section 2).
  2. Provost and Senior Vice President for Academic Affairs
    1. Recommends appointment to the president of a faculty member to an endowed or university-funded position on the basis of the recommendation of and the concurrence of the appropriate chair/school director and dean.
    2. Consults with appropriate dean to develop a plan to fill a vacated position.
    3. Reviews and approves Expenditure Plans submitted by deans holding endowed or university-funded positions.
    4. Oversees comprehensive review process and makes final decision on all renewals.
    5. Participates in year-end annual endowment compliance review with the Endowment Services Office on endowed positions. 
    6. Submits annual report through the Executive Vice Chancellor regarding appointments to endowed academic positions.
  3. Vice President for Advancement and Alumni Engagement
    1. Receives approved copies of endowment Expenditure Plans from the colleges.
    2. Conducts year-end annual endowment compliance reviews with each college and Provost and Senior Vice President for Academic Affairs on endowed positions.
  4. Dean
    1. Recommends candidates for appointment to endowed and university-funded positions to the provost and senior vice president for academic affairs.
    2. Reviews evaluations conducted by the department chair /school director of the Annual Performance Appraisal Report submitted by faculty in endowed and university-funded positions in relation to their initial three-year and subsequent six-year plans.
    3. As part of the Comprehensive Review Process, reviews and recommends the reappointment of an incumbent in an endowed or university-funded position to the provost.
    4. Reviews and approves the Expenditure Plan for faculty in endowed and university-funded positions. Deans who hold these positions are reviewed by the Provost and Senior Vice President for Academic Affairs. Forwards Expenditure Plans for endowed positions to the Vice President for Advancement and Alumni Engagement.
    5. Participates in year-end annual endowment compliance review with the Endowment Services Office on endowed positions.
  5. Department Chair/School Director
    1. May recommend candidates for appointment to endowed or university-funded positions to the dean
    2. As part of Annual Faculty Performance Appraisal process, evaluates accomplishments of faculty in endowed or university-funded positions in relation to three-year and six-year comprehensive plans and forwards the evaluations to the dean.
    3. Reviews and approves Expenditure Plans submitted by faculty in endowed or university-funded positions. Department Chairs/School Directors who hold these positions are reviewed by the dean. Forwards the plan to the dean.
    4. As part of the Comprehensive Review Process, reviews and recommends the reappointment of an incumbent in an endowed or university-funded position to the dean.
  6. Chairs and Professors
    1. Endowed holders must complete mandatory university endowment compliance training upon appointment to the position and subsequent compliance training will follow University Endowment Compliance guidelines thereafter.
    2. Develops a three-year plan with explicit expectations with short-term and long-term goals and submits it for approval to the department chair/school director, dean or provost, as appropriate.
    3. Submits an annual Expenditure Plan to the department chair/school director (or next higher level of approval, as appropriate). 
    4. Submits an Annual Report of activities as part of the Annual Faculty Performance Appraisal process.
    5. In the third year of the appointment, submits a comprehensive report related to the three-year plan to the department chair/school director (or next higher level of approval, as appropriate) for review.
    6. If reappointed for a subsequent six years, develops a six-year plan with explicit short-term and long-term goals and submits it for approval to the department chair/school director, dean or provost, as appropriate.
    7. In the last year of the appointment, submits a comprehensive report related to the six-year plan to the department chair/school director (or next higher level of approval, as appropriate) for a review and recommendation concerning reappointment.
  7. Faculty Fellow
    1. Endowed holders must complete mandatory university endowment compliance training upon appointment to the position and subsequent compliance training will follow University Endowment Compliance guidelines thereafter.
    2. Develops a one-year plan with explicit expectations regarding what is to be accomplished during that year.
    3. Submits an Annual Report of activities as part of the Annual Faculty Performance Appraisal Process.
    4. Each year appointed to the fellowship, submits a comprehensive report related to the one-year plan to the department chair/school director (or next higher level of approval, as appropriate) for a review and recommendation concerning reappointment.

