Faculty Forms
Faculty and Academic Resources has compiled the following new hire forms and documents.
If you need additional assistance locating the appropriate form, please contact Faculty and Academic Resources at 512.245.2786 or by email at FacultyResources@txstate.edu.
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New Faculty Log and Required Notices
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New Faculty and GTA/DTA Logs
New/rehire faculty, new benefits eligible faculty, and new/rehire teaching assistants should be added to the New Faculty and GTA/DTA Logs as positions are accepted. The department/school administrative assistant can access the log through SharePoint.
(Note: Access has been provided to all Senior Admin and Admin III)
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Required Notices
New Employee Notices | Important notices for new employees required by law.
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Hiring Packet Checklists
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Graduate/Doctoral Teaching Assistant (GTA/DTA) Packet Checklist
GTA/DTA Packet Checklist | Used to assist supervisors in collecting required paperwork for graduate/doctoral teaching assistants.
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Graduate/Doctorate Assistant (Instructional, Research, and Non-Exempt) Packet Checklist
Graduate/Doctorate Assistant (Instructional, Research, and Non-Exempt) Packet Checklist | Used to assist supervisors in collecting required paperwork for all new graduate/doctoral assistants, with the exclusion of teaching assistants.
Appropriate Checklist for the following new Graduate/Doctorate Assistants: Instructional, Research and Non-Exempt.
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Nontenure Line Faculty Packet Checklist (hires outside PeopleAdmin)
Nontenure Line Faculty Packet Checklist | Used to assist supervisors in collecting required paperwork for nontenure line faculty (FTE appointments).
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PeopleAdmin - Faculty Packet Checklists
- PeopleAdmin - New Faculty Packet Checklist | Used to assist supervisors in collecting required paperwork for faculty hired through the Applicant Tracking System.
- PeopleAdmin - Rehired Faculty Packet Checklist | Used to assist supervisors in collecting required paperwork for faculty rehired through the Applicant Tracking System. This checklist should not be used if faculty member has been separated more than 10 years.
- PeopleAdmin - Converted Faculty Checklist | Used to assist supervisors in collecting required paperwork for current faculty moving to new Tenure Line Faculty or Nontenure Line Faculty position via the Applicant Tracking System.
- PeopleAdmin - Postdoctoral Scholar Packet Checklist | Used to assist supervisors in collecting required paperwork for postdoctoral scholars hired through the Applicant Tracking System.
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Per Course Faculty Packet Checklist
Per Course Faculty Packet Checklist | Used to assist supervisors in collecting required paperwork for per course faculty.
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Program Faculty Packet Checklist
Program Faculty Packet Checklist | Used to assist supervisors in collecting required new hire paperwork for new program faculty.
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Postdoctoral Scholar Packet Checklist
Postdoctoral Scholar Packet Checklist | Used to assist supervisors in collecting required paperwork for postdoctoral scholar associates.
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Rehire GTA/DTA Packet Checklist
Rehire GTA/DTA Packet Checklist | Used to assist supervisors in collecting required paperwork for rehired teaching assistants.
Note: According to the Texas State University Records Retention Schedule (RRS), our office purges nontenure line, per course, and teaching assistant faculty files after 10 years. The Rehire GTA/DTA Packet Checklist should not be used if returning teaching assistant has been separated longer than 10 years.
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Rehire Faculty Packet Checklist
Rehire Faculty Packet Checklist | Used to assist supervisors in collecting required paperwork for rehired faculty.
Note: According to the Texas State University Records Retention Schedule (RRS), our office purges nontenure line, per course, and teaching assistant faculty files after 10 years. The Rehire Faculty Packet Checklist should not be used if returning faculty member has been separated longer than 10 years.
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Rehire Graduate/Doctorate Assistant (Instructional, Research, and Non-Exempt) Packet Checklist
Rehire Graduate/Doctorate Assistant (Instructional, Research, and Non-Exempt) Packet Checklist | Used to assist supervisors in collecting required paperwork for rehired graduate/doctoral assistants, with the exclusion of teaching assistants.
Appropriate Checklist for the following rehires: Graduate/Doctorate Assistants: Instructional, Research and Non-Exempt.
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Contracting Forms and Conditions
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Contracting of Temporary Faculty
Contracting of Temporary Faculty | Used for initial and subsequent appointments for graduate and doctoral teaching assistants; continuing contracts for all faculty who are not tenured or on tenure track even if they are in the department budget; and subsequent phased retirement faculty appointments.
