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Memos & Forms on Academic Procedures

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Faculty Recruiting Procedures

Form Name	Revised
Faculty Recruiting Website
Provost Faculty Hiring Memo (PDF)	17-18
Regular Faculty Recruiting Application (RFRA) (PDF)	17-18
College Recommendation Request for Faculty Offer Letter (Regular and Research Faculty and Instructors/Lecturers) (PDF)	17-18
Request for Permission to Recruit a Research Professor (PDF)	17-18
Best Practices for Faculty Search Committees	16-17
Faculty Start-up Procedures (PDF)	17-18

Faculty Compliance Issues

Form Name	Revised
Conflict of Interest Website
Reporting Conflicts of Interest Reporting Memo (DOCX)	16-17
Nepotism Memo (PDF)	15-16
Nepotism Waiver Form (PDF)	15-16
Password and Account Policy (PDF)	16-17
Acceptable Use (PDF)	16-17

Faculty Initiatives

Form Name	Revised
Faculty Dependent Care Travel Grant Program (PDF)	17-18
Sabbatical Application Memo (PDF)	17-18
Sabbatical Application Form (PDF)	17-18
Sabbatical Leave Report (DOC)	12-13
Sabbatical Report Example (PDF)	12-13

Faculty Evaluation

Form Name	Revised
Call for Tenure and Promotion: Committee Dossier Checklist and Forms (PDF)	17-18
Reference materials for the online Tenure and Promotion system
Need an individual form? Each form can be downloaded using this link
Annual Faculty Evaluation Memo (PDF)	17-18
Evaluation Form (PDF)	17-18
Progress Towards Tenure (PDF)	17-18
Suggested Template for Progress Towards Tenure (PDF)	14-15
Post Tenure Review Memo (PDF)	17-18
Sample Letter: Notification of Pending Post Tenure Review (PDF)	17-18
Post Tenure Review Checksheet (PDF)	17-18
Post Tenure Summary of in-load teaching (DOCX)	17-18
Reappointment of Ranked Renewable Term Faculty (PDF)	17-18
Reappointment of Renewable Term Faculty with Instructor or Lecturer titles (PDF)	17-18
Course Evaluation

Awards, Honors, Prizes and Opportunities

Form Name	Revised
Presidential Teaching Fellows in Honors (PDF)	17-18
Jennifer L. Wise Good Stewardship Award Letter (PDF)	17-18
Jennifer L. Wise Good Stewardship Award Nomination Form (PDF)	17-18
Faculty Awards & Honors website	17-18
Nominations for Faculty Awards and Honors Memo (PDF)	16-17
Ph.D. Dissertation Prizes and GTA Awards (PDF)	17-18
President's Retired Faculty Funds (PDF)	18-19
President's Retired Faculty Funds Application Form (PDF)	18-19
Faculty/Staff Tuition Waiver Memo & Application Form (PDF)	16-17
Provost's Outstanding Academic Advising Award Memo (PDF)	17-18
Provost's Outstanding Academic Advising Award Guidelines and Nomination Form (PDF)	17-18
Provost's Outstanding Academic Advising Administrator Award Memo (PDF)	17-18
Provost's Outstanding Academic Advising Administrator Award Guidelines and Nomination Form (PDF)	17-18
Faculty Fellowship Program, Big 12 (PDF)	17-18
Prestigious Scholarships and Fellowships - Policy & Procedures (PDF)	13-14
Form: When Applying for a Prestigious Scholarship or Fellowship (PDF)	13-14
Form: When Requesting a Leave of Absence without Pay (PDF)	13-14
Presidential Dream Courses
Presidential Dream Courses Memo (PDF)	17-18

Instructional and Curricular Issues

Form Name	Revised
Textbook / Instructional Materials Adoption Form	15-16
Policy on Students Called to Active Military Duty (PDF)	2018
Honoring Our Commitment to Our Students (PDF)	17-18
Quality Academic Advising (PDF)	17-18
English Language Proficiency of Instructors (PDF)	16-17
Religious Holidays (PDF)	16-17
Fall Student Holiday (Texas) (PDF)	17-18
Required Qualifications for Course Instructors (PDF)	17-18