IX. PROCEDURES


  1. Initial Appointment
    1. The President seeks approval on initial appointments, if applicable and  in accordance with the Regents’ Rules and Regulations (Series 60202, Section 2), to the appropriate Executive Vice Chancellor.
      1. All appointments to chairs and professorships shall be renewable term appointments, excluding those that explicitly state otherwise. The initial appointment shall be for a period of three years; subsequent appointments shall be for a period of six years, unless otherwise stated as part of the renewal decision.
      2. Faculty fellowships are one-year appointments and are reviewed annually. The fellowship may be renewable or non-renewable.
      3. For the initial appointments, the department chair/school director and/or dean may make a recommendation to the provost and senior vice president for academic affairs and/or president. The provost and senior vice president for academic affairs will make a recommendation to the president. The president makes the final decision and forwards the recommendation for approval of the initial appointment to the UT System in accordance with the Regents’ Rules and Regulations (Series 60202, Section 2).
      4. The provost and senior vice president for academic affairs, with the approval of the president, may authorize a college to limit the number of terms that an individual may hold an endowed or university-funded position.
      5. Appointment to an endowed or university-funded position is separate from appointment to the faculty. A decision to award tenure to the current or prospective holder of an endowed or university-funded position affects only the regular faculty appointment; it does not imply a commitment for continuance in the endowed or university-funded position. The following general selection criteria will apply to the three categories, and they should be used in the selection process. Additional appointment criteria which also should be considered are academic and instructional impact. Specific examples are found in “Qualifications and Evaluation Criteria for Chairs, Professorships and Fellowships” listed in the Guidelines for Appointments and Evaluations of Endowed and University-Funded Academic Positions.
        1. Chair: The institutional expectation of unquestionable excellence in at least one of the two professional performance dimensions (research and teaching) must be met in addition to any specific selection criteria associated with a particular endowed or university-funded position. The appointment to a chair may recognize a current member of the faculty or it may be associated with recruitment of a new faculty member; but, in all appointments, excellence should be evidenced by several years of outstanding performance based on national and international standards.
        2. Professorship: The institutional expectation of a distinguished record of performance in one of the two professional performance dimensions must be met, in addition to any specific selection criteria associated with a particular endowed or university-funded position. The appointment to a professorship may recognize a current member of the faculty or it may be associated with recruitment of a new faculty member.
        3. Faculty Fellowship: Faculty fellowships will be used to provide temporary support (generally not to exceed one academic year) of distinguished scholars who are:
          1. In temporary residence at UTSA while participating in planned academic programs;
          2. Visiting scholars who are in temporary residence at the institution for special academic programs or purposes;
          3. UTSA faculty who have made unique contributions to academic life or to knowledge in their academic discipline; or who exhibit future promise in their intellectual field; or
          4. UTSA faculty of any rank, irrespective of tenure status, who have been selected for teaching excellence through procedures established by the institution.
      6. As a condition of appointment, all chairs and professors shall:
        1. Develop a three-year plan to include both short-term and long-term goals that details (1) how endowment or university funds will be expended in accordance with the original endowment (if applicable), the Regents’ Rules, and/or university guidelines and (2) projected activities and accomplishments for each year of the appointment cycle. The "Qualifications and Evaluation Criteria for Chairs, Professorships and Fellowships” on the Provost’s web site contains suggestions.
        2. Endowed holders must complete mandatory university endowment compliance training upon appointment to the position.  Subsequet compliance training will follow University Endowment Compliance guidelines.
      7. As a condition of appointment, all faculty fellows shall:
        1. Develop a one-year plan that details (1) how endowment or university funds will be expended in accordance with the original endowment (if applicable), the Regents’ Rules and/or university guidelines and (2) projected activities and accomplishments for the appointment cycle. The “Qualifications and Evaluation Criteria for Endowed Chairs, Professorships and Fellowships” on the Provost’s web site contains suggestions.
        2. Endowed holders must complete mandatory university endowment compliance training upon appointment to the position.  Upon renewal of the appointment to the endowment, compliance training will follow University Endowment Compliance guidelines.
      8. As soon as it is known that an endowed or university-funded position may become vacant, the academic dean will consult with the provost and senior vice president for academic affairs. Together, they will develop a plan to fill the position consistent with the intent of the donor and the mission of the university. Plan should be made known to Endowment Services.
  1. Annual Reviews, Comprehensive Reviews, and Reappointments

Specific examples for evaluation criteria are found in “Qualifications and Evaluation Criteria for Chairs, Professorships, and Fellowships” on the Provost’s website.

