Forms & Guides

FRC and FAR Guidelines - FY27

Faculty Review Cycle and Faculty Action Request Guidelines

This document provides essential instructions for managing faculty actions, including opening a positions, salary adjustments, FTE changes, and administrative role updates. It outlines the primary pathways for these actions: 

• Faculty Review Cycle (FRC): The annual process for submitting standard faculty job changes and salary adjustments, with a firm submission deadline of May 14, 2026, at noon.

• Faculty Action Request (FAR): The process used for requesting new positions, filling vacancies, or making modifications that fall outside the standard annual cycle due to limited exceptions, such as retention offers or changes in grant effort.

The guidelines emphasize that all requests must be fully documented and approved by the Provost’s Office before any formal or informal offers are extended to faculty members

Faculty Action Request (FAR) Form - Positions

Requests to open a new position or fill a vacant or pending vacant position must follow the current Faculty Action Request (FAR) process.  A FAR form for positions must be submitted for all of the following faculty position actions, regardless of funding source or position/rank requested, including but not limited to: 

• new positions (must be completed and approved prior to posting the position)
• vacant positions (must be completed and approved prior to posting the position)
• fill & reclassify vacant positions (must be completed and approved prior to posting the position)
• 1. SEND FORM VIA EMAIL: Email fully completed forms with required support documentation to Keri-Trent@ouhsc.edu with copy to Marty-Walton@ouhsc.edu NOTE: Do not send to Provost Raskob or Vice Provost Raines
  2. The subject line for each email must read as follows – no deviations, please:

FAR – Position Number (if known or NEW if no #) – COLLEGE (3-digit abbrev) –

ex: FAR – 20012345 – PRV  or FAR – NEW - PRV

Name the attachment the same as the subject line – following the same format.

• 1. NOTE:  Because this process occurs PRIOR to approval for the position, colleges should not select candidates or make formal or informal offers prior to receipt of the FAR approval.  In rare cases where you may have a potential candidate for the position, a CV must be submitted with the FAR and the justification on your FAR form must include why you have a potential candidate for the position prior to the position being approved. 

Faculty Action Request (FAR) Form - Modifications

A Faculty Action Request form for modifications must be submitted for all faculty appointment modifications, regardless of funding source or position/rank, that are requested outside the Faculty Review Cycle and that meet the exception criteria listed in 2, excluding any faculty modifications that have a documented unique approval process, such as promotion and tenure cycle modifications, faculty award additional titles, and endowed chairs/professorship additional titles (to the extent they comply with the Faculty Handbook ).

1. SEND FORM VIA EMAIL: Email fully completed forms with required support documentation to Keri-Trent@ouhsc.edu with copy to Marty-Walton@ouhsc.edu   NOTE: Do not send to Provost Raskob or Vice Provost Raines

The subject line for each email must read as follows – no deviations, please:

FAR – Faculty Last Name – COLLEGE (3-digit abbrev)  ex: FAR – Walton – PRV 

If the last name is identical to another last name in the College, add the first name initial: PTFA – WaltonM – PRV; If the last name and the first name initial are identical to another last name and first initial in the College, add the middle initial): PTFA – WaltonMA – PRV

Name the attachment the same as the subject line – following the same format.

1. 1. NOTE:  Because this process is the approval process for any modifications, colleges should not make formal or informal offers of appointment change prior to receipt of the FAR approval.

FACULTY REVIEW CYCLE (FRC) FORM - FY27

FACULTY REVIEW CYCLE (FRC) PROCESS*

Faculty modifications (e.g., salary modifications, FTE changes, administrative role changes, and market/equity adjustment) may be submitted only through the annual faculty review cycle, with limited exceptions (see section 2a).  This applies to all regular and limited term faculty types. 

1. 1. TIME FRAME AND SUBMISSION PROCESS: 
      • The FRC form must be signed and submitted by the dean’s office to Keri-Trent@ou.edu with copy to Marty-Walton@ou.edu by May 14, 2026, at noon.  The packet and forms must be fully completed and include the required support documents or they will be returned.  Partial packets will NOT be accepted.  Avoid delays by double-checking your submission!
      • Include all requests for faculty job changes and salary adjustments to be effective for June 28, 2026.  Any modifications that you require to be effective prior to June 28, 2026, must be submitted through the normal FAR Modification process. 
      • The FRC is a planning activity. After departments receive Provost’s Office approval on the FRC form, they must then submit the appropriate ePAF forms in HR PeopleSoft near the appropriate effective dates, as outlined by Human Resources. Approval of the FRC Form is required for approval in HR PeopleSoft.  
      • If there are any changes between the FRC approval and the ePAF submission, please coordinate with Marty-Walton@ou.edu PRIOR to submitting the ePAF, as additional documentation or a FAR Mod may be required for review and approval. 
      • The Provost’s Office will review FRC forms in the order they are received. Submit as early as possible.
   2. VERIFY BEFORE SUBMITTAL: 
      • You are using the most current FRC form – Dated 3.16.26 (bottom left of form)
      • All applicable sections are completed
      • All applicable support documentation is completed (see Tips section)
      • The FRC form is signed by all necessary approvers

This form is used to open a new faculty position and to begin the recruitment process. Please contact the Institutional Equity Office for additional information regarding recruitment procedures to ensure compliance with University and Federal guidelines.