Academic Program / Course Approval and Deadlines

Programs

Form Name	Revised
Program Modification FAQ (PDF)	16-17
Request for Program Modification: Instructions (PDF)	16-17
Substantive vs. Non-Substantive as defined by the State Regents’ Staff (OSRHE) (PDF)	16-17
State Regents’ Timeline for New Program Approval (PDF)	16-17
Embedded Certificate - New Program Request Form (DOCX)	16-17
Guidelines for New Program Request form (DOCX)	16-17
New Program Request Form for Traditional and Online Programs (DOCX)	16-17
Cover page for Dual or Joint New Program Request Form for Traditional and Online Programs (DOCX)	16-17
Existing Program Delivered Electronically (DOCX)	16-17
Program Deletion (DOCX)	16-17
Program Suspension (DOCX)	16-17
Program Name Change (DOCX)	16-17
Program Option Addition (DOCX)	16-17
Program Option Deletion (DOCX)	16-17
Option Name Change (DOCX)	16-17
Program Requirement Changes (DOCX)	16-17
Other Degree Program Modification (DOCX)	16-17
Administrative/Internal Changes (PDF)	16-17
(1) Addition of Area of Concentration/Track (Level V) (DOCX)
(2) Deletion of Area of Concentration/Track (Level V) (DOCX)
(3) Addition of a Minor (DOCX)
(4) Deletion of a Minor (DOCX)
(5) Requirement Changes to an accelerated program, area of concentration, or minor (DOCX)
(6) Addition of an Accelerated Dual Degree Program (DOCX)
(7) Deletion of an Accelerated Dual Degree Program (DOCX)
(8) Other (DOCX)
Substantive Program Changes Process (Flow-chart) (PDF)	16-17
Non-Substantive Program Changes Process (Flow-chart) (PDF)	16-17
Program Approval Tracking (XLSX)	17-18
Course Approval Tracking	17-18
Degree Inventory Reporting -- Oklahoma State Regents for Higher Education
PACGEO Course Approval Memo (PDF)	16-17

Courses

Form Name	Revised
Course Approval Process (Flow-chart) (PDF)	16-17
Course Request and Syllabi - Checksheet for submission to APC (PDF)	17-18
Center for Teaching Excellence Syllabus Template
Course Request and Syllabi - University Course Request Form (PDF)	15-16
Approval Process for Cancellation of Course (PDF)	17-18
Approval Process for Course Schedule Change (PDF)	17-18
Summer Shared Tuition Request Form (XLSX)	16-17
Academic Service Fee – Call for Proposals (PDF)	17-18
Academic Service Fee Proposal Form (XLS)	17-18
Fee Revenue and Expenses Template (XLSX)	17-18

Academic Personnel & Budget Records

Form Name	Revised
Supplemental vs Overload Base Pay - Faculty & Staff (PDF)	14-15
Helpful Hints / Faculty Appointments (DOCX)	16-17
Summer 2018 Appointments (PDF)	18-19
Minimum faculty and GA salaries (PDF)	18-19
Job Codes, Titles, and Account Codes (PDF)	17-18
Assigning Appropriate Temporary Faculty Titles (PDF)	13-14

Other Memoranda / Information

Form Name	Revised
Agreement to Complete a Course after the End of the Term ("Incomplete" Contract) (PDF)	15-16
Assigning Appropriate Temporary Faculty Titles (PDF)	13-14
Honorary Degrees Nominations Memo (PDF)	17-18
Honorary Degrees Nominations Form (PDF)	17-18
Travel Pre-Authorization Request Form (PDF)	15-16
Student International Travel Policies & Procedures	14-15
NEW 18-19 Permission for Extra Compensation with the University for FACULTY (.75 FTE and above) (DOCX)	18-19
NEW 18-19 Permission for Extra Compensation with the University for STAFF (.75 FTE and above) (DOCX)	18-19
Practicum/Internship Memorandum of Understanding (PDF)	15-16
Intra-Departmental Practicum / Internship/ Rotation Letter of Agreement (PDF)	15-16
Seasonal/Holiday Events - Expense Guidelines (PDF)	17-18
Presidential International Travel Fellowships (PDF)	17-18
Request for Approval to Obtain Advanced Funds from OU Foundation	12-13
Procurement Services Website	11-12
2014 Summer Session Schedule and Funding (PDF)	13-14
Provost administrative units food and beverage expense certification form (XLS)	16-17
Student Fundraising Request Form (PDF)	17-18

Memos & Forms

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