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Faculty Contract Offer Recommendation
Faculty Contract Offer Recommendation | Used for initial employment for new faculty members who are to be appointed on an FTE basis with a monthly salary rate; and when converting per course faculty to an appointment on an FTE basis.
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Per Course Faculty Contract
Per Course Faculty Contract | Used for all per course appointments, both initial and subsequent. Per Course faculty are limited to teaching 2 classes per semester.
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Contract Conditions
- Contract Conditions FY24 | To be used for faculty who require special conditions of employment.
- Contract Conditions FY25 | To be used for faculty who require special conditions of employment.
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New Faculty Hiring Forms
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Authorization for Employee Moving Allowances
Authorization for Employee Moving Allowances | Used to obtain authorization for payment of an employee moving allowance. UPPS 03.01.22
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Faculty Employment Application
Faculty Employment Application | Application for employment for faculty and graduate appointments.
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Faculty Criminal Background Consent Form
Faculty Criminal Background Consent Form | Used to obtain applicant approval for the faculty background check. Required for all new/rehired faculty. AA/PPS 04.01.10
This consent form contains confidential information and should be sent to Faculty and Academic Resources via TXST File Transfer - FAR Hiring Documents or campus mail.
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Employment Justification Form
Employment Justification Form | Used to demonstrate outstanding professional experience and contributions to the teaching discipline and may be presented in lieu of formal academic credentials.
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English Proficiency Form
English Proficiency Form | Used to report evidence of compliance with clear English standards. Required for all new faculty and teaching assistants. AA/PPS 04.01.11
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Texas State Vita
Texas State Vita and Texas State Vita (With Fine Arts Components) | Standardized Texas State Vita or Texas State Vita (With Fine Arts Components) format. AA/PPS 04.02.20
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Faculty Telephone Reference Check Form
Faculty Telephone Reference Check | Used to complete telephone reference check for faculty selected for hire.
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Transcript Guidelines
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Guidelines for Accepting Transcripts
Guidelines for Accepting Transcripts | Used to guide new faculty members through the process of requesting electronic transcripts and certified evaluation of foreign transcript and/or documents from foreign universities.
Transcripts and certified evaluations should be mailed to Texas State University, Faculty and Academic Resources, Attn: Beth Koen, 601 University Drive, San Marcos, TX 78666 or sent electronically to eak15@txstate.edu per the Guidelines for Accepting Transcripts.
Note: Official transcripts from all degree granting institutions must be submitted to comply with credentialing guidelines from the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).
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Export Control Forms
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Postdoc Export Control Screening
Postdoc Export Control Screening | Used to obtain export control screening for postdoctoral research associate.
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Request for Approval of Visiting Scholar and Export Control Screening
Request for Approval of Visiting Scholar and Export Control Screening | Used to requests authorization to enter into an agreement with a Visiting Scholar.
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Faculty-Authored Teaching and Instructional Material
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AAPPS 02.03.30 - Faculty-Authored Teaching and Instructional Material
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Request for Authorization to Prescribe Materials Authored by Faculty Members of Texas State for Class Use
Please note: saved progress is stored within the Dynamic Forms website. Please visit the website to access your form.
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Request to Convert Lecturer to Senior Lecturer
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Request to Convert Lecturer to Senior Lecturer
Request to Convert Lecturer to Senior Lecturer form
Please note: saved progress is stored within the Dynamic Forms website. Please visit the website to access your form.
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Electronic PCR
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New Position Data Form
New Position Data Form | Used to create a new positions in SAP outside of PeopleAdmin (Graduate Students, Faculty, NSNRs, and Student Workers).
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Faculty PCR Document Naming Convention
Faculty PCR Document Naming Convention | All support documents must be attached electronically to the E-PCR, using the correct naming convention.
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Faculty and Graduate Student Employee Personal Data Form
Faculty and Graduate Student Employee Personal Data Form | To be used at time of onboarding for the purpose of submitting employees personal data.
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I-9 Completion and E-Verify Validation
I-9 Completion and E-Verify Validation | Link to HireRight to initiate Form I-9.
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I-9 List of Acceptable Documents
I-9 List of Acceptable Documents | Documents a new employee must provide to prove eligibility to work in the United States.
