Faculty Forms

New/rehire faculty, new benefits eligible faculty, and new/rehire teaching assistants should be added to the 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)

New Employee Notices | Important notices for new employees required by law.

• 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.
• PeopleAdmin - Program Faculty Packet Checklist | Used to assist supervisors in collecting required paperwork for program faculty hired through the Applicant Tracking System.

GTA/DTA Packet Checklist | Used to assist supervisors in collecting required paperwork for graduate/doctoral teaching assistants.

Appropriate Checklists for the following rehires: Graduate/Doctorate Assistants: Instructional, Research and Non-Exempt.

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.

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.

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.

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.

Per Course Faculty Contract | Used for all per course appointments, both initial and subsequent. Per Course faculty are limited to teaching two 3-4 hour classes per semester. The only exception is the addition of one University Seminar (US1100) class section to those two classes per semester.

• Contract Conditions FY25 | To be used for faculty who require special conditions of employment.
• Contract Conditions FY26 | To be used for faculty who require special conditions of employment.

Faculty Salary Calculator

Authorization for Employee Moving Allowances | Used to obtain authorization for payment of an employee moving allowance.  UPPS 03.01.22

Graduate Teaching Appointment Employment Application | Application for employment for graduate appointments.

Background Check Request or Background Check Batch Request | Used to obtain applicant approval for the faculty background check.  Required for all new/rehired GTA/DTA faculty. AA/PPS 04.01.10

Completed request should be sent to talent@txstate.edu.

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

Approved Tests of English Proficiency

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

Faculty Telephone Reference Check | Used to complete telephone reference check for faculty selected for hire.

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).

Parchment Guide for Electronic Transcripts | Used by faculty to ensure electronic transcripts requested via Parchment are sent directly to Faculty and Academic Resources.

Postdoctoral Scholar Export Control Screening Request | Used to obtain export control screening for postdoctoral scholar.

Request for Approval of Visiting Scholar and Export Control Screening | Used to requests authorization to enter into an agreement with a Visiting Scholar.

AA/PPS No. 02.03.30  Faculty Authored Teaching and Instructional Material

Authorization to Prescribe Materials Authored by Faculty Members of Texas State for Class Use | Used to request authorization to prescribe materials authored by faculty members of Texas State for class use. 

AA/PPS No. 04.02.32 Faculty Grievance Policy

Faculty Grievance Form | Used by faculty to file a grievance. 

UPPS No. 02.02.04, Faculty Incentive Compensation for Externally-Funded Sponsored Programs

During the fall and spring semesters, the university implements two types of incentive programs: 1) research incentive with instructional workload buyout and 2) research incentive with no workload adjustment.  

Instructional Workload Buyout | Used by faculty to secure instructional workload buyout incentives.

No Workload Adjustment | Used by faculty to secure no workload adjustment incentives.

New Position Data Form | Used to create a new positions in SAP (Graduate Students, Faculty, NSNRs, and Student Workers).

Faculty PCR Document Naming Convention | All support documents must be attached electronically to the E-PCR, using the correct naming convention.

Faculty and Graduate Student Employee Personal Data Form | To be used at time of onboarding for the purpose of submitting employees personal data.

I-9 Completion and E-Verify Validation | Link to HireRight to initiate Form I-9.

I-9 List of Acceptable Documents | Documents a new employee must provide to prove eligibility to work in the United States.

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.

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".

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.

• Salary Spread Simulation Tool - this tool allows you to estimate the impact to gross take-home pay if you choose to elect salary spread. 

Election for Online W-2 Form | Used to elect to receive the w-2 electronically.

Stipend Request 

Personal Data and Address Change Form | Request an update to employee name or address.

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

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.

https://sacscoc.org/app/uploads/2019/07/faculty-credentials.pdf

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. 

AA/PPS No. 04.01.25 Academic Program Coordination

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.

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

Change Form: Faculty Development Leave Change Form

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.

Notice of Resignation for Faculty form

Retirement Notification Form

Salaried Employee Departmental Checklist for Separating Employees | Submit this form to Human Resources for all separating staff, faculty and graduate students paid monthly.

AA/PPS 04.02.31, Faculty Access to Academic Personnel Files, describes the procedures for faculty to review their academic personnel files. After completing a review, the Faculty Academic Personnel File Review Form is signed by the faculty member and maintained by the office that provided the file.