Endowment Appointment Process for
The University of Texas School of Dentistry at Houston
December 20, 2011
The University of Texas Health Science Center at Houston Office of the Executive Vice President for Academic and Research Affairs (O-EVPARA) will facilitate the endowment appointment process from receipt of nomination letters from the schools, to the President ad interim for signature, and through the Request for Budget Change (RBC) and congratulatory letter process.
1. The Department Chair will collaborate with the Dean of the University of Texas School of Dentistry (UTSD) to nominate an individual for either a Faculty or Chair endowment.
2. The Department Chair should also consult with the UTSD Executive Director of Development to ensure that the individual who will be nominated meets the criteria set for the endowed position.
3. For nomination of a Faculty member:
a. The Department Chair writes a letter of nomination addressed to the UTSD Appointment, Promotion and Tenure Committee (FAPTC) once the determination has been made that the individual meets the criteria set forth for the position.
b. The Faculty Appointment, Promotion and Tenure Committee (FAPTC) reviews the candidate and supplies a memorandum/e-mail notice to the Dean and Department Chair to recommend/not recommend the candidate for appointment to the endowed position.
4. For nomination of a Department Chair:
a. Because a Chair may not write his/her own letter of nomination, the letter may come from the Dean, the Associate Dean for Professional Development and Faculty Affairs or the individual who is providing the endowment.
b. The Associate Deans Council will review the Department Chair’s CV and letter of nomination and make a recommendation to the Dean.
5. Once the Dean receives the review from either the UTSD FAPTC or the Associate Deans’ Council, the Dean prepares a nomination letter to the President ad interim.
a. The Dean signs the nomination letter and the candidate’s CV is attached.
b. Page Two of the nomination letter has two signature lines for the FAPTC Chair and the President ad interim. (NOTE: the EVPARA signature line is now omitted)
c. The Dean forwards the nomination letter packet to the O-EVPARA for submitting to the President ad interim for approval.
6. After signed by the President ad interim the nomination letter is returned to the O-EVPARA who notifies the school contact regarding preparation of the RBC and Personnel Action (PA) form.
7. The O-EVPARA sends an e-mail to the school contact attaching a PDF copy of the nomination letter packet signifying that all approvals have been obtained. The e-mail contains detailed instructions for preparing the RBC and PA. The Development Office (DO) is copied on this e-mail notice to advise that a holder has been identified.
8. The RBC will be prepared by the school and returned to the O-EVPARA. The PA will be prepared by the school and delivered to System Data Resources (SDR) for processing.
9. Once the RBC is received by the O-EVPARA, a congratulatory letter is prepared for the President ad interim to sign. The RBC and congratulatory letter are forwarded to the President ad interim. The President ad interim will signify his approval by signing both documents and returning them to the O-EVPARA.
10. The O-EVPARA scans the RBC and sends it by e-mail to SDR requesting notification that the congratulatory letter may be released from the O-EVPARA to the DO.
11. The DO meets with the new holder to present the congratulatory letter and provide information about the holder’s responsibilities.
Prepared by Ty Sponberg and Terrie Schade-Lugo 8-5-11
Edited by Paula O’Neill for SD processes 12-20-11