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Graduate Student PCRs
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Graduate Assistant Eligibility Checklist for Processing Electronic PCRs
Graduate Assistant Eligibility Checklist for Processing Electronic PCRs | A guide for preparing and submitting PCR's for grad students.
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Graduate Student Insurance Enrollment Information
Graduate Student Insurance Enrollment Information | Notice to graduate students of insurance eligibility criteria.
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Graduate Student Insurance Eligibility Acknowledgement
Graduate Student Insurance Eligibility Acknowledgement | For graduate students to sign acknowledging notice of eligibility. Applicable for 50% FTE appointments.
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W-4 Tax Withholding Allowance
W-4 | IRS Form to authorize tax withholding. International faculty and staff must meet with Payroll Office to complete W-4.
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Selective Service Verification
Male hires between the ages of 18-25 are required to submit proof of Selective Service. Military Selective Service Act
- Go to http://www.sss.gov
- Locate the "Check A Registration" link
- Print a copy of the online verification of "Proof of Selective Service Registration"
Almost all men age 18-25 who are U.S. citizens or are immigrants living in the U.S. are required to be registered with Selective Service.
Men in the U.S. on student, visitor, or diplomatic visas and women are not required to register. For other exemptions please the Who Must Register chart.
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Payroll
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Direct Deposit Enrollment Instructions
Direct Deposit Enrollment | The Direct Deposit Enrollment form will be used by the Office of Payroll and Tax Compliance for in-person requests for enrollment, changes or to cancel direct deposit in the. Current employees can enroll in direct deposit via SAP Portal.
Current employees:
- Log into SAP Portal
- Click “My Personal Profile” in the Payroll-Benefits section
- Click the pencil icon to the right of "Main Bank" (on the right side of your name).
- Enter your routing and account number as follows:
- Bank Routing Number: Nine-digit number
- Account Type: 01 for Checking or 02 for Savings
- Account Number: Your bank account # (usually 10-12 digits)
- Payment Method: Change to "Bank Transfer (ACH PPD)
- Valid as of: Today
- Existing Account (for validation)
- DO NOT reenter account number, please read instructions below.
- New Enrollment: If you are not currently signed up for direct deposit, please delete the question marks and leave space empty.
- Changing Account Information: If you are updating to a new bank account, you must enter your old account number here.
- Save your information
- Click "Save" or "Save and Back". You should see a green box with a check mark stating, "Data saved successfully".
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Salary Spread Election Form
Salary Spread Election | Used for employees with a nine-month appointment that are eligible to spread their salary over the 12 month fiscal year. The election form must be signed before the first day of class for the fall semester.
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W-2 Electronic Election Form
Election for Online W-2 Form | Used to elect to receive the w-2 electronically.
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W-4 Tax Withholding Allowance Form
W-4 | IRS Form to authorize tax withholding. International faculty and staff must meet with Payroll Office to complete W-4.
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Per Course Faculty Stipend Request
Per Course Faculty Stipend Request | Used to request stipend for per course faculty.
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Personal Information Updates
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Personal Data and Address Change Form
Personal Data and Address Change Form | Request an update to employee name or address.
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Employee Self-Reporting
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Outside Employment and Activities
Dual employment documentation is required for any outside employment or activity. Outside Employment and Activities UPPS 04.04.06
Current employees:
- Log into SAP Portal
- Select “Other Self Service”
- Select "Self-Reporting for Outside Employment"
- Complete online form
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Report Relatives Working at Texas State
Nepotism and Related Employment UPPS 04.04.07
Current employees:
- Log into SAP Portal
- Select “Other Self Service”
- Select "Self-Reporting of Relatives"
- Complete your certification by
- Entering all relatives who work in your same division, including student workers; or
- Indicating you have none.
After your initial certification, you must report any changes as they occur.
Employees who hold the SAP security role of 'Department Head' have access to run a status report for employees in their department. Instructions for Department Head Report of Relatives Reported by Employees.
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Faculty Qualifications and Employment Justification
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SACSCOC Faculty Credentials Guidelines
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Employment Justification Form
Employment Justification Form | Used to demonstrate outstanding professional experience and contributions to the teaching discipline and may be presented in lieu of formal academic credentials.
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Academic Program Coordinators
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AA/PPS No. 04.01.25
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Academic Program Coordinator Appointment Form
Academic Program Coordinator Appointment Form | For each degree program, the academically qualified faculty member responsible for ensuring that each program contains essential curricular components, has appropriate content and pedagogy, maintains currency in the field, and reflects decisions of the faculty affiliated with the degree program.