Note: Interfolio Position Posting Process Replaces - NOVP – Notice of Vacant Position Form.  Interfolio is required for all regular faculty positions, excluding dually employed faculty (at this time). It is currently optional for modified faculty positions.

• Notice of Vacant Position (PDF)

This form is submitted when the candidate has been selected at the conclusion of the new faculty recruitment process. Please contact the Institutional Equity Office to determine if procedures for a national search were satisfactorily followed before completing.

Note: Interfolio Candidate Selection Process Replaces National Search Summary (NSS) Form (formerly AAS form).  Interfolio is required for all faculty positions, excluding dually employed/appointed faculty not tied to project 150 (at this time). 

• National Search Summary (PDF)

For use to request faculty position numbers only.

• Faculty Position Number - Request Form (spreadsheet)

Equity Report Template - FY27

1. Should accompany any Faculty Action Request forms if not using an approved college compensation plan, benchmarking rate, or national salary survey or If the salary is above or under comp plan/benchmarking/salary survey rate.  The equity report should include like titled/ranked faculty within department/college/specialty to complete  (if none available use titled/ranked faculty at the unit up or provide information in FAR salary justification).  Verify you have completed ALL fields before submitting and remove template items.  Use the "notes" column to explain any equity issues or reasons a faculty member shouldn't be included in an equity review. Please ensure you fully complete the equity report with the following:  
2.  
3. Title: 

• "COLLEGE OF" Line:  make sure you list the applicable college. 

Employee Identification & Appointment

• E-ID: Enter the unique University employee identification number.
• LAST NAME: Provide the faculty member's last name.
• FIRST NAME: Provide the faculty member's first name.
• APPT TYPE: Specify if the faculty is Regular (Tenured, Tenure Track, or Consecutive Term) or Limited Term.
• RANK (TITLE): List the official faculty rank (e.g., Associate Professor, Clinical Assistant Professor).
• ADMIN TITLE(S) (IF APPLICABLE): List any administrative titles held
• DEPARTMENT: Identify the specific academic unit or department.

Experience & Service Metrics

• OUHC FTE: Enter the Full-Time Equivalency (e.g., 1.0 for full-time). 
• OU SERVICE YEARS: Calculate the total number of years the faculty member has been employed as a faculty member at OUHC.
• YEARS AT CURRENT RANK: State how long the faculty member has held their current rank to help justify seniority-based pay.

Salary Breakdown & Totals

• OUHC BASE SALARY (X1): Enter the current primary base salary amount.
• OUHC DEPARTMENT COMPONENT OF PAY (X2): List any specific departmental components of pay.
• OUHC ADMIN COMPONENT OF PAY (Y): This field must be completed for any faculty with administrative components of pay.
• OUHC TOTAL SALARY: Provide the sum of all salary components (X1 + X2 + Y).
• 1.0 FTE SALARY EQUIV (IF UNDER 1.0 FTE): For part-time faculty, calculate what their total salary would be if they were at 1.0 FTE to allow for an "apples-to-apples" comparison with peers.

Additional Context

• NOTES: Use this section for "oddities" or brief explanations regarding the salary data. If there are faculty that through off the equity explain why.  (i.e. on a clinical plan vs. research, different specialty within the department, etc.)  

Reminder: To avoid delays, ensure the form is legible and fully completed. The Provost’s Office will return the entire packet if supplemental pages like this report are missing or incomplete.

Faculty Change Memo Template - FY27

Draft Change Memo Template Items in Red are “modifiable”.  Please note the change memo is a base template and should be customized to include language to detail the change.  If you prefer to have your faculty member sign the change memo please email me for a revised template.

• Endowed Appointment Guidelines
• Request to Fill Memo Template - Memo to request an endowed appointment be filled from the Department Chair through the Dean to the Senior Vice President and Provost (must be signed by Chair and Dean)
• Endowed Appointment Memo  - Appointment letter to Faculty member outlining terms of endowed appointment
• Renewal Memo Template - Memo to request a renewal of an endowed appointment from the Department Chair through the Dean to the Senior Vice President and Provost (must be signed by Chair and Dean)

*Evening Meal rate increased to $100 effective 1/1/2024

The following attachments should be reviewed prior to submitting an executive approval request due to any HSC Food and Beverage expenses that are not in compliance with our policy, which is provided at the following link: Section 541 of the Administrative Policies on Food and Beverage.

Please note: Wine purchases should not exceed $125 per bottle. 

• Memorandum (PDF)
• OUHC Food and Beverage Exemption Request Form (PDF) (must accompany all requests)
• HELPFUL FORM CALCULATOR!

• TEACH Act and DCMA Information (PDF)

• Interfolio Faculty Search User Guide - Full (Administrator and Manager Roles) 
• Interfolio Faculty Search User Guide - Department Chair, Center Directors, and College Dean Roles 
• Interfolio Faculty Search User Guide - Search Committee Roles
• HR Faculty Posting Template
• HR Faculty Posting Template (2)
• Interfolio - Posting Template, Terminology, and Tips
• Interfolio COM users and roles