  1. Annual Review
    1. Professor or chair submits Annual Report as part of Annual Faculty Performance Appraisal process. The department chair/school director and dean review the report within the context of the three-year, and subsequent six-year (if applicable) plans developed as part of initial appointment. The provost and senior vice president for academic affairs reviews Annual Reports submitted by deans.
    2. Faculty fellow submits a comprehensive report related to the one-year plan developed in conjunction with appointment to the department chair/school director (or next higher level of approval, as appropriate) for review and recommendation regarding reappointment.
  2. Third Year Review
    1. A comprehensive review and recommendation concerning reappointment of the chair or professor will take place in the third year of the appointment and will be conducted by the appropriate department chair/school director, dean, and the provost and senior vice president for academic affairs. The dean and provost and senior vice president for academic affairs review an endowment or university-funded holder who is also a department chair/school director. If the appointment is held by a dean, the provost and senior vice president for academic affairs reviews and determines reappointment.
    2. The chair or professor submits materials for Third Year Review pertinent to the three-year plan developed during initial appointment and will include activities and accomplishments and a current curriculum vitae.
    3. If reappointed, the chair or professor will prepare an extended or modified plan to cover the subsequent appointment period. The incumbent will provide an electronic copy of the plan to the department chair/school director (or next higher level of approval, as appropriate).
    4. Subsequent appointments, if approved, are for six years, unless otherwise stated as part of the renewal decision.
  3. Sixth Year Review
    1. A comprehensive review and recommendation concerning reappointment of the chair or professor will take place in the last year of the appointment and will be conducted by the appropriate department chair/school director, dean and the provost and senior vice president for academic affairs. The dean and provost and senior vice president for academic affairs review an endowment or university-funded holder who is also a department chair/school director. If the appointment is held by a dean, the provost and senior vice president for academic affairs reviews and determines reappointment.
    2. Chair or professor submits a report to the department chair/school director (or next higher level of approval). The report shall consist of three parts:
      1. A report of activities/accomplishments in the preceding appointment period as related to the plan developed following the third-year review and reappointment.
      2. Current curriculum vitae.
      3. An extended or modified plan to cover the subsequent six-year appointment cycle if there is a reappointment.
    3. If reappointed, the chair or professor will prepare an extended or modified plan to cover the subsequent appointment period. The incumbent will provide an electronic copy of the plan to the department chair/school director (or next higher level of approval).
    4. Subsequent appointments, if approved, are for six years, unless otherwise stated as part of the renewal decision.
  1. Expenditure Process
    1. At the beginning of each academic year, the chair, professor or faculty fellow submits an annual Expenditure Plan (EP) through the department chair/school director (or next higher level of approval, as appropriate) for review and approval by the dean or provost and senior vice president for academic affairs, if the holder is a dean.
    2. At the discretion of the provost and the academic dean, distributions from the  assigned endowment may be used to supplement the incumbent’s salary in exceptional circumstances or where specified by statute or other recognized authority.
    3. Copies of all approved endowment expenditure plans will be provided to the Office of the Vice President for Advancement and Alumni Engagement.
  2. Fiscal Policies
    1. Endowment distributions should be prioritized to support the needs of the university, its students, and the holder. Where appropriate, the holder should focus on graduate education and support for the next generation of scholars. 
    2. Distributions for Chairs, Professorships and Fellowships (Endowed and University-Funded positions): Following Regent’s Rule 60202, section 5 and 6, UTSA will set the salary of the holder at a level commensurate with his or her record, experience, and position in the faculty.
    3. Subject to donor criteria and university guidelines, distributions from the endowment or university fund may be used for 1) a reasonable amount of salary support, up to 30% of the holder’s nine-month salary, for salary supplementation, and 2) for other professional support of the holder of the chair, professorship or fellowship, including assistance in the holder’s research program. Salary distribution greater than 30% may be considered in rare cases subject to the review by the provost and senior vice president for academic affairs and approval by the president..
    4. In consultation with the vice president for advancement and alumni engagement, pertinent college dean and the Endowment Services Offices, a minimal portion of the distribution may be authorized by the provost and senior vice president for academic affairs to be utilized to support strategic priorities, according to the purposes criteria of the endowment (for example, to enhance the start-up package to attract a highly valued new faculty, to re-invest some of the accumulated funds to further grow the endowment for future use, or to award one-time honorific fellowships for faculty). 
    5. When an incumbent leaves the position, the dean shall be responsible for notifying the provost and senior vice president for academic affairs.  Academic Affairs will coordinate with the appropriate offices to remove the signature authority for the endowment or university funds.  With the approval of the provost and senior vice president for academic affairs, and when appropriate, the endowment services will review and confirm written donor intent to expended funds from the endowment distributions if a position is vacant. Deans, with the approval of the provost and senior vice president for academic affairs, may use the funds to cover recruitment expenses related to filling the position, enhance the start-up package to attract highly valued faculty, or re-invest some of the accumulated funds to further grow the endowment.
  3. Maintenance of Records
    1. A list of all endowed and university-funded positions, including the purpose and any qualifications and restrictions designated by the donor or university, and their incumbents will be maintained by the Office of the Provost and Senior Vice President for Academic Affairs and the Vice President for Advancement and Alumni Engagement.
      1. All academic endowments and university-funded positions will be subject to periodic audit.
      2. The Handbook of Operating Procedures 2.41 shall be reviewed every three years by the Provost and Senior Vice President for Academic Affairs and the Vice President for Advancement and Alumni Engagement.
  1. Contingency Plans
    1. If at the time of the annual faculty review or during the comprehensive review for reappointment, an endowed chair, professor or faculty fellow, including university-funded positions, is not achieving either the expected short-term or long-term goals specified in IX Procedures A.1.6 and 1.7, the following will occur
      1. A substantial gap between goals and accomplishments during the annual faculty review process will require the development of a detailed plan describing how the gap will be narrowed during the next academic year. Significant gaps continuing over a two-year period may result in non-reappointment.
      2. A substantial gap between goals and accomplishments during the comprehensive review for reappointment may result in an additional review or a non-reappointment.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


None


XII. APPENDIX


None

XIII. Dates Approved/Amended


02-12-2024 (Non-substantive update)
08-01-2023
(Non-substantive update)
12-15-2020

12-20-2017
01-18-2016