Please note: saved progress is stored within the Dynamic Forms website. Please visit the website to access your form.
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Faculty Opportunities
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Faculty Fellowship Opportunities
Planning Tool: Faculty Fellowship Opportunities | Each faculty member considering a fellowship is required to utilize this planning tool and discuss the opportunity with the department chair/school director before submitting an application. AA/PPS 04.01.32
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Faculty Development Leave
Faculty Development Leave | Enables tenured faculty members to accomplish work not possible at the home institution or concurrent with normal duties. The Texas Legislature established a program of faculty development leave "to improve further the higher education available to the [students] at the state-supported colleges and universities and to establish this program of faculty development leaves as part of the plan of compensation for the faculty of these colleges and universities." AA/PPS 04.02.02
Faculty Senate Program Information
Application: Faculty Requests portal
Final Report Form: Development Leave Final Report Form
Please note: saved progress is stored within the Dynamic Forms website. Please visit the website to access your form.
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Retirement/Resignation
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Notice of Resignation for Faculty
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Retirement Notification
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Salaried Employee Departmental Checklist for Separating Employees (paid monthly)
Salaried Employee Departmental Checklist for Separating Employees | Submit this form to Human Resources for all separating staff, faculty and graduate students paid monthly.
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Frequently Asked Questions
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How do I know which contract form to use?
Contract Offer Recommendation Form: The Contract Offer Recommendation Form is used for (1) initial employment for new faculty members who are to be appointed on an FTE basis with a monthly salary rate; and (2) when converting per course faculty to an appointment on an FTE basis. This form is never used for graduate or doctoral students or per course faculty.
Contracting of Temporary Faculty Form: The Contracting of Temporary Faculty Form is used for (1) initial and subsequent appointments for graduate and doctoral teaching assistants, (2) continuing contracts for all faculty who are not tenured or on tenure track even if they are in the department budget; and (3) subsequent phased retirement faculty appointments.
Per Course Faculty Contracting Form: The Per Course Faculty Contracting Form is used for all per course appointments, both initial and subsequent. Per Course faculty are limited to teaching 2 classes per semester. -
What is the difference between a percent faculty appointment and a per course faculty appointment?
Percent faculty are required to meet classes, hold regular office hours, and participate in committee, research/service, and scholarly activities in accordance with departmental guidelines based upon the percentage of the appointment.
Per course faculty are required to meet classes and hold regular office hours. -
When is the title of Program Faculty appropriate?
Program Faculty: The title of Program Faculty is appropriate 1) when the faculty member is performing duties other than regular teaching duties, or 2) when an employee is hired for a specific duty and is not the teacher of record but must have faculty credentials to fill the position. Those appointed as Program Faculty do not receive contracts because they are not teachers of record.
Program Faculty can be appointed in paid or non-paid positions. The department chair determines the appropriate type of appointment. Regardless of the type of position (paid or non-paid), a current vitae and the original transcript of the highest degree conferred must be included in the hiring packet for all individuals appointed as Program Faculty. This policy has been implemented in order for us to verify credentials and to comply with SACSCOC requirements.
Questions regarding Program Faculty appointments should be addressed to Brendan Scott at 5-8378 or bs1123. -
Are official transcripts required?
Yes. The Southern Association of Colleges and Schools Commission on Colleges Principles of Accreditation specifically states that we must keep on file, for all teachers of record, documentation of academic preparation. Official transcripts from all degree granting institutions are required to complete a faculty member’s hiring packet. (Guidelines for Accepting Transcripts)
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What approval is necessary when full-time staff teach classes?
Staff may teach one (1) regular class per each long semester on campus during normal working hours with supervisory approval as well as concurrence from the divisional vice president. Staff may not be compensated for teaching this class, unless the employee uses vacation, compensatory time or flex time to cover the teaching hours or the supervisor modifies the employee's work schedule around the hours spent teaching. In addition to the three-hour or four-hour class noted above, an exempt staff member may also teach one one-hour section of University Seminar subject to the same schedule adjustment provisions. Account manager approval and written documentation as to how work hours are to be made up must be submitted with the contracting documents and PCR. Refer to UPPS 04.04.11 for additional information.
Staff who teach are required to provide to the department all documents needed for a faculty hiring packet.